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What Editors Wish Authors Knew

Table of Contents

We demystify the process and break down the steps to preparing the manuscript for editing, creating budgets, understanding pricing structures, and what an author can find in an Independent Contractor Agreement with their editor.

Manuscript Editing
September 9, 2024
COLLEEN ATWOOD

When the words “The End” appear on the page, the first feeling a writer might experience is euphoria—the manuscript is complete, no more stressing about the complex portions that needed extensive research, and no more writer’s block for the near future. As a writer myself, I completely understand this feeling. Have a glass of wine or a celebratory drink. Enjoy your time before the second leg of work begins, because the next phase is just as intense as the first one.

With the novel complete, there are various steps your manuscript must go through before it is ready for submission to publishing houses and readers. Although the process might appear innocuous, editing your masterpiece (and the revisions that happen because of what an editor recommends) can result in frustrating moments.

My job as a writer and editor is to help demystify the editing process. If you plan to hire an editor but are unsure what to expect, this step-by-step outline will help you understand what editors wish authors knew to make the collaboration work smoothly and successfully.

See the outline above or keep reading to learn more about which topics we plan to tackle.

Understanding the Role of an Editor

An editor is more than someone who corrects grammar and punctuation. An editor helps a writer enhance the clarity and quality of their manuscript to resonate with the audience. To do so, a writer should first understand the kinds of editing available and the skills an editor brings to the collaboration.

Types of Editing Services

There are four primary stages of editing a writer should know, each serving a different purpose:

Developmental Editing. A developmental edit evaluates a manuscript’s overall plot structure, character development, pacing, and tone to help enhance the narrative, often resulting in extensive revisions.
Copyediting. An editor reviews the manuscript mechanically, searching for improper grammar, spelling, and punctuation errors, and evaluating the sentence structure to enhance readability and accuracy.
Line Editing. The editor evaluates the writing style at the sentence and paragraph level to help improve the clarity, flow, and impact without changing the author’s content.
Proofreading. The final stage of the editing process reviews (and corrects) any missed grammar, spelling, punctuation, and formatting errors to ensure an error-free publication.

Bonus Editing Services

Depending on their experience, an editor might also offer editing for book proposals, submission materials, and even translation services. Although not a required editing stage, most editors offer manuscript critiques (or assessments), which a writer can access at any time of the writing or editing process.

A manuscript critique is a comprehensive evaluation of a finished (or unfinished) manuscript and offers constructive feedback on the story’s strengths and weaknesses. An editor will assess and recommend ways to enhance engagement, improve character believability, and even improve the story’s arc.

The primary difference between a manuscript critique and developmental edit is that one (the developmental edit) delves much deeper into the content than the other. A manuscript critique may result in revisions but that is typically to help expand the general nature of the characters, storyline, and plot. When an editor sits down for a developmental edit, material is typically moved from one place to another, additions or removals of entire sections occur, and the story is changed to help fit the expected genre and reader expectations.

Another service not always offered is manuscript formatting, where the editor ensures the entire manuscript follows industry standards and publishing house guidelines. See below for more details on how to self-edit your manuscript and complete formatting before sending your material to an editor.

Editing Skills & Ability

An editor is a supportive source during the editing process and brings a combination of skills and understanding to the partnership.

Beta Readers. An editor can also serve as a beta reader (or someone who reads the manuscript and supplies feedback on how the audience might receive the work). Often, beta readers offer advice about missing sections, unclear storylines, and ambiguous dialogue.

Collaborative Effort. The most important side of the author/editor relationship is the collaborative nature; an editor makes recommendations about ways to improve the material, and the author uses the suggestions from the editor to make the necessary corrections or revisions.

Editorial Ethics. Principles such as confidentiality, respect of the author’s voice in the manuscript, and supplying honest but constructive feedback are pillars of the editing process. An editor also brings familiarity of the publishing industry’s standards and publishing norms, which can help authors meet the expectations of agents, publishers, and readers.

