Manuscript Editing

Gary Smailes | 29 December 2025

The Editorial Process Map

Editing moves from large to small. Start wide, finish tight. Follow this order every time:

• Developmental or structural edit
• Line edit
• Copyedit
• Proofreading

Each stage targets a different goal. Skip a step and the whole machine grinds. Reverse the order and money burns without gains.

What each stage does

Developmental edit

• Big picture. Story or argument. Structure, stakes, logic, theme, market aim.
• Questions to expect: Where does tension sag. Which scenes repeat a beat. Does the middle earn the ending.
• Typical fixes: combine scenes, cut subplots, rebuild an arc, reorder chapters.

Line edit

• Sentence-level strength and voice. Flow, clarity, rhythm, image choice, tone.
• Questions to expect: Does this sentence say one thing clearly. Does rhythm vary. Does voice feel consistent with the narrator’s view.
• Typical fixes: trim filler, swap vague verbs for precise movement, break long blocks, tune metaphors to the world of the story, tighten dialogue.

Copyedit

• Correctness and consistency. Grammar, punctuation, usage, facts, spelling per style guide.
• Questions to expect: House style or Chicago. Hyphen or open compound. Numerals or words. Does “towards” match earlier choices. Dates, ranks, and titles consistent.
• Typical fixes: standardize dashes and quotes, flag timeline slips, fix subject–verb agreement, maintain a style sheet.

Proofreading

• Final polish on designed pages. Typos and layout flaws after typesetting.
• Targets: widows and orphans, bad line breaks, missing italics, wrong headers, stray spaces, broken hyphenation, misnumbered pages.
• No heavy rewrites here. Shift a line break, not a chapter.

Do not mix stages

A messy plot sent to a line editor leads to rewrites after money goes to sentence polish. A proofreader faced with broken structure provides a list of typos while big problems remain. Keep the order. Development tells you what to write. Line brings clarity and music. Copyedit locks rules. Proofreading protects the final page.

I once received a lyrical draft with scene logic in shreds. The writer booked a line edit. We stopped after twenty pages. Every lovely sentence would shift once scenes found shape. We rolled back to a structural round. The next pass sang.

A one-page editing brief

Set the guide before work begins. A brief aligns writer and editor, saves rounds, and keeps choices sharp. Keep to one page.

Include:

• Project title and genre
• Word count and stage of draft
• Comps, two or three recent books or shows with similar audience
• Target reader, age, interests, sensitivity concerns
• Goals, what readers should feel or know after the last page
• Non‑negotiables, content, voice, or facts that must remain
• Concerns, top three problem areas to address
• Constraints, timeline, budget, deadlines tied to agents or launch

Sample, fiction

• Title: The Salt Road
• Genre: Upmarket fantasy thriller
• Word count: 98,000, second full draft
• Comps: The City of Brass, The Night Circus
• Target reader: 18–40, loves lush settings and moral puzzles, low tolerance for heavy jargon
• Goals: Fast pace with wonder, a protagonist who earns redemption, clear rules for salt‑based magic with visible cost
• Non‑negotiables: North African inspired setting, queer romance subplot stays on page
• Concerns: Sagging middle, unclear antagonist motive, magic rules feel foggy
• Constraints: Agent submission window in September

Sample, nonfiction

• Title: Working Lunch
• Category: Small‑business guide
• Word count: 65,000, outline‑driven draft
• Comps: Profit First, Atomic Habits
• Target reader: Solo owners, retail and food service, limited time, skims on phone
• Goals: Practical steps per chapter, friendly tone, examples from real shops
• Non‑negotiables: No shaming debt, plain language, metric and imperial examples
• Concerns: Repetition, thin case studies, chapter order feels off
• Constraints: Conference launch in March

Print this page. Share before a contract. Revisit before each round.

