Why Are Book Editors So Expensive

Gary Smailes | 3 November 2025

What drives the cost of book editing

Sticker shock often comes from a simple mismatch. You expect typo fixes. Editors deliver a whole process.

What you are paying for

A proper edit begins long before the first tracked change. An editor reads like a detective and a coach. Notes pile up. Patterns emerge. Then the passes begin.

A week on your book looks like this:

• A deep read to diagnose structure, voice, and pacing.
• An editorial plan, with priorities and a sequence for fixes.
• The first pass, line by line, with queries for gaps, logic, and tone.
• A custom style sheet to lock spelling, hyphenation, numbers, names, capitalization, and usage.
• Spot checks for facts, timelines, and continuity.
• A second pass to resolve threads and confirm earlier decisions.
• Project management, which includes scheduling, file control, and clear communication.
• A final glance after your revisions, a quality check to catch knock-on errors.

Call it invisible labor if you like. It shows on the page. Readers notice fewer bumps, smoother rhythm, and steadier voice.

A quick example. A 90,000-word novel often requires dozens of focused hours for a careful line edit. More for developmental work. Add correspondence, style-sheet prep, and a final check. Rates reflect time plus judgment.

Trim the bill with a clean handoff

Editors work faster when the draft stands on two feet.

Do this before you request quotes:

• Finish the draft. No placeholders or “TK” notes.
• Run a simple spelling and consistency pass. Names, dates, locations, and terms should match throughout.
• Remove formatting quirks. Single spaces, standard paragraph styles, no fancy fonts.
• Share three genre comps and the readers you aim to reach. One sentence per comp on why it matters.
• Summarize goals. For fiction, state the core promise, protagonist, and central change. For nonfiction, state the thesis and the path through the chapters.
• Flag research areas, permissions, tables, images, citations, or special notation.

Clarity reduces back-and-forth. Fewer surprises, lower cost.

Skill is the product

Good editing relies on trained judgment. Genre knowledge, story or argument structure, and command of style guides do not appear overnight. A seasoned editor recognizes where tension drops, where claims need support, where phrasing bends rules for effect, and where rules matter.

Look for signals of depth:

• Training or membership with EFA, CIEP, or ACES.
• Portfolio pieces in your lane. Romance reads different from hard SF. Narrative history reads different from prescriptive business.
• Testimonials which mention voice, clarity, and useful guidance.
• A sample edit that shows taste and restraint.

You want someone who guards your voice while improving meaning and flow. Finesse over fuss.

Overheads you never see

Professional rates include much more than hours on the manuscript.

Common costs:

• Software licenses for Word, PDF markup tools, or InDesign.
• Style guides and dictionaries, often several, updated often.
• Secure backups and version control.
• Taxes, healthcare, and business insurance.
• Scheduling buffers to protect your deadline.
• Quality assurance checks after revisions.
• Continuing education through workshops, courses, and conferences.
• Admin work, from contracts to invoicing to file prep.

These pieces keep the work accurate, on time, and safe. They belong in the rate.

Compare quotes fairly

Two numbers mean nothing without scope. Ask what the fee includes so you line up apples with apples.

Request a written breakdown:

• Level of edit, developmental, line, copy, or proofreading.
• Word count used to price the job.
• Number of passes.
• Named style guide and dictionary, for example, Chicago Manual of Style with Merriam-Webster.
• Deliverables, such as an editorial letter, tracked changes with margin queries, a style sheet, and a query log.
• A final quality check after your revisions, or no final check.
• Timelines, with author response windows.
• Terms for change requests and extra rounds.

One more step helps. Share a representative sample of 2,000 to 3,000 words for scoping. A true sample lets an editor gauge density, voice, and effort, which leads to a fair quote.

A quick checklist for writers

• Draft complete and clean.
• Clear brief with goals, comps, and readers.
• Known issues listed in priority order.
• Style preferences noted, such as serial comma, number treatment, or dialog punctuation.
• Permissions and references organized.
• Questions ready for the editor about scope and deliverables.

Right prep lowers cost. Right expertise raises quality. Pair both, and the “expensive” edit turns into saved time, fewer headaches, and a book readers trust.

How editing types affect price

Different edit types pull on different levers. Price follows effort.

