Developmental Editing For Non Fiction

Gary Smailes | 2 November 2025

Scope, Timing, and Deliverables for Nonfiction

Developmental editing for nonfiction looks at bones and nerves. Thesis, argument, structure, flow, gaps, and reader outcomes. Grammar waits. Punctuation waits. Order and logic go first.

Here is the promise. A reader opens your book, follows a clear path, and leaves with results. If readers feel lost, bored, or overloaded, structure failed. A developmental pass fixes that.

Scope: what gets examined

• Thesis. One core claim or promise. Stated early. Reflected everywhere.
• Argument architecture. Sections and chapters line up to prove the claim or deliver the outcome.
• Structure. Sequence builds from basics to advanced. No loops. No detours for the author’s favorite topic.
• Chapter flow. Strong openings and exits. Clean handoffs between ideas.
• Gaps and redundancy. Missing steps flagged. Repeats trimmed or merged.
• Reader outcomes. Clear takeaways, tools, or shifts in perspective.

A quick test. Write a one-sentence thesis on a sticky note. Tape it above your screen. Now check each chapter title against that sentence. If a title fails to support the thesis, mark it for review.

Where this work applies

• Prescriptive, business, and self-help. Frameworks, steps, checklists, and case studies that move a reader from problem to result.
• Narrative nonfiction and memoir. Chronology, causality, scene selection, reflection, and a question that pulls the reader through.
• Trade nonfiction. Big ideas for a broad audience, supported by digestible evidence and clear structure.
• Thought leadership. Original angle, sharp argument, and a path from concept to application.
• Practical guides. Repeatable processes, templates, and examples that transfer to real tasks.

Example pairing:

• Self-help: a five-part method that builds cleanly from awareness to action.
• Memoir: a two-timeline structure that converges for an emotional payoff without confusion.
• Business book: a core model introduced early, then tested with cases and objections.

Typical deliverables

• Editorial letter, 5 to 20 pages. Diagnoses strengths, risks, and priorities. Offers concrete fixes.
• In-manuscript margin comments. Scene or section-level notes. Questions where readers will stumble. Suggestions for cuts, moves, or expansions.
• Book map or TOC redesign. A visual of your current structure, plus a proposed layout with order, chapter goals, and interlocks.
• Chapter templates. Standardized openings, section patterns, and close-out moves for summaries, checklists, or exercises.
• Prioritized revision roadmap. A step-by-step plan, ordered by impact. Includes sequence, effort estimates, and quick wins.
• Debrief call. Walkthrough of the edit, Q&A, and next steps.

What this looks like in practice:

• The letter calls out a missing step between Chapter 3 and Chapter 4, proposes a bridge chapter, and gives a three-point outline for that bridge.
• Margin notes flag a drift into memoir in a business book, then suggest one anecdote with a tighter link to the framework.
• The book map reveals two chapters doing the same job. The plan merges them and frees space for reader objections.

Timing: when to schedule the work

• After a full draft. Even a rough draft gives enough clay for structural work.
• Or after a strong proposal with sample chapters. Prescriptive projects benefit from early structural input before prose hardens.
• For prescriptive nonfiction, a developmental pass at the outline or TOC stage saves months. Fewer false starts. Cleaner research plans.

Two warning signs for premature editing:

• No thesis on the page. Only topics and stories. Wait and define the core claim first.
• Research not scoped. Sources still unknown. Lock the structure, then gather proof.

What this is not

• Not line editing. No sentence rhythm, diction, or voice polish at this stage.
• Not copyediting. No grammar, punctuation, or style conformity pass.
• Not proofreading. No typo hunt.

Tight prose on a weak frame still breaks. Strengthen the frame, then tune sentences.

How to prepare and brief your editor

• Goal. Teach, persuade, inspire, or document. Pick one primary goal. Everything else supports that choice.
• Audience. Primary reader, pain points, prior knowledge, and barriers. Reading level and tone to match.
• Word-count target. Range for the whole book and typical chapter length.
• Must-have deliverables. Letter length, level of margin notes, book map, templates, roadmap, and a debrief call.
• Key questions. Three to five concerns you want answered. Example: Does the order build momentum. Where do readers lose trust. What belongs in appendices.