How the map looks in practice

• Developmental round, 2 to 6 weeks. Receive an editorial letter and margin notes. Build a revision plan with milestones.
• Author revision, 2 to 8 weeks. Restructure, cut, add, rebuild arcs. Freeze the manuscript for the next stage.
• Line edit, 2 to 4 weeks. Review Track Changes. Accept or reject with intent. Keep a voice guide by your desk.
• Author revision, 1 to 3 weeks. Clean up, keep voice steady. Update the style sheet for terms and choices.
• Copyedit, 1 to 3 weeks. Respond to queries. Approve the style sheet.
• Typesetting, then proof, 1 to 2 weeks. Read on paper or on a tablet. Mark typos and layout flaws only.

Quick test to keep order

Ask one question before booking a stage.

• Does the story or argument wobble. Choose developmental.
• Does prose feel muddy or uneven. Choose line.
• Does grammar or consistency need a pass. Choose copyedit.
• Are pages designed and near‑final. Choose proof.

Follow the map and the book reads cleaner, stronger, and more confident. Readers feel the difference, even if they never think about stages. You do the thinking now, so they can lose themselves later.

A Self-Editing Roadmap (Before You Hire)

Before hiring an editor, run a full self-edit. Four passes, large to small. Structure first. Sentences last. You save money, reduce churn, and enter feedback with purpose.

Macro pass

Start with the bones. Forget pretty lines for a moment. Ask blunt, high-level questions.

For novels

• Premise and promise. In one sentence, what happens, to whom, and why readers should care.
• Arcs. Protagonist wants X, faces Y, changes in Z. Track change across opening, midpoint, climax.
• Point of view. One controlling lens per scene. No mind hopping. No secret knowledge leaking where it does not belong.
• Pacing. Where tension dips, prune or combine. Where tension explodes, leave space for consequence.
• Theme. One throughline threaded across choices, not speeches.

For nonfiction

• Core argument. One claim, clear stakes, clear payoff.
• Structure. Chapters build in logical steps. Sections inside each chapter follow a repeatable pattern.
• Evidence. Examples and data arrive where readers need proof. Sources hold up.
• Author stance. Credible, specific, consistent.

Quick exercise

• Write flap copy, 120 words, present tense. No subplots, no side quests. Read aloud. If breath runs out, premise bloats.
• Build a beat list on sticky notes. One card per turning point. Shuffle until cause leads to effect without leaps.

Red flags

• Sagging middle with travel, research, or rumination.
• Climactic scene solves a problem raised nowhere before.
• POV shifts without chapter or scene break.
• Argument depends on one study or one anecdote.

Scene or section pass

Now zoom in one level. Work scene by scene, or section by section for nonfiction.

Use a simple card per unit

• Goal. What the viewpoint character wants, or what the section promises to deliver.
• Conflict or friction. Who or what blocks progress.
• Stakes. What worsens if progress fails.
• Change. What ends different from the opening beat.
• Setting detail. One anchor per scene, concrete and fresh. Sound of freezer fans in a diner. Garnet dust on a miner’s cuffs.

Cause to effect

• Draw arrows between scenes. A choice in scene five prompts fallout in scene six. No magic fixes, no vanishing consequences.
• Track props and facts. If a door locks in chapter two, a later lockpick needs setup earlier.

Tighten entry and exit

• Enter as late as possible. Leave on movement or surprise.
• Replace weather opens and commute exits with action or decision.

Mini test

• Pick any three scenes out of order. Describe purpose in one line each. If two lines match, combine or cut.

Language pass

Now attention shifts to sentences. Voice survives. Clarity rises.

Tackle common bloat

• Intensifiers and hedges. Trim words like “just” and “really.” If force drops, replace weak verbs, not volume knobs.
• Progressive forms. Swap “was running” for “ran,” unless ongoing motion matters.
• Filters. Replace “I saw, I heard, I felt, I realized, seemed” with direct stimulus. “I heard sirens” becomes “Sirens wailed.”
• Redundancy. “Nodded yes,” “shrugged shoulders,” “stood up.” Choose one action.

Vary rhythm

• Mix short and long. One punchy line. Then a layered one with a hinge. Then back to lean.
• Break long paragraphs. One idea per block, white space helps pacing.