Subjectivity in Editing. Although editors follow industry guidelines, there is always room for subjective decisions. For example, in copyediting, an editor uses editorial judgment to help the editor decide which writing conventions to follow (which varies depending on the style manual, reader expectations, author preferences, and complexities of the English language). On the other hand, what works for one type of novel (such as horror) might not work for a romance, therefore an editor must show how to adjust (or change) this idea to help the author conform to the reader’s expectations in the genre.

Now we turn our attention to how to prepare your manuscript for editing.

Preparing Your Manuscript

When ready to hire an editor, an author should always prepare the manuscript for editing beforehand. Whether considering this part as self-editing or simple preparation, the steps every author should take before an editor receives the manuscript include (1) manuscript readiness, (2) formatting, and (3) supplementary materials.

Manuscript Readiness

To help make the process smoother for both parties, there are several ways to prepare your manuscript for editing. An editor does not simply begin editing a story without first reviewing the manuscript to learn the author’s writing style, how complicated the material might be (does it include tables and charts or does it use a lot of technical language). One of the best ways to help the editor is to complete the following steps:

Self-editing. Before doing anything, read the manuscript from beginning to end as though for the first time. Make notes on where you notice potential plot holes, inconsistencies, or other problematic areas and include them in your style sheet (see below). Note word count for the genre and decide if the manuscript follows the publishing house’s requirements. Remove or revise boring or repetitive material and ensure every scene has a clear purpose. Then, complete a final grammar, spelling, and formatting check before sending the manuscript. This will help decrease the time the editor spends working on the manuscript (and the final cost of editing).
Back up your work. Use a trusted cloud storage or external drive and make a copy of the manuscript and all related materials. This way you have a protected copy in case the worst-case scenario happens. When the editor receives their copy of your manuscript, they will then turn around and make a working copy for themselves (allowing them to easily reference the original you sent in case of questions).
Author Style Sheet. Writers have specific information and a writing style they want to ensure stays within the document. An editor will use the style sheet [or author bible] to ensure timelines, character name, special words, locations, ambiguities, and other important material stays and does not change.
Research materials. Creating a separate document that includes pertinent facts on the research you have for a specific topic (such as the design of different bullets for specific guns) and brief notes on how you changed the data to better fit your story can help the editor.

Formatting

The standard manuscript formatting every publishing house follows includes:

By completing this step before sending your manuscript to an editor, the editor does not spend extra time formatting the document to make it easier to read. (This, however, is not true for a copyeditor. Whether we know the author has already completed formatting on their end, one of the first steps a copyeditor follows is to format the document to publishing house standards. This way, the copyeditor will not change something that should not be changed but appeared wrong in the beginning due to the formatting the author was using.)

For a more detailed list of manuscript formatting tips, download your document here for easy access.

Supplementary Materials

In addition to the author style sheet and research documents noted above, the author might want to include character and plot summary documents.

Character summary document. Including information on each character’s arc and how they align on the timeline will help clear up editor questions. If an inconsistency arises, an editor can first check the summary document before sending an inquiry to the author.

Plot summary document. Knowing the expected path of the plot (and subplots) will help an editor too. By sketching this information out, an editor can review the material and make notes on where deviations occur, where plot holes exist, ways to expand certain sections, and other key details.

Communicating Your Vision

To help ensure everyone is on the same page throughout the project, an author should tell their editor in two separate ways their expectations and vision for the collaboration to work smoothly. First, during the consultations, an author should mention these topics, so the editor knows the expectations up front. And second, through the supplementary materials sent with the unedited manuscript.

Consultation. An author should always clarify who the audience is, communicate their long-term goals for the project (such as a desire to continue the story as a series), the desired emotional impact they are searching for with readers, highlight the editing priorities, and enable an open dialogue throughout the collaboration between parties for quicker turnaround.

Supplementary Materials. Create a Synopsis (or summary) of the manuscript, with key themes, characters, and the overall message or purpose. The author should communicate any relevant background or intentions for sensitivity or cultural contexts. The story arc and character development will already appear on the Author Style Sheet. And for manuscripts that have a strong thematic element, the author should provide examples for desired effect. Such visual aids could include mood boards, reference images, or thematic outlines.