Mini-brief template to copy:

• Thesis, one sentence.
• Primary audience, one sentence.
• Promise to the reader, one sentence.
• Desired shelf neighbors, three comps with one-line gaps.
• Success looks like, three bullets.
• Risks or worries, three bullets.
• Deliverables requested, checklist.
• Timeline, start date and target handoff.

What success feels like

After a strong developmental pass, you hold a plan, not confusion. Chapters have jobs. Openings hook. Closings deliver. Repetition falls away. Research supports claims with precision. The book’s promise stays in view from first page to last. Now line editing has something worthy to polish.

Audience, Promise, and Market Positioning

Before you outline, settle three anchors. Audience. Promise. Positioning. Choose the reader, define the result, then pick the shelf online and in stores. Everything else hangs from those choices.

Reader promise

A promise is a contract with your reader. One outcome in plain language, plus a sense of speed and clarity.

Try this line:

For [primary reader], this book delivers [specific outcome] in [time frame or effort level] through [method, lens, or framework].

Examples:

• For new managers, this book delivers reliable one-on-ones in two weeks through a three-question meeting script.
• For first-time home bakers, this book delivers gluten-free bread that holds together through a no-knead, cold-rise method.
• For patient advocates, this book delivers a stepwise plan for second opinions within 30 days through scripts, checklists, and case studies.
• For memoir readers interested in grief, this book delivers a clear window into sibling loss over one year through braided timelines and scene-driven chapters.

Run a stress test. Could a skeptical reader repeat the promise to a friend without prompts. If not, tighten nouns and verbs until the line sticks.

Audience clarity

Name one primary reader. Not “everyone with a pulse.” One group with a shared problem and shared context.

Define:

• Role or life stage.
• Pain points in their words.
• Prior knowledge.
• Barriers, time, money, access, fear.

Mini-exercise, write 50 words:

“Primary reader: first-time nonprofit director in a mid-sized city, age 30 to 45, running a team of five. Pain points, donor churn and board drama. Prior knowledge, entry-level management courses. Barriers, no time for theory, needs templates. Goal, stable fundraising within six months.”

Match tone and reading level to that profile. Trade nonfiction often lands around Grade 8 to 10. Policy or academic work skews higher. Self-help and business trends toward conversational, with short paragraphs and concrete examples.

Market scan

Your book lives in a neighborhood. Know the neighbors.

Steps:

• Select three to five comps from the last five years.
• Read jacket copy, introductions, and tables of contents.
• Note promise, audience, structure, voice, and unique angle.
• Map overlap and difference.

Questions to answer:

• Where will the book sit in a bookstore. Business, health, memoir, or psychology.
• Which online categories and subcategories fit.
• What keywords buyers use. Use real phrases from reviews and reader forums.

Comps grid template, repeat for each title:

• Title, Author, Year.
• Shared audience and promise.
• What works.
• Gap you will fill or approach you will reject.

One sample entry:

• Title, Atomic Habits, James Clear, 2018.
• Shared audience, readers seeking behavior change with small steps.
• Works, clear structure, memorable language, strong examples.
• Gap, minimal guidance for teams at work, your book focuses on team rituals and shared accountability.

Unique angle and credibility

Readers buy outcomes plus a point of view. Name your method or lens. A named approach helps memory and marketing.

Examples:

• The 3x3 Negotiation Method, three questions, three offers, three rounds.
• The Clarity Loop, observe, name, test, repeat.
• A memoir using paired timelines, diagnosis year and present-tense recovery.

Back the angle with proof of authority. Options:

• Credentials or field experience.
• Original research or a strong synthesis of current studies.
• Lived experience with transparent limits.

State boundaries to build trust. “The book offers scripts for primary care visits. Oncology decisions fall outside scope.” Readers respect a clear fence.

Publishing pathway

Traditional route, align with a proposal. Agents and editors expect a positioning section with promise, audience, comps, and platform. They want evidence that readers exist and will buy.

Self-publishing route, align with metadata. Title, subtitle, keywords, categories, and description must reflect the promise. Back-cover copy mirrors the one-sentence promise and the 100-word positioning statement below.

Both routes need early platform thinking. Newsletter, speaking, client base, or media hooks that match the audience.