What each edit covers

• Developmental editing. Big-picture work. Structure, plot, pacing, character arcs, argument logic. Long letters, big questions, new order for chapters, notes on theme and promise to readers. Expect margin queries and a road map for revision.
• Line editing. Sentence-level attention. Rhythm, clarity, word choice, tone, transitions. Tighter sentences. Stronger beats. Smoother flow without flattening your voice.
• Copyediting. Mechanics and consistency. Grammar, punctuation, usage, capitalization, hyphenation, numbers, citations, references. A style sheet to keep decisions stable from start to finish.
• Proofreading. Final check on page proofs. Typos, spacing, bad breaks, widows and orphans, page numbers, running heads, table of contents sync. No rewrites. No restructuring.

More thinking equals more hours. Developmental sits at the top for time, then line, then copyedit, then proofread.

Diagnose your stage before you pay

Pay for what you need today, not for work two stages away. Quick tests help.

• If you still shuffle chapters, rethink plot points, or discover new beats every read, you are in developmental territory.
• If scenes work and the argument holds, yet sentences feel baggy when read aloud, line editing will help most.
• If prose sings, structure holds, and feedback from beta readers focuses on small slips, a copyedit brings polish.
• If you already have laid-out pages, with headers and page numbers in place, and only small errors pop up, move to a proofread.

Mini exercise:

• Read one chapter out loud. Mark every spot where you trip or lose interest. Count those marks. Lots of marks points to line work.
• Summarize your book in one tight paragraph. If you struggle to state stakes, promise, or takeaways, you need developmental support.
• Pull a random page and check three choices, serial comma use, number style, and hyphenation of compound modifiers. If the page looks wobbly, copyediting belongs next.

Choosing the right level avoids paying twice. A proofread on a wobbly structure wastes money. A developmental review on a clean, stable draft wastes money too.

Complexity adds hours

Some manuscripts ask for more labor per thousand words. Pricing reflects that lift.

Common drivers:

• Word count. More words equals more hours, even for light edits.
• Research density. Claims require verification, source notes, or sensitivity reads.
• Citations and footnotes. Reference lists and footnotes require formatting to a style, such as Chicago, APA, or MLA.
• Illustrations, tables, and figures. Editors check captions, cross-references, numbering, and placement.
• Timelines and continuity. Historical sequences and fictional chronologies need checks for alignment.
• Multiple points of view. Voice shifts need attention to diction, tense, and internal logic.
• Jargon or nonstandard syntax. Poetry, dialect, and technical prose take slower passes.
• Back matter. Index briefs, glossaries, appendices, and acknowledgments add tasks.

Two quick portraits:

• A 70,000-word romance with one POV and clean prose might need a brisk line edit plus a light copyedit. Lower range.
• A 60,000-word history with 600 notes, six maps, and a detailed timeline needs copyediting with reference checks, table review, and figure calls. Higher range.

Help your editor scope in advance. Flag the special elements. Share counts for references, tables, and images. Confirm citation style and dictionary choice. Note any unusual features, such as sidebars, epigraphs, or song lyrics with permissions.

Rush and revision rounds change the bill

Editing relies on deep focus. Compressed schedules raise the cost.

• Rush work. A short turnaround pushes your book to the front. That disrupts a calendar, increases risk, and demands overtime. Rates reflect the squeeze.
• Extra rounds. Each pass compounds time. More queries, more follow-up, more version control. If the agreement includes one author revision and one final check, a second revision round adds fees.

Control the spend with simple habits:

• Book early. Slots fill months ahead.
• Freeze the draft before handoff. No mid-edit rewrites unless you renegotiate scope.
• Batch your answers to queries. One organized response beats four scattered emails.
• Limit included revision rounds. One for author changes, one for a final QA works for most projects.
• Build breathing room into timelines. Editors need buffer days for rereads and quality checks.

Match edit type to goal

Think in terms of outcomes.

• Need a stronger story or argument. Developmental first.
• Need sentences that carry voice without sludge. Line edit.
• Need clean, consistent pages before layout. Copyedit.
• Need a final once-over on proofs. Proofread.

If funds are tight, phase the work. Start with a manuscript assessment instead of a full developmental edit. Follow with line or copy work once structure feels stable. Each stage sets up the next, and the total outlay stays under control.

