From Draft to DONE: Points to Consider When Hiring an Editor

Have you ever stared at your computer screen, wondering how to improve your paper’s chances of acceptance and publication? When I was a professor, I spent many hours considering this question because I didn’t even know that copy editors existed until I published my book!

Since you’re reading this, you’re clearly aware that editors exist, but you might be wondering: What, exactly, do you editors do here?

This guide will walk you through the process of working with an editor, from initial contact to receiving your final, polished document. Of course, each editor is different, and I can mainly speak to my procedures and policies, but I also include some points to watch out for (red flags!) to help you ensure that you’re working with a reputable professional and not a scammer or amateur.

Step 1:  Establishing Your Needs

The first step in hiring an editor involves a conversation about your project.  Here are some key questions an editor should ask to understand your needs:

• What type of document do you have? Is it a journal article, book proposal, job market letter, or something else?
• What is the word count? While some editors still bill using an hourly rate, editing fees are increasingly based on a per-word rate. I like to use this system because it creates transparency in pricing: you know what you’re going to pay before we even get started. The word count also determines how long it will take to edit your file.
• What is your deadline? Knowing this helps the editor determine their availability and turnaround time.
• What kind of editing do you need? Do you require developmental editing (focusing on overall structure and organization) or copy editing (addressing grammar, spelling, formatting, clarify, and flow)? Would you like the editor to revise only the main text, the references list, and/or apply a particular formatting style to the entire document? All of this affects pricing and timing.

Red flag:

An editor who doesn’t ask detailed questions like this or who minimizes the importance of any of these elements likely has not worked with many clients. Experience teaches us that it’s very important to understand the details of a client’s needs in order to revise the text exactly as they like!

Some other aspects to consider are: Does the editor have a professional-looking website and/or social media presence? Do they describe their experience and areas of expertise? If you Google them, are their experience and background visible on other websites (e.g., their own academic publications or university webpages)?

Step 2:  Getting a Quote and Reserving Your Spot

Once the editor understands your project, they will provide a quote.  This quote will typically include:

• The per-word rate (which may vary depending on document type and complexity), or the hourly rate, if that’s what they use.
• The total estimated cost (based on your anticipated word count or the editor’s assessment of how long the project will take with an hourly rate).
• The turnaround time (especially important for projects with deadlines).

Red flag: 

A professional editor should also present you with a contract of some kind that outlines their policies and the rate you’ve agreed on. I send my clients a Letter of Agreement that includes this information and what is expected in the Client–Editor relationship. I also ask clients to sign this in order to reserve their spot; I use this in lieu of a deposit, but it is common for editors to ask for a deposit, up to 50% of the project cost, especially if the deadline is short.

Step 3:  The Editing Process

After you approve the quote and sign the contract, the editing process begins:

• The editor receives your file: If they charge a per-word rate, they should ask you to confirm the word count and final cost via email.
• Editing commences: The editor works on your document, addressing the type of editing you requested. Be sure that you’ve sent the latest version of your file for editing before the editor begins work!
• Communication is key: The editor may ask you questions throughout the process to ensure clarity. It helps if you’re available and can respond quickly, especially if we’re working on a tight deadline. However, it’s also common for you to not receive any communication from the editor if they don’t have any questions. If the project is large (e.g., a book) and you’d like to receive regular updates, just ask! A professional should have no problem accommodating this.

Red flag:

If the editor does not confirm receipt of the file or is unwilling to communicate with you according to your preferences, that’s a problem. Editing is a service-based business. Any professional should be willing to work with you and make you feel comfortable throughout the editing project (within reason, of course).

Step 4:  Payment and Delivery

Professional editors accept a variety of forms of payment: from PayPal and Venmo, to credit cards and international bank transfers, and even institutional payments. Many scholars pay a lot of money for our services, so an editor should definitely make you feel comfortable when it comes to payment options. If anything feels “off” to you, trust your gut. You really shouldn’t hire someone unless you trust them.

Red flag:

If an editor will only accept one form of payment and isn’t willing to find an option that makes payment easy for you, that could be a problem or a sign that they’re new at this.

There’s also a lot of variation in terms of delivery. Some editors will send the completed file and then ask you to submit payment (many of these have already charged you a deposit). Others will not send you anything until they receive your full payment. I fall somewhere in between.

When the editing is complete, I send my clients a PDF sample of the first few pages of the document. The sample shows the revisions and tracked changes so you have an idea of the work that’s been done. Once you’ve reviewed the sample and submitted payment, I send the complete edited documents.

In terms of the deliverables, it’s common for editors to send you the finished product in two formats: a “tracked” file and a “clean” file. The tracked version includes all edits and comments from the editor. In the “clean” file, all tracked changes have been accepted, but the comments remain for your review. I provide the clean version for those who find tracked changes overwhelming and prefer to look at the revised text. However, if you prefer that I mark revisions using another system (e.g., red text or strikethroughs) instead of tracked changes, I’m happy to accommodate that!

Red flag:

If the file(s) you receive are not what you were expecting, or if you feel the work that’s been done is sub-par, contact the editor immediately. They should be willing to work with you to make things right. Often, the problem is just miscommunication. Professional editors tend to get a lot of business through referrals and repeat clients, so we want to make sure you’re satisfied with our work!

Step 5:  Follow-Up

The editor is typically available for a limited time after delivery to answer any questions or address minor changes. Please note that, unless your contract or prior communications with the editor specified that multiple rounds of edits are included in your package, then you should expect the editor to make only one set of revisions. If the editor has missed something or done something incorrectly, then you definitely should ask them to fix it! But if you respond to their revisions, make additional changes, or add new text, then the editor’s future work on this will be billed as a new project with a new quote.

Wrapping Up

In closing, communication is key: it’s essential that the editor gains a clear understanding of your project and editing needs before you begin working together. It’s also important that you understand the process, the pricing, and the deliverables; never hesitate to ask questions or for clarification! Second, transparency in pricing is mandatory. Editors should always provide a clear quote upfront. Finally, an experienced and professional editor will offer flexibility; they’ll be willing to work with your specific needs and budget.

By following these steps and choosing a qualified editor, you can ensure a smooth and successful editing experience that helps you transform your manuscript into a polished document that’s ready for publication.

Happy writing,

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