Action steps and templates

1. One-sentence promise

   Fill, then refine to plain English.

   For [audience], this book delivers [outcome] in [time frame or effort level] through [method or lens].

   Example:

   For overworked managers, this book delivers stress-free one-on-ones in two weeks through a repeatable three-question agenda.

2. 100-word positioning statement

   Template:

   This book serves [primary reader] facing [problem] and seeking [outcome]. Readers will learn [high-level method] through [key elements, for example cases, checklists, scripts]. The approach differs from [two comps] by [clear difference, scope, or voice]. The tone stays [adjective, for example practical or compassionate], with a reading level near [grade]. Ideal for readers of [one or two comps or authors], plus teams in [industry or context]. By the final chapter, readers will [tangible gain], with [tools or features] to support long-term use.

   Example, 99 words:

   This book serves new managers drowning in meetings and seeking reliable one-on-ones. Readers will learn a three-step system through scripts, checklists, and before-and-after cases. The approach differs from Radical Candor and The Making of a Manager by focusing on fifteen-minute meetings and team-level habits, not founder stories. The tone stays practical and friendly, at a Grade 9 level. Ideal for readers of Atomic Habits who need workplace rituals. By the final chapter, readers will run weekly one-on-ones without dread, with a dashboard, agenda templates, and troubleshooting guides to support long-term use.

3. Comps grid

   List three to five titles with a one-line difference each.

   Format per comp:

   • Title, Author, Year.
   • Shared audience and promise.
   • Your difference in one short sentence.

   Example set:

   • Deep Work, Cal Newport, 2016. Shared, knowledge workers seeking focus. Difference, your book applies focus to short team meetings.
   • Crucial Conversations, Patterson et al., 2012. Shared, communication under stress. Difference, your book narrows to recurring one-on-ones with scripts for both sides.
   • The Coaching Habit, Michael Bungay Stanier, 2016. Shared, leaders using questions. Difference, your book adds a timed agenda and team dashboards.

Finish with a quick gut check. Promise, audience, and shelf now align. The reader knows what outcome to expect and why your approach belongs next to, and apart from, the comps. Move to structure with confidence.

Building the Argument: Structure, TOC, and Chapter Design

Structure beats sparkle. A strong argument, a clean Table of Contents, and chapters with a job to do. Build that spine first, then dress the prose.

Architecture first

Open with a map. A logical TOC moves from foundation to application. Basics first, then deeper ideas, then practice. No repeats. No orphan chapters that serve no argument.

Mini-exercise:

• Write one sentence for each proposed chapter. Use present tense and a verb.
• Order those lines so each one answers a “why now” created by the line before.
• Ask two questions at every step. What question does this chapter answer. What question does this chapter raise for the next chapter.

A quick example from a habits book:

1. Why habits govern outcomes.
2. How triggers work.
3. How to rewrite a trigger.
4. Building one habit in seven days.
5. Scaling to team rituals.
6. Troubleshooting plateaus.

Notice the climb. Concept. Mechanism. Method. Single application. Broader field use. Maintenance.

Trim any chapter that repeats a goal reached elsewhere. If two chapters share the same outcome, merge and raise the bar.

Frameworks that help

A framework gives shape and speed. Pick one and commit.

• Pyramid Principle. Start with the answer, then support with grouped reasons. Example, “Team burnout drops when meetings shrink to 30 minutes,” followed by three grouped supports, scheduling rules, tool changes, norms.
• MECE. Mutually exclusive, collectively exhaustive buckets. Example, a root causes chapter separates workload, role clarity, and leadership behavior, with no overlap.
• Problem, Agitate, Solve. Name the problem, raise the stakes with concrete consequences, then deliver steps. Useful for short chapters and sections.
• Stepwise process. A clear sequence, stage 1 through stage 5. Works for how-to and research-backed guides.
• Case-based structure. Each chapter opens with a fresh case, then extracts principles, then ends with a checklist.

Pick the framework that matches the promise. If readers need a plan, use sequence. If readers need clarity, use MECE. If readers need persuasion plus action, use Problem, Agitate, Solve.

Chapter goals that stick

Every chapter serves the thesis. Name the job up front. Then deliver.