What to share when asking for quotes

Give editors a clear picture, and quotes line up with reality.

• Full word count, including back matter.
• A representative sample of 2,000 to 3,000 words.
• Your current stage, using the tests above.
• A list of special elements, with counts.
• Preferred style guide and dictionary, for example, Chicago with Merriam-Webster.
• Desired timeline, with real dates.
• Which deliverables you expect, such as an editorial letter, tracked changes, a style sheet, a query log, and a final QA pass.

Right edit, right time, right scope. That mix keeps quality high and the price defensible.

How editors build quotes and set rates

Editors do not pull numbers from a hat. A quote reflects hours, risk, and focus.

Pricing models, in plain terms

• Per-word. Rate multiplied by total words equals fee. Works best with a clear scope and a stable level of edit.
• Per-hour. Time tracked and billed. Useful for uncertain scope. Ask for an hourly cap and a midpoint check.
• Flat project fee. One figure for a defined scope, including level of edit, number of passes, and deliverables.

Sample math, for illustration only:

• Copyedit at 2.5 cents per word for 80,000 words equals 2,000 dollars.
• Line edit at 60 hours, 65 dollars per hour equals 3,900 dollars.
• Developmental edit as a project, 80,000 words with two passes, an editorial letter, and two calls, 5,000 dollars.

Numbers change with scope, complexity, and calendar pressure. The model shapes risk. Per-word shifts risk to the editor, per-hour shares risk, a flat fee places risk on scoping accuracy.

What goes into the estimate

Quotes rise or fall based on how much labor the book demands beyond raw reading.

• Reading speed. Dense prose slows pace. Clean prose speeds pace.
• Query volume. More questions for the author means more notes, more tracking, more follow-up.
• Style sheet creation. Decisions on spelling, hyphenation, numbers, capitalization, citations, and character details, recorded for later stages.
• Client communication. Emails, calls, and briefing time.
• Final quality check. A short pass after author revisions, to catch fresh errors and confirm consistency.
• Version control. File management, naming conventions, and backups.

Two quick portraits:

• Thriller A, 85,000 words. One point of view, clean timeline, minimal slang. Few queries. Lower effort.
• Thriller B, 85,000 words. Four points of view, heavy slang, time jumps, and a subplot that disrupts continuity. Many queries. Higher effort.

Same length, different price. Labor, not genre mystique, drives the spread.

How to request a grounded quote

Ask for a written breakdown. Fewer surprises, smoother work.

• Scope. Level of edit, number of passes, and deliverables. Examples, tracked changes, an editorial letter, a style sheet, a query log, and a final quality check.
• Assumptions. Total word count, special features, reading speed bands, and a list of risks.
• Timeline. Start date, milestones, and delivery date.
• Change policy. Overage rate, a change budget, and how scope shifts are approved.
• Payment terms. Deposit, schedule, and kill fee.

Quick prep on your side:

• Send the full word count, including front and back matter.
• Attach a representative sample, 2,000 to 3,000 words. Include one easy section and one thorny section.
• Flag special elements. References, footnotes, tables, images, sidebars, timelines, or permissions.
• Name your preferred style guide and dictionary. For example, Chicago with Merriam-Webster.
• Share a short brief. Audience, comps, goals, and known pain points.

Samples matter. A sample lets an editor gauge sentence rhythm, consistency, and likely query volume. No sample, higher risk. Higher risk, higher padding.

Why quotes differ across editors

Benchmarks from EFA and CIEP give market ranges. Those ranges serve as guardrails, not gospel. Training, genre depth, demand, and process quality move rates.

Two editors might read the same pages and spot different problems. One editor invests more time in developmental notes during a line pass. Another focuses on sentence flow only. Both produce value, but not the same value for every author.

Compare more than price:

• Sample edit quality. Do the changes strengthen voice and clarify meaning without flattening tone.
• Comments. Are notes specific, teachable, and respectful.
• Fit. Does feedback align with your goals and audience.
• Process. Clear scope, steady communication, and a clean handoff plan.