Being Open to Feedback

A finished manuscript is the culmination of days, weeks, or months of challenging work. An editor’s job is not to harass an author about changing the material in ways they dislike but to help enhance the story to its best version. Recommendations made by an editor are simply that, suggestions. It is up to the author whether they use those recommendations.

The feedback loop between author and editor allows both parties to learn from the other and supplies a more collaborative approach than ever before. An editor offers their advice on ways to improve the story and the author can potentially learn something new. And the vise versa is true as well, an author can suggest something to an editor and the editor will absorb the information and apply as necessary both to the current project and those in the future. Both parties learn something, and the communication lines stay open.

To help set up an open feedback loop, an author and editor should be willing to:

Ask for clarifications. When a recommendation seems unclear, make sure to ask the editor to clarify what they mean. Understanding the reasoning behind suggestions can make it easier to accept or adapt to them.
Balance vision and flexibility. While staying true to the author’s vision is important, staying flexible and considering an editor’s advice can lead to a better manuscript.
Consider alternative solutions. An editor may suggest something that the author has not previously considered. Although it may not align with the author’s original vision, it could enhance the story.
Differentiate between feedback and opinion. Industry standards or best practices may dictate certain feedback provided by the editor. The editor’s suggestions on ways to enhance the story details come from a unique perspective, considering the story from the reader’s point of view. It is the author’s responsibility to decide which feedback to incorporate.
Embrace constructive criticism positively. Feedback is intended to improve the manuscript and not criticize the author personally. The editor’s insights are based on their expertise and objective view of the text.
Prioritize feedback. An author should decide which suggestions carry the most weight for enhancing the story, as not all feedback holds equal importance.
Recognize blind spots. After investing weeks, months, or even years into drafting a story, an author can become overly attached to their work, resulting in blind spots. With a fresh perspective, an editor can expertly pinpoint these blind spots and propose effective strategies for improvement.
Separate emotion from critique. To help an author objectively assess the feedback provided by an editor, it is important to remember to separate emotional responses.
Use feedback as a learning opportunity. Just as an editor uses author feedback as a learning opportunity, an author should also consider the recommendations given by an editor. Even if the suggestions are not used in the current story, they could resonate with the author for a later manuscript in terms of storytelling, language, or structure.

Understanding the Editing Timeline

The editing time for a novel varies widely. Just as the length will affect turnaround time, so will the genre, the publishing schedule the author is under, and how much the author is willing to pay for rush editing jobs. The best recommendation an editor can make is to give yourself a set amount of time (such as three months) to complete a specific editing project. Complete research on the average time it takes an editor to complete a specific process and then guestimate the variance between someone just starting out in the industry and someone who has been editing projects consistently for a dozen or more years.

In the meantime, here is a list of editing timeline tips to remember:

Anticipate delays by adding in buffer time. Unexpected delays may occur, so it is best to give extra time for editing.
Communicate deadlines clearly. Publication and personal deadlines must be communicated to the editor promptly, allowing them to plan the editing process accordingly.
Consider the scheduling and availability of multiple editors. When using multiple editors for distinct types of editing, the author must consider their scheduling and availability before the project begins. This allows for one type of editing to be completed before the other begins, according to a schedule agreed upon by everyone.
Create review and revision windows after receiving an edited manuscript. An editor provides numerous suggestions on what to change, add, or remove, and the author should carefully consider each one. It is essential to allocate time for the author and editor to communicate during this process.
Embrace realistic expectations. When an author expects thorough, high-quality work, they cannot expect an editor to rush the process. Ensuring there is ample turnaround time available for each type of editing is important.
Factor in research time with fact-checking. If an editor is doing a lot of fact-checking on the manuscript, the research to find and verify that information will take time. Therefore, the author should give more time for this process.
Periodic communication during the process. When an editor has a question, they should have the opportunity to contact the author as needed. Using the dedicated communication channels agreed upon during the hiring process, and responding within the window also agreed upon, will ensure both parties the project is on track.
Understand the different forms of editing vary with turnaround times. The amount of time it takes to edit a manuscript varies depending on the type of editing. For instance, a developmental edit takes much longer than a proofread. A developmental edit could take weeks to complete, while a proofread could take only three days to ensure that spelling, punctuation, and grammar are all checked and corrected before publication.