Use a one-page blueprint before writing scenes or sections:

• Objective. One sentence.
• Key takeaways. Three bullet lines, verbs up front.
• Evidence. Data, cases, sources.
• Link to thesis. One bridging line, “This advances the book’s claim by…”
• Action. One exercise, checklist, or decision.
• Next chapter handoff. One question that tees up what follows.

Example, leadership chapter:

• Objective. Teach managers to run fifteen-minute one-on-ones.
• Takeaways. Use a three-question agenda. Keep a shared doc. End with a next action.
• Evidence. Two case studies, one small team, one remote team. Study on meeting length and recall.
• Link. Shorter meetings protect deep work, which drives output.
• Action. Agenda template with time boxes.
• Handoff. How short meetings scale to team rituals.

Aim for economy. Paragraphs under eight lines. Topic sentences that punch. Examples before abstractions.

Narrative nonfiction moves

For narrative and memoir, the argument rides on scenes. Each scene needs time, place, a change, and a question.

• Chronology. Choose a timeline and honor cause and effect. If you braid timelines, label clearly and keep a reason for each jump.
• Causality. After a scene, ask, “What changed.” If nothing changed, fold that material into exposition.
• Central question. Early on, pose a question that holds the spine. Will the lab publish first. Will the family find the missing file.

Balance dramatized moments with reflection. Scene, then meaning. No long info dumps. Tuck research into action or dialogue, or move background to short interludes with a clear function.

Mini-exercise:

• List ten scenes on cards. For each, note date, location, what changes, and the chapter purpose.
• Order the cards. Pull any card with no change. Merge or cut.

Reader scaffolding

Help the reader stay oriented. Plan support elements before drafting pages.

• Subheads that track logic. Use parallel phrasing so the eye relaxes.
• Summaries and key points at section ends.
• Checklists and exercises tied to the promise.
• Visuals with a job. Diagrams for models, tables for comparisons, callouts for scripts.

Prototype one chapter layout:

• Hook. Problem or question in three to five lines.
• Brief context. One short paragraph.
• Three sections with subheads in parallel form.
• A figure or table where memory needs help.
• Summary bullets. Three lines.
• Action. One checklist or worksheet.

Design choices serve cognition. White space. Short sentences. Verbs over nouns.

Tools for coherence

• Reverse outline. After drafting, pull topic sentences and subheads into a list. Gaps and repeats surface fast.
• Book map. One page showing chapters, goals, evidence types, and the handoff. Keep near the keyboard.
• Scene or section cards. Portable and sortable. Helps with order and pacing.
• Red thread statement. One line that binds all moves. Try, “This book argues [claim], so readers achieve [outcome], because [reason].” Test every chapter against that line.

If a section fails the red thread, reframe or remove. Hoarded darlings sink books. Serve the thesis.

Action steps

1. Scene or section audit

   Create a simple table with three columns, Purpose. Evidence. Takeaway. Fill a row for every section in one chapter. Highlight any row with weak evidence or a fuzzy takeaway. Strengthen or cut.

2. Card-sort your TOC

   Write each chapter title on a card. Add the one-sentence job. Shuffle until the argument climbs with no stalls. Test with a friend who reads the promise. Ask for the point where momentum dips.

3. Cut or combine

   Mark low-value sections, repeats, tangents, or long background. Combine where two sections chase the same outcome. Move background to a sidebar or cut.

4. Choose one framework

   Declare the framework in a notes page. Stick to it across chapters. Consistency builds trust.

5. Build one chapter prototype

   Use the blueprint and layout above. Draft one full chapter to proof the structure. Adjust before scaling to the rest.

Strong structure frees your voice. With a clear map, chapters carry their weight, readers stay oriented, and the argument lands.

Research, Evidence, and Ethical Considerations

Evidence earns trust. A bold claim needs support, not vibes. Build a proof plan before drafting chapters, then write within those rails.

Build an evidence plan

Pick the right proof for each move in your argument.

• Data. Statistics, surveys, longitudinal studies. Strong for scale and trend. Use original sources, not a blog that cites a blog.
• Case studies. One story with depth. Show context, choices, outcomes. Perfect for complex processes.
• Expert interviews. Credible voices fill gaps in your experience. Prepare pointed questions. Ask for documents or links, then verify.
• Anecdotes. Short snapshots from lived experience. Use sparingly. Anchor with data or research so a single story does not do heavy lifting alone.