A short exercise to right-size the ask

• Read 1,500 words aloud. Mark every stumble, every sentence you rephrase on the fly, and every logic snag. Count the marks. A high count signals line work first.
• List special features and counts. References, figures, tables, footnotes, and sidebars. Numbers help scoping.
• Write a one-paragraph promise to readers. If stakes or argument feel fuzzy, developmental support sits ahead of surface polish.

Bring those notes to the quoting stage. Clarity on stage and scope lowers back-and-forth, keeps estimates honest, and protects your budget.

The value and ROI of professional editing

Professional editing pays for itself in ways most authors never calculate. Returns come through higher reader satisfaction, smoother production, and fewer costly fixes downstream.

How editing affects your readers

Confused readers abandon books. Frustrated readers leave harsh reviews. Satisfied readers recommend books to friends.

Good editing removes the friction between your story and your audience. When readers move through your pages without stumbling over unclear sentences, inconsistent character details, or plot holes, they stay immersed. Immersion leads to completion. Completion leads to reviews and word-of-mouth.

Consider two scenarios:

• Book A has choppy dialogue, timeline confusion, and repetitive phrasing. Readers notice the flaws. Reviews mention "hard to follow" and "needs editing." Amazon's algorithm deprioritizes the book.
• Book B flows cleanly from page one to the end. Readers focus on story, not mechanics. Reviews praise the "smooth read" and "engaging plot." The algorithm rewards engagement.

Same story, different editing investment, different market outcome.

Returns and refunds also drop with professional editing. Readers who feel misled by poor quality demand refunds more often than readers who get what they expected. Fewer returns mean better retailer relationships and higher net revenue per sale.

What editors protect that you might miss

Your voice matters, but clarity matters more. Professional editors balance both.

DIY editing tends toward two extremes. Either you miss problems because you know what you meant to say, or you over-correct and flatten your natural rhythm. Editors spot the problems you miss while preserving the personality you bring to the page.

Here's what editors protect:

• Voice consistency across chapters and scenes
• Appropriate register for your audience and genre
• Natural speech patterns in dialogue
• Tone shifts that serve the story, not accidental ones that confuse readers

Here's what they fix without flattening:

• Sentences that require two readings to understand
• Paragraphs that repeat information or belabor points
• Transitions that leave readers guessing about time, place, or character motivation
• Pacing that rushes through important moments or drags through minor ones

Ask editor candidates to explain their changes during sample edits. Strong editors articulate not only what they changed but why the change serves your story and your readers. Weak editors make changes without clear rationale or, worse, impose their voice over yours.

How editing affects production costs

Professional editing creates a foundation for smooth production. Clean manuscripts cost less to typeset, proofread, and index.

Style sheets matter here. A comprehensive style sheet from your first editing round becomes the reference document for every subsequent stage. Typesetters use it for consistent formatting. Proofreaders use it to catch style violations. Indexers use it for term consistency.

Without a style sheet, each production vendor makes independent choices about hyphenation, capitalization, number style, and formatting. Those choices might conflict. Fixing conflicts costs time and money.

Sample savings from good editing:

• Typesetting: Fewer rounds of corrections when text is clean and decisions are documented
• Proofreading: Faster pace when consistency is already established
• Indexing: Fewer queries about preferred terms and spellings
• Print setup: Fewer page breaks and reformatting issues
• E-book conversion: Cleaner files convert with fewer glitches

Calculating return on investment

Track these metrics to measure editing ROI:

Before editing:

• Average review rating
• Percentage of reviews mentioning confusion, errors, or readability
• Return and refund rates
• Time spent on reader complaints or questions

After editing:

• Improved review ratings and review content
• Reduced returns and complaints
• Faster, cheaper production for subsequent books
• Time saved on post-publication fixes

Long-term returns compound. Readers who trust your quality become repeat buyers. Good reviews attract new readers. Clean production processes make future projects more profitable.

Where to focus your editing investment

Not all editing types deliver equal returns. Match your editing investment to your goals and current manuscript state.