Precision beats sparkle

• Trade vague nouns and adverbs for concrete nouns and strong verbs. “Made a decision quickly” shifts to “chose.”
• Keep metaphors few and aligned with setting. A sailor thinks in knots, not skyscrapers.

Before and after

• Before: “She was starting to feel like she was walking slowly through glue.”
• After: “She trudged.”
• Before: “I realized I was angry.”
• After: “Heat climbed my neck.”

Read for music

• Print a page. Mark any stumble, any line with two prepositional phrases back to back, any spot where tongue trips. Revise for flow.

Continuity pass

Create a small bible for your world. Your future self will thank you during revisions.

Track

• Names and spellings. Nicknames, honorifics, diacritics.
• Ages, birthdays, ranks, jobs, allergies.
• Locations. Street names, compass directions, drive times.
• Timeline. Calendar dates, seasons, school terms, lunar phases if relevant.
• World rules. Magic limits, tech constraints, legal procedure, science boundaries.
• Terminology. Hyphenation, capitalization, preferred spellings, foreign words with diacritics, slang.

Build simple tools

• Spreadsheet with tabs for characters, settings, timeline, terms.
• A monthly calendar for events. Mark key beats. Count days between chapters.
• A glossary at the end of the manuscript. Editors love a clean list.

Continuity checks

• Wardrobe across a day. Bloodstain appears, later scene reflects cleanup.
• Injuries and fatigue carry forward. A sprained ankle limps beyond one chapter.
• Repeated descriptions. If eyes flash green in chapter one, avoid blue later.

Three fast actions

Reverse outline

• Summarize each scene or section in one sentence. Add purpose, word count, and problems. Label with color. Green for strong. Yellow for wobbly. Red for cut or rebuild.
• Sort summaries into a new document. Read as a story on rails. Gaps leap out.

Read aloud or use text-to-speech

• Read to a wall, or let software read to you. Mark any stall, confusion, or tone break. Dialogue that sings on screen often sours in air. Trust your ear.

“Find” sweep

• Run searches for common junk and patterns. Examples: “just,” “really,” “suddenly,” “very,” “was,” “were,” “felt,” “seemed,” “that,” “there is,” “there are.” Also search for “was” followed by a verb ending with “ing.”
• Check echo words. Pick any noun or verb that repeats on a page. Swap or delete.
• Run a pass for double spaces, stray tabs, and inconsistent quotes.

A short story from the trenches

A novelist sent a lyrical draft and asked for a line edit. Before signing, I suggested this roadmap. One week later, a revised structure arrived, 8,000 words lighter, middle reworked, POV clean. Line work then took half the time and the voice stayed intact. Readers feel that difference.

Run these passes, then hire. An editor steps in as partner, not firefighter. Strong prep turns feedback into momentum, not whiplash.

Types of Professional Editing and Deliverables

Editing comes in layers. Each stage has one job, one toolkit, and clear deliverables. Pick the right level, and work moves faster. Pick the wrong level, and money goes to waste.

Developmental editing

Focus: big-picture work for story or argument. Plot, structure, pacing, character, theme, and market fit.

What you receive

• An editorial letter, often 8 to 20 pages. It diagnoses core issues, ranks priorities, and outlines a revision plan.
• Margin comments in the manuscript. Notes flag scene purpose, turning points, POV breaches, stakes, and logic gaps.
• A quick call, if agreed, to clarify goals and next steps.

How it reads

• “Chapter three repeats chapter one. Combine and push the reveal forward.”
• “POV slips on page 112. Head-hopping breaks tension.”
• “Theme points toward forgiveness, yet the final choice punishes. Align climax with promise.”

Use when

• Story wobble, soft middle, unclear argument, or muddled sequence of ideas.

Deliverable tip

• Ask for a sample editorial note on your first chapter. You will see how the editor thinks.

Line editing

Focus: sentence-level work. Flow, tone, imagery, clarity, and consistency of voice. Not grammar rules first. Meaning and music first.