Match proof to promise. A health claim needs peer-reviewed studies plus clear caveats. A leadership method benefits from a pilot team case, a few metrics, and one expert voice. A memoir needs honest scenes plus corroboration for timelines and public events.

Mini-exercise:

• List your top ten claims on a page.
• For each, assign a primary proof type and a backup.
• Note the source you will target, example, “2019 CDC dataset,” “Interview with CFO,” “Quarterly report Q2.”

Fact-check early and track sources

A source log saves weeks later. Use a sheet with these columns:

• Claim
• Source title
• Author or organization
• Publication date
• Page or timestamp
• URL or DOI
• Access date
• File path or archive link
• Permission needed, yes or no
• Status, pending, verified, replaced

Pick a citation standard now. Chicago Notes and Bibliography suits most trade nonfiction. APA suits social science. Keep style consistent from page one.

Verify numbers before prose hardens. Find the earliest credible source. Follow citations upstream. Use library databases, publisher sites, and the Wayback Machine for dead links. For quotes, check wording, context, and dates. For timelines, build a dated list of events, then line up scenes against that list.

A quick tale from my desk. An author swore by a 40 percent productivity lift from standing desks. Dozens of blogs repeated the number. The original study showed minor gains for short bursts, nothing close to 40 percent. We cut the claim, kept the idea, and added accurate numbers.

Mini-exercise:

• Pull five bold statements from your draft.
• For each, write the original source next to the line or drop a footnote.
• Color-code red for unknown source, yellow for secondary, green for primary.

Permissions and fair use

Quotes, lyrics, images, and figures bring legal baggage. Plan for clearance, budget, and lead time.

Ask for permission when using:

• Lyrics, poems, or epigraphs
• Photos, charts, and tables you did not create
• Long quotations
• Substantial excerpts from interviews where rights belong to a third party

Steps that keep headaches small:

• List every item that needs permission in your source log.
• Email rights holders early. Include exact text or image, format, print run or digital reach, and context.
• Track responses and fees. Save signed letters.
• Build a cushion in your schedule. Rights work drags.

Fair use exists, but risk sits on your shoulders. Brief quotations with commentary often pass, yet length, purpose, and market effect matter. When unsure, shorten, paraphrase with citation, or create original material. Redraw charts with your own analysis. Commission fresh diagrams. Use public domain or Creative Commons images with correct credit and license.

Representation and sensitivity

Authority includes responsibility. Some topics carry lived pain, risk, or cultural weight. Bring in subject-matter experts or sensitivity readers.

Where to seek review:

• Lived experience, for example, disability, race, gender, migration
• Health, mental health, nutrition, or safety guidance
• Legal, tax, or financial advice

Prep a brief for each reviewer:

• Scope and goals for the review
• Specific concerns, stereotypes to avoid, terms to verify
• Audience and reading level
• Deadlines and payment

Respect feedback, even when feedback stings. A small phrasing shift can spare harm and increase reach. Credit reviewers if they agree, and pay for labor.

Privacy and safety

Memoir and case studies involve real people. Protect them and yourself.

• Anonymize names and identifying details. Change job titles, locations, and nonessential dates. Keep truth of events and patterns.
• For composites, state the choice in a note to readers. Avoid blending people in ways that distort accountability.
• Seek written releases when a person faces exposure risk, for example, health, employment, immigration, or family safety.
• Handle minors with extra care. Avoid details that point to schools or neighborhoods.
• Defamation risk kills books. If a claim harms reputation, you need strong sourcing. When in doubt, consult counsel. Mark hot spots in your draft for legal review.

