Developmental Editing Rates

Gary Smailes | 2 November 2025

What Drives the Price of a Developmental Edit

Rates rarely come from thin air. Editors price time, risk, and judgment. If you know what drives workload, quotes make sense, and negotiations stay sane.

Manuscript length and complexity

More words, more hours. Add complexity, and hours multiply.

• High word counts stretch reading, mapping, and memo time.
• Dual timelines, large casts, or a heavy research layer require tracking systems, which adds passes.
• Dense ideas need unpacking, with examples and scaffolding planned across chapters.

Two 80,000-word projects rarely cost the same. A linear business book with clear sectioning feels brisk. An 80,000-word memoir with braided timelines, endnotes, and privacy concerns pulls far more time.

Quick lens:

• Word count
• Number of parts and chapters
• Timelines, subplots, or frameworks
• Figures, tables, or sidebars
• Notes, citations, permissions

Draft readiness

Early drafts invite diagnosis before refinement. Missing stakes, a soft thesis, or a muddled TOC means deeper analysis and bigger moves. A near-polished manuscript, with structure already holding, shifts effort toward fine-grain coaching and cohesion checks.

Two examples:

• 65,000 words, strong throughline, a few baggy chapters. Likely one structural pass plus focused margin notes.
• 65,000 words, unclear argument, chapters repeating the same point. Expect a book map, TOC rebuild, and a longer editorial letter with stepwise actions.

In short, clarity up front reduces hours downstream.

Genre and category

Different categories stress different muscles.

• Narrative nonfiction and memoir need scene audits, chronology checks, and a central question that sustains momentum. Memory, research, and legal risk also come into play.
• SFF or other complex worlds require mapping, a lore bible, and consistency checks on rules, tech, geography, and history.
• Prescriptive nonfiction often needs framework design. Steps in the right order, a promise per chapter, exercises, and outcomes linked to the thesis.

Each layer shifts time from reading to modeling. The more modeling, the higher the quote.

Deliverables and depth

Scope drives price as much as word count. Before numbers, define what you want in hand at the end.

Common elements:

• Editorial letter. A diagnostic report, often 5 to 20 pages. Longer letters cost more, because they demand synthesis, examples, and a plan.
• Margin comments. These mark-level notes guide chapter fixes. Dense commenting raises hours.
• Book map or TOC redesign. A visual or tabular map, with purpose lines and outcomes per chapter.
• Calls. One to three calls for alignment and Q&A. Prep and follow-up add time, not only the live hour.
• Number of passes. One full pass, or a second targeted pass on revisions. Each pass is its own block of hours.

Two sample scopes to show spread:

• Manuscript assessment. Editorial letter only, no comments, one short call. Useful for direction setting.
• Full developmental edit. Editorial letter, margin notes, map or templates, plus two calls. Deeper guidance, higher price.

Timeline pressure

Rush work costs more. A tight pub date or media window means evenings and weekends, or another project moved aside. Editors price for that disruption, and for the risk of errors under speed.

If you need a rush, bring a clean packet, a firm decision process, and calendar space for your side of revisions. Efficiency earns you goodwill and keeps premiums modest.

Editor experience

Experience loads value into every hour. A veteran with strong category chops will spot structural faults fast, propose workable fixes, and keep your voice intact. Rates rise with expertise and demand, yet total project cost often falls, because revision cycles shrink.

A junior editor with low rates might read twice to find the same issues, then send broad notes without a path forward. Cheap turns expensive when the project drifts.

What to review:

• Track record in your category
• Sample edit depth
• Testimonials with outcome details
• Clarity of process and boundaries

Hidden drivers worth naming

• Research density. Fact-checking, source logs, and permissions add hours, even during a dev pass.
• Sensitivity and legal risk. Memoir, health, finance, or cultural topics benefit from extra readers. Coordination time affects quotes.
• Tooling. If you need a style sheet, chapter templates, or figure planning early, include those in scope.

A quick pricing story

Two authors send 75,000-word drafts. Similar topics. Similar platforms.

Author A sends a clean packet, with comps, a one-sentence promise, and a TOC that mostly holds. Needs a letter, margin notes, and one call. Timeline, eight weeks.

Author B sends a rough draft, shifting thesis, no comps, and a request for two passes, book map, and three calls. Timeline, four weeks.