What you receive

• A Word file with Track Changes and in-line comments.
• Suggestions for cuts, reordering within paragraphs, and stronger word choices.
• Notes on repetition, cliché, mixed metaphors, and rhythm.

Before and after

• Before: “He began to start walking slowly across the room.”
• After: “He crossed the room.”
• Before: “There was a sudden loud noise that surprised her.”
• After: “A bang shook her.”

Typical comments

• “Three sentences open with ‘I.’ Vary entry points.”
• “Two metaphors in one line. Pick one.”
• “Trim throat-clearing. Land on the verb.”

Use when

• Prose lacks snap, tone drifts, or scenes feel wordy even after big-picture work.

Copyediting

Focus: correctness and consistency. Grammar, punctuation, usage, spelling, hyphenation, capitalization, numbers, and factual checks. Adheres to a style guide and dictionary, often Chicago Manual of Style and Merriam-Webster.

What you receive

• A tracked Word file with clean fixes and queries in comments.
• A style sheet. This is the backbone for consistency.

Inside a style sheet

• Spelling choices, such as email, backyard, nonfiction.
• Hyphenation choices, such as decision making vs decision-making.
• Number rules, time and date formats, units, and currency.
• Names, titles, and terms. Characters, places, teams, ships, spells, species.
• Notes on voice and special punctuation habits.

Sample queries

• “Do you mean 1947, not 1974, given the earlier timeline?”
• “Confirm spelling of ‘Aïda.’ Accent appears here only.”
• “Chapter 9 calls the cafe ‘Rose’s,’ earlier ‘Roses.’ Which stands?”

Use when

• Structure holds, sentences read well, and you need precise, consistent pages.

Proofreading

Focus: final polish on designed pages. This stage hunts for typos, punctuation slips, layout errors, and wonky breaks. Proofreading belongs after typesetting, not before.

What you receive

• A marked PDF with comments, or a marked print galley.
• A list of global fixes for recurring issues.

Targets

• Widows and orphans. Single words stranded at the top or bottom of a page.
• Bad hyphenation or line breaks.
• Missing italics or bold.
• Wrong headers or footers, wrong folios, TOC mismatches, caption errors.
• Extra spaces, swapped quotation marks, and ellipses inconsistencies.

Use when

• Pages match final design. You want readers focused on story, not snags.

Manuscript critique or assessment

Focus: a diagnostic overview at lower cost. No in-line edits, no Track Changes. High-level notes to guide revision.

What you receive

• A report, often 3 to 10 pages. It lists strengths, core problems, and a ranked plan to address them.
• Optional call for Q&A.

Good for

• Early-stage drafts. You want direction before a full edit.
• Budget planning. You need to know which stage to book next.

How to test fit: request a sample edit

A sample saves time and money. Ask for 1 to 5 pages, preferably a tricky scene or dense section. Include your goals and any non-negotiables.

What to look for

• Level. Are edits too light or too heavy for your needs.
• Tone. Do comments respect your voice and audience.
• Clarity. Do notes explain the why, not only the what.
• Alignment. Does feedback serve your goals from the brief.

Questions to ask after a sample

• Did I learn something I can apply across pages.
• Did the editor flag issues I missed.
• Do I feel ready to tackle revisions with this partner.

One last calibration

• Developmental reshapes the book.
• Line raises the prose.
• Copyedit ensures correctness and consistency.
• Proofread guards the final surface.

Pick the stage that matches the problem in front of you, then expect the deliverables listed here. You will step into production with confidence, and readers will feel the difference.

Collaborating With an Editor

You are hiring judgment, not magic. A good editor meets your work where it stands, names the gap, and shows you a path forward. Your job is to pick the right partner and run a clean process. Here is how to do both.

Vet the editor

Look for fit before price.