Mini-checklist for each case:

• What harm might follow from publication
• What consent exists or needs to be obtained
• What changes preserve truth while reducing risk
• What documentation backs each contested fact

Action steps

• Build a research tracker. Use the columns listed above. Start with the top three chapters.
• Define a citation standard, Chicago or APA. Create a one-page style guide with footnote format, capitalization, and abbreviations.
• Schedule a targeted fact-check before line edit. Pick high-risk chapters first, numbers, quotes, medical claims, legal claims, timelines.
• Line up sensitivity reviews where needed. Send a clear brief and a marked PDF. Plan one round of revisions after feedback.
• Plan permissions now. List every quote, image, and figure that requires clearance. Send requests early and log fees.
• Create a proof folder system. One folder per chapter, with subfolders for sources, permissions, and correspondence.
• Add weekly review time. Close loops on red or yellow entries in your tracker.

Strong ethics and clean evidence do more than protect you. Readers feel the rigor. Trust builds. Pages get shared. Your argument stands up under scrutiny.

Voice, Readability, and Reader Experience

Readers follow voice before argument. Authority helps. Warmth helps more. Blend both.

Set the voice to match the genre

Self-help invites a coach. Policy wants a guide with receipts. Memoir needs honesty without performance.

• Self-help tone: “You feel stuck on Mondays. Here’s a simple reset for the first hour. Three steps. Ten minutes total.”
• Policy tone: “The subsidy reduced emissions in three sectors. Evidence comes from two studies and agency data. Here are the limits.”
• Memoir tone: “I rolled the suitcase to the curb. Rain in the seams. A driver stared at my face longer than felt safe.”

Try this:

• Write a one-paragraph summary of your book in two voices, friendly coach and sober analyst.
• Read both aloud to a friend in the target audience.
• Ask which version invites trust, then mark key word choices that created that response.

Keep a mini style sheet for voice choices. Decide on first or second person. Decide on contractions. Decide on humor boundaries. Lock those choices early.

Clarity beats jargon

Specialized terms slow readers. Define on first use. Use one term per concept. No synonyms for show.

Jargon-heavy:
“Adopting an agile paradigm accelerates throughput by leveraging iterative stand-ups and continuous integration across cross-functional pods.”

Clear:
“Use short cycles for work. Meet daily for ten minutes. Merge code often. One team owns one goal.”

Another fix:

• “Behavioral activation” becomes “small actions that nudge mood upward.”
• “MECE framework” becomes “no overlap between buckets, no gaps across buckets.” Then add a footnote with the formal name.

Keep a term bank in your style sheet:

• Preferred term
• Short definition
• First-use location
• Approved abbreviations

Mini-exercise:

• Pull one page. Circle every term a new reader might not know.
• Add a plain-language gloss after each first use.
• Swap one theory paragraph for a concrete scenario with names, numbers, and a constraint.

Readability lives on the page

Paragraphs do labor. Short for action. Medium for explanation. Long only when momentum carries readers forward.

Guidelines that save drafts:

• One idea per paragraph.
• Five to eight sentences in most paragraphs.
• Average sentence length near 16 to 20 words. Mix short and long for rhythm.
• Front-load subjects and verbs. Bury qualifiers.
• Use white space. Subheads every two to four pages. Lists where sequence matters.

Figures and sidebars lighten load. Plan placement during structuring, not at layout. A diagram next to a dense concept beats a paragraph below a page break.

Example swap:

• Before: “The funnel includes awareness, consideration, conversion, and retention, with feedback loops at each stage, often missed by teams focused on quarterly numbers alone.”
• After: “Four stages drive the funnel. Awareness. Consideration. Conversion. Retention. Feedback loops sit between each stage. Quarterly focus often hides those loops.” Add a small figure with arrows.

Read aloud. Mouth feel reveals friction. Stumble points signal edits. Track repeat stumbles in a checklist, then sweep the chapter for those patterns.

Engagement from open to close

Open strong. Pose a problem, ask a sharp question, or tell one short story. End strong. Leave a tool, a checklist, or one next step.

Openers that pull:

• Problem: “Your team nods in meetings, then nothing changes by Friday.”
• Question: “What decision would you make today if the budget dropped by half?”
• Anecdote: “On day three of the pilot, the alarms went silent. Everyone stared at the screen.”

Closers that pay off:

• Summary: three bullets, not a paragraph flood.
• Checklist: five steps readers can try before the next chapter.
• Next step: one small assignment with a time box.

Chapter template:

• Hook, 150 to 300 words.
• Context and concept, two to four pages.
• Example or case, one to two pages.
• Tools, steps, or questions, one to two pages.
• Wrap-up with key takeaways and next action.