The gap between quotes has little to do with fairness. It reflects hours, risk, and responsibility. Editors price what the project demands.

Make your quote request airtight

You control more of the price than you think. Precision up front trims waste and helps editors sharpen numbers.

Before you request proposals, write:

• Word count, rounded to the nearest thousand
• Target audience and use case, who reads, why, and where
• Three to five comps, with one line on your difference
• Clear deliverables, letter length, margin comments, map or templates, number and length of calls, number of passes
• Timeline, start window, draft handoff date, and preferred deadline
• Draft status, early, mid, or near-polished, plus your top three concerns

One page is enough. Send the same packet to each editor. Ask for a lean scope and a full scope. Matching inputs yield quotes you can compare without guesswork.

A good quote reads like a plan. You see scope, outcomes, dates, and cost, with change rules in plain language. If something feels vague, ask for detail before you sign. Clarity is not an upsell. It is the foundation of a fair price, and a smooth edit.

Pricing Models and Typical Ranges

Editors price in a few standard ways. Each model suits a different kind of project and comfort level. Pick the one that gives you clarity on scope, risk, and value.

Per-word rates

Clean, scalable, and easy to compare. You pay for every word read, reviewed, and discussed.

Typical range: 0.02 to 0.08 USD per word. Heavier scope or specialist expertise lands on the higher end.

What to confirm:

• Word count used for billing. Full manuscript only, or front and back matter too.
• Minimum fees for short projects.
• What the per-word price includes. Editorial letter only, or letter plus margin comments and a call.

Why writers like this model:

• Transparent math. 80,000 words at 0.05 equals 4,000 USD.
• Growth pricing. Add 5,000 words, expect a clear increase.

Where risk shows up:

• Loose drafts balloon cost. Tighter prose lowers spend.
• Vague deliverables create mismatched expectations. Lock those down before signing.

Per-project flat fee

One number, agreed after a sample review. Best for defined scopes and manuscripts with stable word counts.

What the flat fee should state:

• Word-count cap, often with a small variance range.
• Deliverables. Letter length, margin note density, calls, and passes.
• Change terms for added words or new deliverables.

Benefits:

• Predictable budget.
• Editor sets time aside based on scope, which supports deeper focus.

Watch-outs:

• A big word-count jump triggers a change order.
• A vague scope invites friction. Ask for a bulleted list of outputs.

Hourly billing

Good for coaching, open-ended brainstorming, or targeted help on a specific knot in the structure.

How to protect your budget:

• Ask for an estimate range and a not-to-exceed cap.
• Confirm billing increments. Quarter-hour or full hour.
• Request brief notes after each session, with hours logged and progress made.

Where hourly shines:

• Live problem solving.
• Ongoing support between bigger passes.

Where hourly struggles:

• Full-manuscript edits, unless everyone agrees on a strong cap and clear milestones.

Page rates

Old-school but still around. Pricing ties to a “standard page.”

Standard practice:

• One page equals 250 words.
• Editors convert your word count into standard pages, then apply the rate.

What to verify:

• The page definition used.
• Whether images, tables, and sidebars count toward pages.
• Deliverables included at the page rate.

Tiered packages

Packages reduce guesswork by bundling deliverables.

Common tiers:

• Manuscript assessment. A diagnostic letter only. No margin comments. One short call for questions. Lowest price, fast turnaround.
• Full developmental edit. Editorial letter, margin comments, a map or revised TOC, one or two calls, and a short follow-up window. Higher price, deeper guidance.
• Coaching hybrid. A lighter assessment plus scheduled calls and worksheets over several weeks.

When comparing packages, look for:

• Letter length ranges. For example, 6 to 12 pages versus 15 to 25.
• Comment density. High-level only versus line-by-line structural notes across each chapter.
• Number and length of calls.
• Inclusion of a second targeted pass after revisions.

Add-ons and modifiers

Scope drivers that move the price needle.

Common modifiers:

• Extra passes. A second or third round after revisions.
• Rush fee for tight timelines.
• Sensitivity or subject-matter consults.
• Image or figure planning, captions, and placement notes.
• Book map creation, chapter templates, or a scene spreadsheet.
• Early outline review before the full handoff.
• Debrief workshop with your team or coauthor.