Developmental editing delivers high returns when:

• Plot or argument structure needs major work
• Character motivations seem unclear
• Readers will abandon the book due to story problems
• You're targeting traditional publication

Line editing delivers high returns when:

• Structure is solid but prose feels clunky
• Dialogue sounds stiff or unnatural
• Pacing drags in places or rushes through important moments
• You want to elevate your writing style

Copyediting delivers high returns when:

• Story and style are strong but consistency problems distract readers
• You plan to submit to agents or publishers who expect clean copy
• Your book has complex elements like citations, timelines, or multiple character names

Proofreading delivers high returns when:

• All other editing is complete
• You need to catch layout-introduced errors
• You're publishing in print where corrections cost more

Start with the edit that addresses your biggest problem. A beautiful copyedit on a structurally broken story wastes money. Perfect grammar on an unreadable prose style misses the point.

Measuring editorial value beyond cost

Price comparisons miss the bigger picture. A cheaper editor who misses major problems costs more than a higher-priced editor who fixes them.

Evaluate editors on outcomes, not hourly rates:

• Do sample edits improve readability without destroying voice?
• Do comments teach principles you can apply to future work?
• Does feedback align with your genre and audience expectations?
• Will the edited manuscript need fewer rounds of revision?

Keep your style sheet from the first professional edit. Use it as the foundation for all future projects. That single document, properly maintained, reduces editing time and cost for every subsequent book.

Professional editing is not an expense. It's an investment in reader satisfaction, production efficiency, and your reputation as an author. The returns compound over time.

Budget-smart ways to work with an editor

Smart authors reduce editing costs without sacrificing quality. The key is doing the right prep work, phasing the investment, and avoiding expensive mistakes.

Self-editing that actually saves money

Self-editing before hiring an editor is not about becoming your own professional editor. It's about clearing obvious problems so the professional focuses on issues you missed.

Start with plot and structure problems. Read through your manuscript and flag places where:

• Characters make decisions that don't match their motivations
• Timeline gets confusing or contradictory
• Scenes drag without advancing plot or character development
• Information gets repeated across chapters
• Transitions between scenes feel abrupt or missing

Fix these before paying an editor. Structural problems take editors longer to diagnose and explain than surface issues. Every hour spent fixing plot holes is an hour not spent polishing prose.

Next, run consistency passes. Create a simple style sheet as you read:

• Character names and spellings (including nicknames)
• Place names and fictional locations
• Technical terms or specialized vocabulary
• Hyphenation choices for compound words
• Number style preferences (spell out vs. numerals)

This prep work cuts copyediting time significantly. Editors don't need to create these lists from scratch or query obvious inconsistencies.

Use beta readers strategically. Give them specific questions:

• Where did you get confused about what was happening?
• Which characters felt unclear or inconsistent?
• Where did you lose interest or start skimming?
• What questions did you have that never got answered?

Beta reader feedback helps you spot problems before paying professional rates to find them.

Spelling and grammar passes that matter

Run automated spelling and grammar checks, but don't stop there. Look for patterns in your writing:

• Repeated sentence structures
• Overused words (search for "that," "just," "really," "very")
• Dialogue tags that could be cut
• Paragraphs that start the same way

Address obvious typos and formatting inconsistencies. Clean manuscripts let editors focus on substantive issues instead of basic cleanup.

Create a personal editing checklist based on feedback from previous projects. If editors always comment on your comma splices or run-on sentences, learn to spot and fix those patterns yourself.

Phasing editorial work strategically

Editorial work doesn't happen in one expensive lump. Break it into phases that match your manuscript's needs and your budget constraints.

Start with a manuscript assessment if you're unsure about structural issues. Assessments cost less than full developmental edits and give you a roadmap for revision. You might discover that two chapters need major work while the rest needs minor tweaks.

Move to targeted developmental editing on problem areas. Instead of editing the entire manuscript developmentally, focus on chapters the assessment flagged. Fix those, then reassess whether the full manuscript needs developmental work.

Book line editing and copyediting after structure is stable. Don't polish prose that might get cut or rewritten during developmental revision. Lock your structure before investing in sentence-level editing.

Schedule proofreading after all other changes are complete. Proofreading catches errors introduced during revision and formatting, but it's wasted if you're still making content changes.