Mini-exercise:

• Draft three alternate openings for one chapter, one in each mode above.
• Share with a test reader. Track which version prompts a text message or an email reply. Use the winner.

Inclusive choices widen reach

Language shapes trust. Avoid stereotypes. Use person-first or identity-first phrasing as preferred by the group named. Check current guidance for terms in health, disability, and gender contexts.

Write for global readers:

• Provide both metric and imperial units.
• Avoid region-specific idioms. “Home run” or “sticky wicket” confuses outside the home region.
• Dates in day-month-year or with month spelled out, 12 March 2024.
• Currency with currency code, USD 50, EUR 50.

Examples:

• Swap “chairman” for “chair” or “chairperson.”
• Swap “crazy busy” for “overloaded.”
• Swap “third-world country” for “low-income country” or “lower-income region,” aligned with current development language.

When quoting slang, explain in a gloss or footnote. When transcribing dialect, weigh reader load and dignity. Parody and punch down humor age poorly. Leave those behind.

Action steps

• Draft a one-page style guide. Voice stance, person choice, level of formality, humor rules, sample sentences, term bank starter, spelling choice, US or UK.
• Run readability checks on one chapter. Flesch-Kincaid, grade level, average sentence length, passive voice rate. Use scores as signals, not rulers.
• Prototype one chapter with callouts. Try sidebars, checklists, figures, and pull quotes. Print and mark where eyes travel first.
• Build a subhead map for two chapters. Each subhead must promise an outcome or answer a question.
• Record a read-aloud of three pages. Note breath breaks and stumble spots. Edit for smoother flow.
• Recruit two test readers from the real audience. Give a short survey, clarity, engagement, tone fit, and pace. Fold feedback into the style guide.

Clarity wins trust. A steady voice carries readers through hard ideas. Attention to reading experience turns skimmers into finishers.

Working With a Developmental Editor: Process and Revision Plan

A strong developmental partnership starts before page one. Clarity on goals and boundaries saves weeks. Use the steps below to set expectations, test fit, and move through revision without chaos.

Build a briefing package

Give your editor a full picture, not a puzzle.

Include:

• Synopsis or proposal, one to three pages. State thesis, audience, and outcome.
• TOC with one-line purpose for each chapter.
• One to three sample chapters, current state, not polished for grammar.
• Reader profile, primary and secondary. Pain points, prior knowledge, barriers.
• Comps list with three to five titles and one sentence on your angle.
• Platform notes, newsletter size, speaking, partnerships, timeline, word count target.
• Key questions, where you feel stuck, where confidence feels high.

Add two extras:

• A one-sentence promise for readers.
• A “not this” note. For example, “No heavy theory. Short, practical chapters only.”

Mini-exercise:

• Draft three questions you want answered by the edit. Examples, “Does chapter 4 belong?” “Where does momentum sag?” “Which story carries the thesis best?” Put those questions at the top of the brief.

Scope the engagement before the work begins

No surprises midstream. Agree on scope in writing.

Decide on:

• Deliverables. Editorial letter length, margin comments density, number and length of calls.
• Number of passes. Full manuscript pass, plus a follow-up pass on revised TOC or two target chapters.
• Timeline. Start date, delivery date, buffer for one round of author questions.
• Format. Word or Google Docs, track changes usage, comment style, file naming rules.
• Out-of-scope items. Line editing, copyediting, proofreading, interior design.

Helpful clauses:

• Version control plan, v1, v2, v3 naming, location for master files.
• Payment schedule tied to milestones.
• Cancellation or pause policy.

A sample scope line:

“Developmental assessment of 70,000-word draft. One editorial letter, 8 to 12 pages. Margin comments on entire draft. Two 60-minute calls. One follow-up memo after author revision of TOC.”

Pilot first

A paid sample reduces risk for both sides. Pick one chapter and the TOC. The editor provides margin notes and a one to two-page memo.

What to look for in sample feedback:

• Diagnosis quality, not only symptoms.
• Concrete fixes, re-sequencing, cuts, or additions.
• Tone. Direct, respectful, specific.
• Consistency with your goals and audience.