Ask the editor to list each add-on with a separate price and timeline impact. A clear menu helps you prioritize.

Quick math examples

Per word:

• 80,000 words at 0.04 equals 3,200 USD.
• 80,000 words at 0.06 equals 4,800 USD.

Flat fee:

• A full developmental edit on 70,000 words with a map and two calls might land between 3,500 and 7,000 USD, depending on complexity and experience.
• The same draft as a manuscript assessment might range from 1,200 to 2,500 USD.

Hourly:

• Coaching at 125 USD per hour with a 12-hour cap equals 1,500 USD. Add a second 8-hour block only if needed.

Page rate:

• 90,000 words equals 360 standard pages. At 12 USD per page, total equals 4,320 USD.

Add-ons:

• Second pass priced at 30 to 50 percent of the first pass, if scope stays stable.
• Rush premium often 15 to 30 percent, tied to calendar disruption.

Numbers swing by genre, draft readiness, and editor seniority. The math above gives a ballpark for planning.

Make pricing work for you

Ask for two scopes from each editor:

• Lean scope. Assessment letter, no margin comments, one short call.
• Full scope. Developmental edit with comments, a map or revised TOC, and one or two calls.

Send the same packet to every editor. Include word count, audience, comps, deliverables, and your deadline window. Request a breakdown per deliverable and a timeline for each phase. A clean brief earns tighter quotes and fewer surprises.

One last tip. Anchor the fee to outcomes. “Strengthen midpoint turn” or “rebuild TOC for a clearer promise per chapter.” When both sides agree on outcomes, the pricing model fades into the background, and progress takes center stage.

Scoping Your Project to Get Accurate Quotes

Editors price work they understand. Vague briefs lead to vague numbers. A focused scope gets you tighter quotes, faster schedules, and better results.

Build a clean briefing package

Aim for a short packet, not a data dump. Two to four pages total is plenty.

Include:

• One to two page synopsis. Big beats, not backstory.
• Current table of contents.
• Word count, including front and back matter.
• Audience and goal. Who you want reading, what you want them to know or feel by the end.
• Comps. Two to four recent titles, why they are relevant, and where your book differs.
• Stage of draft. First pass, third pass, or near query-ready.
• Specific questions you want answered.

Example questions:

• Does the midpoint stall?
• Do the dual timelines track without confusion?
• Where does reader motivation slip?
• For prescriptive nonfiction, is the framework clear and repeatable?

Mini exercise, 10 minutes:

• Write one sentence that states the promise to the reader.
• Write one sentence that states what success looks like after revision.

Tape both above your desk. Your editor will thank you.

Show representative pages

Editors quote scope based on what they read, not what they hope to read.

Send:

• First 30 to 50 pages for novels and memoir. Setup, voice, core conflict.
• For prescriptive nonfiction, send the introduction plus one middle chapter that reflects the typical pattern.
• If the book varies by section, include one strong chapter and one trouble spot. Label them.

Ask for a paid sample review or mini edit:

• Two to five pages of margin notes on the sample.
• A short diagnostic note with risks, opportunities, and a suggested scope.
• A price range for both a lean assessment and a full developmental edit.

Free samples exist, but they tend to be light. A paid sample brings real thinking to the table.

Define outcomes, not tasks

Tasks are easy to quote. Outcomes are easy to hit. Set both.

State the reader promise:

• Novel: By chapter three, readers feel aligned with the protagonist’s goal and stakes.
• Memoir: The transformation arc is visible by the midpoint.
• Prescriptive: The method breaks into four steps, each with a checklist and a story.

List structural goals:

• Clarify the central question.
• Raise stakes at the quarter and midpoint.
• Remove redundant scenes or sections.
• Build a clean framework for how-to content.
• Smooth timeline handoffs.

State where you want help:

• Book map or scene spreadsheet.
• Chapter templates for repeatable structure.
• Framework design for prescriptive chapters.

Nail deliverable clarity

Quotes hinge on deliverables. Name what you expect, in plain language.

Confirm:

• Editorial letter length. For example, 8 to 12 pages, or 15 to 25 pages for complex work.
• Margin comments. High-level notes only, or chapter-by-chapter with specific scene or section calls.
• Calls. Number and length. Example, one 60 minute debrief plus one 30 minute follow-up.
• Turnaround time. Start date, delivery date, and buffer days for questions.
• Follow-up window. Email support for two weeks, or a set number of threaded Q&A exchanges.
• File format. Word with tracked changes, Google Docs with suggestions, or PDF comments.
• Tools included. Book map, revised TOC, scene list, or a style sheet for terms and recurring elements.