• Genre experience. Ask for titles in your lane and what role they played on each.
• Portfolio. Request before and after pages, or public credits if NDAs apply.
• Testimonials. Read for specifics, not fluff.
• Memberships. EFA, CIEP, ACES signal standards and a peer network.
• Process. Ask how they approach your stage, how they deliver, and how they handle disagreements.

Five questions that reveal a lot

• What problems do you see in these five sample pages.
• How would you structure the edit and why.
• What deliverables will I receive, by when.
• How do you protect the author’s voice.
• What does success look like for this project.

Red flags

• Promises of a fast turnaround with no review of pages.
• One-size-fits-all packages.
• Vague deliverables or no style sheet at copyedit.
• A sample edit that rewrites in their voice.

Scope the project

Put all the facts in one place. A clear scope prevents scope creep and hurt feelings.

• Word count. Include front and back matter.
• Service level. Developmental, line, copyedit, proofread, or a critique.
• Rounds. How many passes per stage.
• Timeline. Start date, delivery dates, and author revision windows.
• Budget. Flat fee or per word. What is included.
• Payment schedule. Deposit, milestones, final payment.
• Revision limits. How many follow-up questions or pages are included.
• Kill or cancellation terms. What happens if either party stops.

A good proposal will mirror the above and reference your brief. If something feels fuzzy, get it in writing.

Set the workflow

Agree on tools and file hygiene before anyone touches your prose.

• Platform. Word with Track Changes, or Google Docs with Suggesting mode.
• File naming. Adopt a versioned convention. For example, Rivera_NightWatch_v03_2025-03-15.docx.
• Backups. Decide who stores what. Use cloud plus local.
• Style sheet. Decide where it lives and who owns updates. This should include spelling choices, hyphenation, numbers, dialogue style, and special terms.
• Communication. Email for routine, calls for knotty questions. Set response time norms.

Tip: keep a queries log. A simple sheet with columns for page, issue, editor note, your decision.

Run a feedback plan

An editorial letter can feel like a cold shower. Use a plan and you will warm up fast.

1. Read the letter once. No line edits yet.
2. Take a day. Let your brain sort.
3. Read again and mark items by impact and effort.

Make four piles

• High impact, low effort. Cut filler scenes, collapse two minor characters, fix a timeline tick.
• High impact, high effort. New midpoint, reframe the thesis chapter, rebuild the climax.
• Low impact, low effort. Typos in headings, misnamed streets.
• Low impact, high effort. Pet lines that add nothing, a running joke that confuses.

Draft a revision plan with milestones

• Week 1 to 2. Fix structure and order.
• Week 3. Smooth transitions and rescore beats.
• Week 4. Language pass and new pages to editor for a gut check.
• Week 5. Freeze for line edit.

Share this plan with your editor. Ask for a brief check-in after the big moves.

Use complementary readers

Beta readers and sensitivity readers reduce risk and sharpen focus.

When to use betas

• After a developmental pass, once big moves land.
• Give 5 to 8 targeted questions. For example, where did you skim, where did tension sag, who felt thin, what surprised you, what felt false.

When to use sensitivity readers

• When you write outside your lived experience, or cover identity, trauma, language, or culture. Book them as soon as the structure holds.
• Provide context. Your intent, audience, non-negotiables. Ask for impact, not line rewrites.
• Fold notes into your next pass, then flag remaining questions for the editor.

Hold a kickoff call

Thirty minutes will save weeks.

• Goals. What outcome are you after. Agent read. Self-pub launch. Series setup.
• Audience and comps. Who do you want to reach. Which books sit near yours and why.
• Voice and tone. What to protect. What to shift.
• Non-negotiables. Lines you will not cross, terms you will use, scenes you will keep.
• Deliverables and dates. Confirm files, format, milestones, and who sends what when.
• Risks. Known holes, research gaps, or sensitive areas.
• Check-ins. Midpoint touch base for each round. Buffer between rounds for deep revision.

Follow with an email recap. Bullet points. No attachments yet. Keep the thread clean.