Sample phasing approach

Here's how smart phasing might work for a 80,000-word novel:

Phase 1: Manuscript assessment ($500-800)

• Identifies three problem chapters and general pacing issues
• Provides revision roadmap

Phase 2: Self-revision (your time)

• Fix flagged structural problems
• Tighten pacing based on assessment feedback

Phase 3: Partial developmental edit ($1,200-1,800)

• Focus on the three problem chapters
• Check whether fixes solved broader issues

Phase 4: Line edit ($2,000-3,200)

• Polish prose once structure is solid
• Maintain voice while improving clarity

Phase 5: Copyedit and proofread ($800-1,200)

• Final polish after all content changes complete

Total: $4,500-7,000 vs. $6,000-10,000+ for full editing without assessment

Avoiding expensive scheduling mistakes

Rush fees kill budgets. Professional editors charge 25-50% premiums for projects with tight deadlines. Plan your editing timeline backwards from your publication date.

Lock your delivery date with a deposit once you hire an editor. This commitment prevents you from requesting delays that might push your project into the editor's rush schedule.

Resist mid-edit rewrites unless you're willing to renegotiate scope and cost. Major changes during editing require the editor to restart sections, essentially doubling the work on those parts.

Version control saves money and sanity. Send the editor one clean, final draft. Don't send updates or corrections during the editing process unless you discuss scope changes first.

Build buffer time between editing phases. If your developmental editor suggests major changes, you need time to make revisions before moving to line editing. Rushing between phases leads to mistakes and re-work.

Alternative editing approaches for tight budgets

Editorial coaching offers learning value when full editing exceeds your budget. Instead of editing your entire manuscript, editors provide targeted feedback and teaching.

Request hybrid packages that combine different service levels:

• Editorial letter identifying big-picture issues
• Line editing on sample chapters to demonstrate principles
• Style sheet creation and consistency check
• Follow-up consultation to answer questions

This approach costs less than full editing while teaching principles you apply to current and future projects.

Manuscript critiques from qualified editors cost less than full developmental edits but provide specific revision guidance. Look for critiques that include:

• Chapter-by-chapter breakdown of issues
• Overall assessment of plot, character, and pacing
• Comparison to successful books in your genre
• Prioritized revision recommendations

Group coaching or editing workshops offer professional guidance at lower per-person costs. Some editors offer manuscript review sessions where multiple authors receive feedback in a workshop setting.

Making your budget work harder

Compare total project cost, not hourly rates. An experienced editor who works efficiently might cost more per hour but less overall than a cheaper editor who takes twice as long.

Negotiate payment plans if cash flow is tight. Many editors accept deposits and milestone payments rather than full payment upfront.

Consider editors early in their careers who offer competitive rates to build portfolios. Look for editors with relevant training and experience who are building their client base.

Ask about package deals if you have multiple projects. Some editors offer discounts for authors who commit to editing multiple books.

Bundle related services. Some editors offer package pricing for assessment plus developmental editing, or copyediting plus proofreading.

Questions that save money

Before hiring, ask these cost-control questions:

• What exactly is included in each editing pass?
• How do you handle scope changes or additional revision rounds?
• What happens if my manuscript is longer or more complex than estimated?
• Do you provide a style sheet I can use for future projects?
• What file formats do you work with, and do you provide clean final files?

Clear expectations prevent surprise charges and ensure you receive everything you're paying for.

The goal is maximum editorial value for your budget. Sometimes that means phasing the work. Sometimes it means doing more prep work yourself. Always it means planning ahead and communicating clearly with your editor about scope, timeline, and expectations.

Choosing the right editor without overpaying

Price tempts. Fit wins. The right editor understands your genre, speaks to your audience, and respects your voice. A bargain mismatch drains time and budget, then leaves a mess for the next round.

Test fit with a paid sample edit

Do not guess. Test. Send the same 2,000 to 3,000 words to two or three editors. Pay for samples, then compare.

What to look for:

• Comment tone. Clear, respectful, specific. No snark. No vagueness.
• Queries that show genre fluency. A romance editor should ask about beats and heat level. A thriller editor should press on stakes, clues, and timeline.
• Sentence-level judgment. Tightening without flattening your voice.
• Consistency notes. Spelling, hyphenation, time references, character details.
• A brief summary note. What works, what needs attention, what to tackle next.

Score each sample on usefulness, clarity, and alignment with your goals. Pick the one who makes you say, I know exactly what to do next.