Phrase it like this:

• Deliver one 12 to 16 page editorial letter with prioritized next steps.
• Insert margin comments across the full manuscript, minimum one substantive note per page.
• Provide a revised TOC that reflects the proposed structure.
• Schedule a 60 minute debrief within seven days of delivery.

Set passes and support

One pass fits diagnosis and direction. A second pass fits verification.

Decide:

• One pass with a detailed plan, then you revise solo.
• Two pass plan. First pass sets structure. You revise. Second pass targets the rebuild of the outline, the new opening, or selected chapters.

Define the second pass scope in advance:

• Up to 20,000 words of revised material, or specific chapters.
• Focus on structure and flow. No sentence-level editing.
• Turnaround within 14 days of submission, calendar permitting.

Ask for the inclusion or a separate price. Put a time limit on the window, for example within 90 days of the first pass delivery.

Make quotes comparable

Give each editor the same packet and the same checklist. Otherwise you are comparing apples to staplers.

Your checklist:

• Word count and genre or category.
• Audience, comps, and goals.
• Outcomes and structural concerns.
• Deliverables requested.
• Timeline window and constraints.
• Whether you seek one pass or two.
• Whether a paid sample review is part of the process.

Request both scopes:

• Lean assessment. Diagnostic letter only, plus one short call.
• Full developmental edit. Letter, margin comments, map or revised TOC, and one or two calls.

Ask for a simple quote format:

• Price per scope.
• What is included, in bullets.
• Start date and delivery date.
• Add-ons with prices. Second pass, rush, sensitivity consult.
• Payment schedule. Deposit, milestones, and final payment.

A one-page RFP you can send today

Copy this into an email or document. Fill in the blanks. Send to three to five editors.

Project title and category:

• Working title:
• Fiction or nonfiction category:
• Word count:

Audience and goal:

• Primary reader:
• Outcome for reader:
• Why this book now:

Comps:

• Title A, year, why it is a comp:
• Title B, year, why it is a comp:

Status:

• Draft stage:
• Known risks or trouble spots:

Outcomes sought:

• Example, clarify midpoint turn, tighten dual timeline, or build a four step framework.

Requested deliverables:

• Editorial letter length range:
• Margin comments scope:
• Book map or revised TOC:
• Calls, number and length:
• Follow-up window:

Scope options requested:

• Lean assessment quote.
• Full developmental edit quote.
• Optional second pass, with scope and price.

Timeline and logistics:

• Ready to start by:
• Ideal delivery by:
• File format:
• Paid sample review requested, yes or no:

Decision criteria:

• Fit with genre or topic.
• Clarity of diagnosis.
• Process and communication.
• Timeline.
• Price.

Tight scope attracts thoughtful editors. It also keeps your budget honest. Do this homework once, then reuse the packet for each conversation. You will spend less time chasing numbers and more time fixing the book.

Budgeting, Payment Terms, and ROI

Editing is only one link in the chain. Plan for the whole book, from structure to layout to launch. A clear budget makes smarter choices and calmer schedules.

Map the full pipeline

Expect four editorial stages, plus production.

• Developmental edit, structure and big-picture guidance.
• Line edit, phrasing, tone, scene rhythm, argument flow.
• Copyedit, grammar, usage, continuity.
• Proofreading, last pass before print or upload.
• Cover design, interior formatting, ebook conversion, and basic marketing assets.

Rough ballparks for an 80,000 word manuscript, scope and experience shift numbers.

• Developmental edit, 3,200 to 6,000 USD.
• Line edit, 2,000 to 5,000 USD.
• Copyedit, 1,200 to 2,400 USD.
• Proofreading, 600 to 1,200 USD.
• Cover and interior, 800 to 3,000 USD.
• Marketing starter kit, description, author site updates, ad-ready copy, 300 to 1,500 USD.

Pick a range, then adjust after sample reviews. One honest spreadsheet beats five fuzzy emails.

Control costs without hurting quality

Trim words before hiring. Fewer words reduce time across every stage.