Work like a pro during the edit

• Accept or reject changes daily. Do not let markup pile up.
• Reply to queries inside comments. Keep one thread per question.
• Track decisions in the style sheet. Future you will thank present you.
• Ask for a ten-page spot check if you make a major change late in the process.
• Freeze the manuscript before each new stage. No sneaky new scenes once line edit starts.

Sample message to start strong

Subject: Project scope and kickoff confirmation

Hi [Editor Name],

Great to meet you. Here is the summary for [Title].

• Word count: 83,000, adult fantasy, book one of a duology.
• Service: Developmental edit, one round, editorial letter plus margin notes.
• Dates: Start 3 May. Editor delivery 24 May. My revision window 25 May to 30 June.
• Budget and payment: $X total, 30 percent deposit on booking, remainder on delivery.
• Tools: Word with Track Changes. Shared style sheet in Google Drive.
• Goals: Sharper midpoint, faster first act, protect dry wit in narration.
• Non-negotiables: Keep dual POV. Keep glossary terms as spelled in the bible.

Please confirm the above and send the invoice and contract. I will share the manuscript and brief on booking.

Thanks,

[Your Name]

You do not need a big team. You need clarity, cadence, and a partner who respects your voice. Choose well, set the lanes, and the work gets lighter. The pages will show it.

Tools, Style Sheets, and Quality Assurance

Tools save time. A style sheet saves sanity. Quality checks protect the reader. Set all three up before pages leave your desk.

Core tools for clean pages

Use tools in a sensible order.

• Word with Track Changes. Turn on markup, comments, and balloons. Set preferences so deletions and insertions show clearly. Use Compare to spot sneaky edits between versions. Use Find and Replace for double spaces, spaced dashes, smart quotes, and stray tabs. Save versions with clear names.
• Scrivener for drafting and compile. Draft, outline, and reshuffle with index cards. Compile to .docx for editing. Standard output works well, double-spaced, 12 pt, readable serif, one-inch margins.
• PerfectIt or ProWritingAid for pre-copyedit sweeps. Run after your revision round, before a copyeditor sees pages. Focus on consistency, not voice. Hyphenation, capitalization, acronym definition, list punctuation, and styling of numbers. Review each suggestion. Blind acceptance wrecks tone.

A quick setup that pays off

• Dedicated project folder with subfolders for Draft, Edits, Proof.
• Version names with author, title, stage, version, and date. For example, Chen_RedMaple_Line_v02_2025-04-10.docx.
• A master queries log for open questions and decisions.

Build a style backbone

Pick references. Chicago Manual of Style for rules. Merriam-Webster for spelling. Note exceptions up front.

Create a living style sheet. One document shared with your editor.

Include

• Spelling choices. Email not e-mail. OK not Okay. Healthcare or health care, pick one.
• Hyphenation. Decision tree, for example, coauthor, well known before a noun, log in as a verb, login as a noun.
• Capitalization. Government titles, department names, academic subjects, brand names.
• Numbers. Numerals vs words, ranges, dates, times, decades, units of measure.
• Punctuation quirks. Serial comma, ellipses style, spacing around an em dash, quotes inside quotes.
• Dialogue and narration. Thought styling, dialect choices, swear words, italics policy.
• Terms and abbreviations. First mention spelled out, later mentions abbreviated, plural forms.
• Characters. Names, nicknames, pronouns, ages, physical markers, voice notes.
• Places and objects. Streets, ships, spells, products, scientific terms, foreign words.

How to start in ten minutes

• Open chapter one. List every decision that repeats.
• Add three lines from your world or topic that trigger questions.
• Share the file link with your editor. From now on, log every choice in that file.

Consistency checks that spare you rework

Timelines

• Build a scene-by-scene calendar. Date, weekday, time of day.
• Mark travel time, recovery time, moon phases if relevant.
• Run a fast audit. Any thirteen-month pregnancies, overnight miracles, or back-to-back all-nighters.

Names and labels

• Lock exact spellings, accents, and capitalization for names and places.
• Standardize terms. Email subject line or Subject line, choose once.
• Keep a sheet for recurring descriptions. Eye color, scar side, car model.