Mini exercise:

• Paste a page of your prose into a doc.
• Mark three sentences you love.
• Ask each editor to preserve those lines while improving flow around them.
• Review how each approach protects voice while raising clarity.

Write a tight brief

Editors do their best work with a clear brief. Loose briefs breed scope creep and surprise invoices.

Include:

• Goal. Traditional submission, indie launch, or agent-ready polish.
• Genre and comps. Two or three current comps, not decades-old classics.
• Audience. Age range, reading habits, deal breakers.
• Word count and stage. First full draft, revised draft, near-final draft.
• Pain points. Pacing, character arcs, argument logic, line-level polish.
• Nonnegotiables. Topics, dialect, style choices you will keep.
• Format. Word or Google Docs. Track Changes required. PDF for page proofs.
• Style guide and dictionary. Chicago and Merriam-Webster, or house choices.
• Timeline. Start date, delivery windows, buffers between stages.

Send clean files only. Freeze the draft before handoff. Version churn burns hours and goodwill.

Lock scope with a contract

A contract protects both sides. No assumptions. No handshakes.

Confirm in writing:

• Exact services. Assessment, developmental edit, line edit, copyedit, proofread.
• Number of passes. One pass or two. What happens after author revisions.
• Word count covered. Rate for overage if the manuscript grows.
• Deliverables. Marked file with Track Changes, style sheet, query log, summary letter.
• Meetings. How many calls or emails, and response windows.
• Timeline. Start date, milestones, final delivery, buffer for author revisions.
• Revisions. What qualifies as a minor tweak versus a new round.
• Kill fee. Payment due if the project stops early.
• Payment terms. Deposit, milestones, payment method, late fees.
• File ownership. You retain all working files and the style sheet.

If anything feels vague, ask for an edit to the contract. Clarity costs less than conflict.

Red flags to step around

Watch for:

• Promises of guaranteed publication or bestseller status.
• Offers to rewrite the book. Editors guide and suggest. Authors write.
• Vague pricing and no scope definition.
• Refusal to use Track Changes or standard PDF markup.
• No style guide or dictionary preference.
• No portfolio in your genre, plus excuses about how “good editing is universal.”
• Reluctance to provide references.

One more signal, a sample edit that fixes commas but ignores plot holes. Surface sparkle without structural thinking wastes money.

Ask questions that save money

Before you hire, ask:

• What does your edit include, line by line?
• How many queries should I expect per 1,000 words?
• What happens if I add 5,000 words after you start?
• Do you provide a style sheet I can reuse on book two?
• What is your process after I apply revisions? Fresh pass or light check?
• How do you track version control?
• What training or memberships do you hold, such as EFA, CIEP, or ACES?
• Do you carry professional indemnity cover? If not, how do you manage risk?

Good editors answer without flinching. You want a pro who runs a process, not a mystery.

How to read references

Ask for two recent clients in your genre. Then ask those authors:

• Did the editor keep scope and schedule?
• Were comments specific and actionable?
• Did the edit respect voice?
• Any surprises on price or deliverables?
• Would you hire this editor again for book two?

Patterns matter more than one glowing line.

A quick scoring grid

Use a simple 1 to 5 scale for each editor:

• Genre fit
• Clarity of sample edit
• Depth of comments
• Respect for voice
• Process and contract clarity
• Schedule fit
• Total cost for agreed scope

Total the scores. If two editors tie, pick the one with better process notes and a stronger style sheet sample.

Keep control of files and choices

Ask for:

• Final marked file and a clean version.
• The working style sheet. Names, spellings, hyphenation, numbers, citations, tricky usage.
• The query log. Decisions, open questions, references used.

Store these with the manuscript. Your typesetter, proofreader, and future-you will thank you.

A short cautionary tale

A thriller writer hired a memoir editor because the rate looked low. The edit fixed commas and trimmed some dialogue, then missed a broken clue chain across three chapters. Reader reviews were brutal. The author paid for a second edit with a genre pro, plus a reformat, plus a reproof. Three bills instead of one. Price first, then fit, turned out to be the expensive route.

Choose with care. Test with samples. Brief with precision. Lock scope in writing. Then give your editor the space, the files, and the time needed to do focused work. You will spend less, and the book will read better.

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