• Run a hard cut. Aim for ten percent. Start with filler scenes or repetitive sections.
• Use a one-line summary for each scene or subsection. Keep only pages that serve that line.
• Flag research dumps, lore tangents, or duplicate examples.

Fix known problems early.

• Write down three structural risks. For example, slow start, unclear stakes, muddled framework. Solve one before asking for quotes.
• Ask three targeted beta readers for feedback on those risks. Provide a short form. One page, multiple choice plus one open box.

Buy diagnosis before surgery. A manuscript assessment costs less than a full developmental edit and often narrows scope for the next round.

Phase the work

Phasing spreads spend and improves decisions.

• Phase one, structural assessment. A diagnostic letter, risk map, and a proposed outline or framework.
• Pause for a revision sprint. Four to eight weeks focused on global changes.
• Phase two, targeted developmental pass. Margin notes on the rebuild, a revised table of contents or scene map, and a debrief call.

Example: a novelist sends an 85,000 word draft with a slow opening. Assessment flags a late inciting incident and redundant scenes in act two. After cutting 8,000 words and moving the turn earlier, the second pass focuses on momentum and POV balance. Total spend drops because line and copy work face fewer pages and fewer problems.

Know the payment structure

Professional editors use clear terms. Ask for them in writing.

• Deposit, often 30 to 50 percent to hold dates.
• Milestones for long projects, for example half at start, half on delivery, or a three-part plan across phases.
• Invoice dates and payment methods, including transfer fees for international payments.
• Late-fee policy, grace period, and pause rules for overdue balances.
• Reschedule policy for missed author deadlines, including any rebooking fee.

A sample schedule for a two-phase plan, total fee 4,800 USD.

• 40 percent to book, 1,920 USD.
• 30 percent at phase one start, 1,440 USD.
• 30 percent at phase two start, 1,440 USD.

Respect lead times

Experienced freelancers book out in advance. Many hold four to twelve weeks of lead time. Line up your drafting window with the editor’s calendar.

• Ask for a tentative slot while sample pages are under review.
• Confirm a start date only when the manuscript is stable. No new chapters, no last-minute additions.
• Build a buffer for life events and day-job crunches. A two-week cushion saves everyone stress.

Look at return on investment

Structural strength pays for itself.

• Reader retention rises when stakes, pacing, and clarity hit the mark. Higher completion rates drive stronger reviews.
• Agents respond to clean structure and a clear promise to the reader. Fewer passes before submission, more requests.
• Downstream savings add up. Trim 10,000 words before copyedit and a 0.02 USD per-word copyedit drops by 200 USD. Do the same before proofreading and drop another 100 to 200 USD.
• Fewer revision cycles mean fewer months lost. Faster time to launch supports momentum, newsletter growth, and early sales.

An honest edit also prevents sunk-cost loops. A manuscript with shaky bones burns cash in line and copy stages. Fix the frame first, then polish.

Build a smart budget

Set three numbers, low, likely, and high.

• Low, assessment only, plus light fixes from beta readers.
• Likely, assessment plus one targeted developmental pass, then copyedit and proof.
• High, full developmental edit with a second pass, full line edit, copyedit, and proof.

Add a contingency. Ten to fifteen percent covers scope creep, extra calls, or schedule shifts.

A one-page budget template:

• Word count:
• Target launch window:
• Dev edit, low/likely/high:
• Line edit, low/likely/high:
• Copyedit, low/likely/high:
• Proofreading, low/likely/high:
• Cover and interior, low/likely/high:
• Marketing starter kit, low/likely/high:
• Contingency, 10 to 15 percent:
• Total:

Revisit the numbers after each stage. Update scope. Protect runway.

A clear budget buys focus. Fewer surprises. Better work. Stronger books.

Comparing Quotes and Finding the Right Fit

Quotes vary. Some promise speed. Some promise depth. Sort for fit first, price second. Rates matter, but the wrong editor burns months and money.

Match expertise to your book

Look for editors who live where your book lives.

• Genre and category work samples. Ask for two or three titles near your lane. Memoir demands one skill set. Prescriptive business requires another.
• Testimonials that mention outcomes. Stronger structure. Clearer promise to readers. Fewer revision cycles. Not only “great to work with.”
• Editorial philosophy. Ask for a paragraph on approach. Do you see language about stakes, POV control, argument spine, and reader promise. Or mostly grammar and style.
• Problem focus. Share one worry, such as dual timelines or a saggy middle. Ask for a short plan. Watch for concrete steps, not slogans.