Formatting

• Titles in italics, article titles in quotes.
• Units and symbols. km vs kilometers, percent vs %.
• Citation style. Footnotes, endnotes, parenthetical references.

Search tricks

• Find double spaces, space before punctuation, tabs, and line breaks in odd places.
• Find spaced hyphens used as dashes. Replace with a true em dash if your style calls for one.
• Find repeated words, back-to-back echoes, and “suddenly” clusters.

Mini-exercise

• Pick one chapter. Build a three-column table. Issue, decision, example. Fill ten lines. You now have the start of a house style.

Readability passes that keep readers turning pages

Sticky sentences trip tongues during read-aloud. Overlong paragraphs smother pace. Jargon pushes readers away.

Quick fixes

• Read aloud, or use text-to-speech. Mark any stumble.
• Split any sentence running past two lines unless rhythm demands length.
• Swap abstract nouns for concrete actions.
• Cut hedges and intensifiers.
• Vary openings. Alternate subject-verb starts with prepositional or verbal openings.
• Track cadence. Mix short and long beats.

Before-and-after test

• Original: The committee met in order to ensure progress regarding the ongoing initiative, which remained under consideration.
• Revision: The committee met to review progress on the initiative under consideration.

Final QC on designed pages

Proof on multiple surfaces. Errors hide until layout locks them in place.

What to check on printouts

• Widows and orphans. Single lines stranded at top or bottom of pages.
• Bad breaks. Hyphenations that create confusion.
• Ladders, rivers, and tight tracking. Uneven spacing that pulls focus.
• Running heads and folios. Correct book title, author name, chapter titles, page numbers.

What to check on screens

• Phone view for hyphen stacks, line wraps around em dashes, and awful rag.
• E-reader for scene break glyphs, ligatures, and image placement.
• Links, references, and cross-references.

Final pass

• Spot-check first pages of each chapter.
• Scan table of contents against headings.
• Verify captions, callouts, and figure numbers.

Two checklists before every handoff

Pre-copyedit checklist

• Reverse outline updated and aligned with current draft.
• Style sheet up to date, shared link verified.
• Names, places, and timeline audited.
• Consistency sweep with PerfectIt or ProWritingAid complete.
• Readability pass done, aloud test flagged and fixed.
• Permissions and attributions gathered for quotes, lyrics, images.
• References formatted to chosen style.

Pre-proof checklist

• Copyedit queries resolved, style sheet revised with final decisions.
• Typeset PDF reviewed on paper, tablet, and phone.
• Layout issues flagged with page numbers and screenshots.
• Table of contents, front matter, and back matter checked.
• Page numbers, running heads, and section breaks correct.
• Final spelling scan for names, terms, and headers.
• Corrections marked clearly using the proofing method your designer requests.

Tools are helpers. A style sheet is your memory. Quality assurance is respect for readers. Build the system once, then follow it every round.

Scheduling and Budgeting Your Editorial Process

Deadlines focus the mind. Money shapes choices. Get both on paper before you email a single file.

Build a realistic timeline

Editing runs in sequence. Treat each block as fixed, then add buffers.

• Developmental edit: 2 to 6 weeks
• Author revision: 2 to 8 weeks
• Line edit: 2 to 4 weeks
• Copyedit: 1 to 3 weeks
• Typesetting: 1 week
• Proofreading: 1 to 2 weeks

Two rules save stress

• Book editors early. Good ones fill calendars months ahead.
• Insert recovery time between stages. Brains need cooling, and files need organizing.

A quick example, working backward from a target upload of October 1

• Proofreading: September 15 to 26
• Typeset files ready: September 8
• Copyedit: August 19 to September 6
• Author revision from line edit: August 5 to 16
• Line edit: July 15 to August 2
• Author revision from dev edit: June 10 to July 12
• Developmental edit: May 20 to June 7
• Manuscript freeze for dev: May 17

Manuscript freeze means no new scenes, no new research tangents, no new chapters. Fix typos, sure. Leave surgery for the next round.