Small story:

Two founders hired help on a book about team rituals. One editor praised the prose and suggested “more anecdotes.” Another flagged two missing chapters, onboarding and offboarding, and sketched a new TOC. The founders chose the second. The pilot surfaced difference in approach before a big spend.

Questions to ask after the pilot:

• Where did advice feel sharpest?
• Where did advice miss your intent?
• Does the editor see the same core book you see?

A repeatable revision workflow

Structure first. Sentences last. Leave polish for later passes.

A simple sequence:

1. 1) Global structure pass

   • Rebuild the TOC. Combine overlaps. Cut or demote weak sections. Clarify the book’s arc.
   • Output, updated TOC, chapter objectives, new word count targets.

2. 2) Chapter-level rewrites

   • For each chapter, confirm purpose, links to thesis, and key takeaways.
   • Add or swap case studies. Trim theory. Insert subheads for reader guidance.
   • Output, revised chapters that deliver outcomes promised in the TOC.

3. 3) Research and permissions integration

   • Insert missing citations. Verify data and quotes. Log sources. Secure permissions for figures and long quotes.
   • Output, a clean source log, consistent citation style, and a list of permissions granted or pending.

4. 4) Cohesion pass

   • Check the “red thread” from start to finish. Terms consistent. No orphan arguments. No promised topics left unaddressed.
   • Output, a short memo of unresolved gaps, plus fixes.

5. 5) Only then, line editing, then copyediting, then proof

   • Rhythm, word choice, punctuation, formatting. Save this for near-final text.

Time boxing helps. Assign weeks to stages instead of open-ended revision. Example, two weeks for structure, three for rewrites, one for integration, one for cohesion review.

Mini-exercise:

• Create a three-column list for the next pass. Keep, Cut, Move. For one chapter, make decisions in under 30 minutes. Move fast. Gut first, logic next.

Tools to keep momentum

A few simple tools remove guesswork.

• Book map. A one-page view of the book. Columns, Chapter title, purpose, reader outcome, key evidence, status. Print and mark progress weekly.
• Revision tracker. A table with tasks, owner, due date, status, notes. Use green, yellow, red. Share before each check-in.
• Style sheet. Decisions on voice, tense, person, terms, hyphenation, headings, figure labels, US or UK spelling. Include a term bank with preferred terms and short definitions.
• Meeting notes template. Decisions, risks, open questions, next steps.

Example revision tracker columns:

• Task
• Chapter or section
• Owner
• Due date
• Status, not started, in progress, ready for review, done
• Notes, links to docs

Communication and checkpoints

Good edits run on rhythm. Set a cadence and stick to it.

Pick:

• Weekly or biweekly check-ins, 30 to 45 minutes.
• Async updates, a short written summary before each call.

Update template:

• What moved forward since last check-in
• Decisions made
• Blockers or risks
• Questions for editor or author
• Plan for next period

During calls, focus on decisions, not line edits. Record action items at the end. Send a short recap within 24 hours.

Red flags worth naming early:

• Scope creep, new chapters appear without revisiting goals or timeline.
• Perfection in early drafts, energy goes to commas instead of structure.
• Slow response times, weeks without feedback or updates.

Action steps

• Assemble a briefing package, synopsis, TOC with purpose lines, sample chapters, reader profile, comps, platform notes, and key questions.
• Request apples-to-apples proposals. Ask for deliverables, passes, timeline, communication plan, and price on one page.
• Book a pilot on one chapter and the TOC. Compare feedback from two editors if budget allows.
• Lock the scope. Agree on deliverables, timeline, and out-of-scope items before work begins.
• Map a phased plan, assessment, revise, targeted dev pass, line edit, copyedit, proof.
• Set tools and cadence, book map, revision tracker, style sheet, weekly check-ins.
• Start with structure. Save polish for the end.

A clear brief, a tight scope, and a disciplined sequence turn a heavy lift into durable progress. The result, a book that delivers value, reads with purpose, and earns trust from page one.

Frequently Asked Questions

Download FREE ebook

Claim your free eBook today and join over 25,000 writers who have read and benefited from this ebook.

'It is probably one of the best books on writing I've read so far.' Miz Bent

Leave this empty

Get free book