Quick email prompt:

• “My 85k SFF draft uses dual POV and a nested timeline. The midpoint drags. What first steps would you take during a dev edit. Any relevant past projects I should review.”

Judge the sample, not the smile

A paid sample or diagnostic shows thinking under pressure. Study the work, not the charm in the call.

• Diagnosis accuracy. Did the editor name the core issue. Example, late inciting incident, unclear goal, framework fights chapter order.
• Clarity of notes. Look for page references, short examples, and a first move. “Cut chapter 2 or move the hook to page 5” beats vague encouragement.
• Respect for voice. Suggestions sound like your book, only sharper. No tonal rewrite into a different author.
• Strategic level. Developmental notes live at structure, causality, argument flow, scene purpose. If margin notes fix commas, scope has drifted.
• Options, not edicts. Strong editors offer two or three viable paths. You keep creative control, with clear tradeoffs.

Mini test. Pick one note from the sample and revise two paragraphs. Read aloud. Does the scene carry more purpose without losing your voice. Strong sign.

Process and communication matter

Good process saves weeks. Ask how the work gets done.

• Milestones. Start date, delivery date for the letter, window for follow-up questions, date for debrief call.
• Tools. Book map, beat sheet, chapter tracker, style sheet for names and timelines.
• Response time. Typical turnaround for emails. Business days, not weekends.
• Debrief call. Duration, agenda, recording or summary notes provided.
• Revision support window. How long after delivery will the editor answer questions at no extra fee.

Request a short timeline with dates. Add these to your calendar. Guard the slots.

Value over price

A higher rate often saves a full revision cycle. Numbers help.

• Editor A quotes 0.06 per word for an 80,000 word novel. Full dev edit with letter, margin notes, and a one-hour call. Total 4,800 USD.
• Editor B quotes 0.04 per word, same word count, margin notes only. Total 3,200 USD.
• After delivery, Editor A’s plan trims 10,000 words and fixes structure, so line and copy work face fewer pages. Editor B misses the core turn, so a second dev round follows at 0.03 per word on 70,000 words, another 2,100 USD, plus delay.

Total outlay:

• Editor A path, 4,800 USD, then line and copy at lower word counts.
• Editor B path, 5,300 USD before line and copy, plus an extra month or two.

Cheaper number on day one, larger bill on day ninety. Strong structure pays off down the line.

Red flags worth heeding

Walk away when you see these.

• Guaranteed bestseller or agent offer.
• No contract.
• “One round solves everything.”
• Developmental and copyediting mixed in one pass.
• Extremely low bid with vague deliverables.
• No experience in your genre or category.
• Refusal to share a process overview or a paid sample option.
• Pushback on deposits or clear invoice dates.

A simple scoring sheet

Give each editor a score from 1 to 5. Use the same packet for all, so the comparison stays fair.

• Fit. Genre experience, testimonials that match your goals, clear philosophy.
• Sample quality. Accurate diagnosis, clear notes, voice preservation.
• Process. Milestones, tools, debrief structure.
• Communication. Response times, clarity, boundaries.
• Timeline. Start date, lead time, buffer for your revision window.
• Price and scope clarity. What the fee includes, word-count cap, support window.

Add the numbers. Highest total wins unless a single category tanks. If one editor scores a 2 on sample quality, remove from the shortlist. No bargain offsets weak thinking.

One more tip. Pay attention to how you feel after reading notes. Energized, with a plan. Or confused and defensive. Trust that reaction. You will spend weeks with those notes.

Choose the strongest partner, not the lowest quote. Better pages. Fewer cycles. Faster launch.

Contracts, Scope Creep, and International Details

Paper saves friendships. A clear contract protects schedule, budget, and book. Get terms in writing before a deposit leaves your account.

What a solid contract covers

Aim for specifics, not vibes.