Budget the work

Editors quote per word, per hour, or per project. Ask for a clear scope, a cap on hours, and a list of deliverables. Expect a deposit and staged payments.

Typical per-word ranges in USD

• Developmental edit: 0.03 to 0.08
• Line edit: 0.02 to 0.05
• Copyedit: 0.02 to 0.04
• Proofreading: 0.01 to 0.02

Sample math for an 80,000-word novel

• Developmental at 0.04: 3,200
• Line at 0.025: 2,000
• Copyedit at 0.02: 1,600
• Proof at 0.01: 800

Total editorial: 7,600

Hourly quotes need boundaries. Agree on an estimate in hours, a not-to-exceed number, and when the meter stops. Project quotes need a list of what is included, how many passes, and how many author queries.

Expect extras if you add new chapters midstream, switch style choices after a copyedit, or request a rush. Put kill fees, revision limits, and schedule shifts in the contract.

Prioritize spend

Story wobbles. Spend on developmental. Prose blurs. Spend on line editing. Even with a small budget, fund copyedit and proof. Readers forgive a plain sentence. Readers trip on errors.

Two quick tests

• If critique partners keep asking why a character makes a choice, start with developmental.
• If beta readers love the plot but mark awkward lines on every page, start with line editing.

Milestones to anchor the schedule

• Manuscript freeze. Handoff for dev, line, or copyedit.
• Edit round. Your editor works to the agreed spec.
• Author revision. You address notes, update the style sheet, and freeze again.
• Acceptance. Round complete, invoice sent.
• Production lock. Typesetter works from clean files.
• Proof pass. Only clear errors at this stage, no rewrites.

Align with key dates. Agent submissions, preorder windows, printer slots, launch plans. Build backward from the most immovable date.

Mini-exercise

• Open your calendar. Place six blocks in order with buffers.
• Add three hard dates you care about.
• Share the plan with any editor you approach.

Get three quotes the smart way

Send the same brief to each editor

• Word count, genre, and audience.
• Your goals for the round.
• Non-negotiables. For example, no Americanization of UK spelling.
• A style sheet, even if rough.
• Sample pages, 1 to 5 pages from the messy middle.

Ask the same questions

• Timeline, including when work starts.
• Deliverables. Letter, tracked changes, style sheet, calls.
• Rounds included and limits on queries.
• Payment schedule and policies for delays or scope changes.
• Tools. Word with Track Changes, Google Docs, or both.

How to choose

• Fit on the page. Do suggested edits respect your voice.
• Clarity. Proposal reads like a plan, not a wish.
• Schedule. Start date and finish date line up with your calendar.
• Price. Within budget, with a clear scope.

Map a simple Gantt-style calendar

You do not need software. A spreadsheet works.

• Column A: task name.
• Column B: owner, editor or author.
• Column C: start date.
• Column D: end date.
• Column E: status.

List every block, plus buffers

• Dev edit, buffer, author revision, buffer, line edit, buffer, copyedit, buffer, typeset, proof.
• Add a row for manuscript freeze before each handoff.
• Add a row for invoice dates.

Color author work vs editor work. You will see where you overcommit. Protect weekends if you want rest. Protect holidays.

One hard rule

• Do not book designers or publicists until the copyedit is on the calendar. Production slips when upstream files slip.

Keep the money side tidy

• Set aside 20 percent as a contingency for extra rounds or date shifts.
• Pay deposits on time to hold slots.
• Keep an invoice tracker with due dates and paid dates.
• Save a line for permissions, image licenses, and ISBNs if you plan to publish yourself.

A final checklist before you sign

• Scope matches your needs for this draft.
• Dates work for both sides, with buffers.
• Payment plan works for your cash flow.
• Terms for delays, cancellations, and extra work are explicit.

Plan once, then work the plan. Your future self will thank you when the draft moves like a train on schedule and the budget stays inside the rails.

Frequently Asked Questions

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