• Scope. What the editor will and will not do. Developmental only, no line or copy fixes in text.
• Word-count cap. Example, 80,000 words with a variance allowance of ±5 percent.
• Deliverables. Editorial letter length, margin comments, book map or outline redesign, number and length of calls.
• Passes. One pass or two, with purpose for each pass spelled out.
• Schedule. Start date, delivery date, debrief window.
• Client responsibilities. Manuscript version, synopsis, style sheet or key facts, access to research, timely responses.
• Confidentiality. Mutual protection for unpublished work and shared materials.
• Revision support window. Email questions for 14 days, or one follow-up call within 30 days.

Sample clause, ready to tweak:

“Editor supplies a 12–18 page editorial letter, up to 400 margin comments, one 60‑minute call, and email support for 14 days after delivery. Services conclude after the support window unless a new agreement starts.”

Taming scope creep before it bites

Scope creep is sneaky. New chapter here, extra call there, schedule wobble, and suddenly the budget screams. Bake in a simple change-order path.

Define triggers.

• Added words beyond the cap.
• New chapters, sections, figures, or appendices.
• Extra passes or added calls.
• Rush dates or weekend work.
• Major shifts in premise or audience after work begins.

Define the process.

• Editor sends a short change note with revised scope, fee, and timeline.
• You approve in writing before work resumes.
• Invoice reflects the approved change.

Mini formula ideas.

• Extra words billed at the per‑word rate stated in the agreement.
• Added call billed at a clear hourly rate, for example 150 USD per hour.
• Rush inside three weeks of start date adds 15 to 25 percent.
• Postponement inside two weeks triggers a reschedule fee.

A quick story. A memoir grew from 75,000 to 95,000 words after notes. No change order. Bill shock followed, plus hard feelings. Next project, both sides set a ±5 percent buffer and a per‑word rate for overage. Peace restored.

Money without headaches

No one loves money talk. Do it early, in plain language.

• Deposit. Common range, 30 to 50 percent to reserve dates.
• Milestones. Example, 40 percent on delivery of the editorial letter, 10 percent after the debrief call, balance on final support wrap.
• Invoice dates. Net 14 or net 30 makes cash flow predictable.
• Kill fee. Work stops by mutual agreement, editor invoices for work performed plus a fixed kill fee.
• Reschedule policy. One free shift with 30 days’ notice, then a fee for later changes.
• Rush fee. Clear percentage, booked in writing.
• Payment methods. Bank transfer, Wise, PayPal, Stripe. Confirm who pays transfer fees.
• Currency. USD, GBP, EUR, or AUD. Quote in one currency. No surprise conversions at invoicing.

Request sample invoices up front. A sample shows date format, deliverable names, currency, and late-fee terms.

Taxes, forms, and privacy across borders

Cross‑border work adds admin. Ask before signatures fly.

• VAT or GST. For UK or EU editors registered for VAT, invoices often include VAT. For Australia, GST rules apply. Request the registration number on the invoice when tax appears. Ask an accountant about recovery on your side.
• US forms. US clients request a W‑9 from US editors. Non‑US editors often provide a W‑8BEN or W‑8BEN‑E to clarify withholding status. Keep forms on file.
• Legal names and addresses. Contract and invoice need legal info for both sides.
• Data privacy. Agree on tools, storage, and deletion. GDPR applies to personal data for EU residents. Safer path, password‑protected links, two‑factor accounts, no public folders, deletion on request within a set window.

Simple checklist to send:

• Legal name, mailing address, tax ID where relevant.
• Preferred currency and payment platform.
• Tax registration status and numbers, when applicable.
• Privacy needs for sensitive sources or interviews.
• File‑handling plan, backups, and deletion date.

Rights and IP

Ownership should never feel vague.

• Author owns the manuscript, characters, and revisions.
• Editor retains ownership of proprietary tools, templates, checklists, and teaching materials.
• License terms for shared tools, for example, use within this project only.
• Permission for anonymized portfolio use, or a line banning portfolio use until public release. Your call.

Add a confidentiality clause that covers samples and private research. Short, strong, mutual.

Action steps

• Request the contract before booking, then read every line with a pen in hand.
• Annotate questions, propose specific edits, and confirm changes by email.
• Agree on a word‑count variance allowance, for example ±5 percent, plus a clear overage rate and process.
• Save a one‑page summary with scope, dates, deliverables, fees, and contacts. Pin the summary above the desk.

Clear terms protect the work, the relationship, and the timeline. Less drama. Better pages.

Frequently Asked Questions

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