Budgeting for Editing Services

Obtaining professional editing of your manuscript is a worthwhile investment. Not only can a well-edited book enhance your credibility as a writer, but it can also help increase sales and leaves a positive and impression on readers. Below, we offer recommendations on ways to improve the process and make your decision easier:

Be familiar with cost variations for different editing services. The cost of editing can vary due to a number of factors, including the editor’s experience, the length of the manuscript, and the type of editing.
Budget for multiple stages. To manage your budget effectively as an author, it is best to create separate budgets for each type of editing you expect needing. This approach prevents you from being hit with a large bill and going broke while trying to pay the editor.
Consider the payment terms of the editor. An editor may ask for a down payment to begin a project, with the remaining amount due upon completion. The editing process often includes multiple rounds, such as copyediting, but not always. It is important for an author to clarify the number of editing rounds included in the price paid and to find out the cost of an added round if it is not
Get quotes from multiple editors. When comparing pricing and services, it is important to request quotes from multiple editors to make an informed decision. Additionally, ensure that the scope of work is clearly defined to avoid unexpected costs later.
Investing in quality is key. To find the best value for your money, seek quotes from different editors for various editing projects. Keep in mind that the lowest quote may not necessarily offer the best value. Consider the editor’s experience as a key factor in your decision-making process.
Plan for multiple rounds. When a manuscript undergoes substantial revisions, an author should always expect another round of editing to take place afterward. Unless the editor includes a second (or third) round of editing in their pricing structure, it is best for an author to understand how much an added round of editing will cost.
Understand potential hidden costs. Please be mindful of a potential added cost when collaborating with an editor. If you request a quicker turnaround time than what is typically expected for a certain type of editing, the editor may charge extra for the rush job. For instance, if the publisher’s deadline is in two weeks and you need a thorough editing done within three days, the editor will quote a higher fee for the expedited service.
Understand the cost structure. Editors have diverse ways of charging their services. For example, Atwood LLC charges by word count, while other companies might charge by page count or even have an hourly rate.

Establishing a Contract

An editor typically has an Independent Contractor Agreement (ICA) that helps protect themselves and the client for the duration of the project (and if they do not, your best bet is to find someone who uses one). Here is a graphic that shows what a typical ICA discusses and what actions both parties may take in case of serious disagreements:

Amendments Clause. If the scope of the work changes, the project does not continue until all amendments to the original agreement are approved and signed off by both parties.
Confidentiality Clause. The editor agrees to keep the contents of a manuscript confidential for the duration of the project and afterward. Occasionally, the editor may ask for permission for specific acts of sharing information. If approved, the editor will not go beyond that agreement.
Intellectual Property Rights. There is a page where the information supplied to the editor is listed in full and then signed. The editor agrees to return all manuscripts, supplementary materials, and other relevant information within a set time limit. The editor is signing that they have no claim of ownership or expect profits from the published manuscript.
Non-Compete Agreement. Although Atwood LLC does not include this clause in the ICA, some editors might agree to work exclusively on an author’s material. However, most editors are working on multiple editing projects at the same time.
Payment Terms. The editor includes in writing within the ICA the agreed upon fee, payment schedule, and conditions for other costs (if they arise). The same information appears on the Proposal and Invoices sent by the editor.
Scope of Revisions. The editor should specify the number of included editing rounds and clearly state terms for other revisions in writing.
Scope of Work. The ICA should clearly outline the type of editing the author is receiving and include specific areas of focus or limitations to the service (if applicable).
Termination & Dispute Resolution. The ICA goes into detail about indemnification (or the ways either party can end the contract and what happens if further action must occur). The contract also specified where the action will take place.
Timeline & Deadlines. Under the Duties, Specifications, and Compensation section, an editor includes all timelines, milestones, and deadlines as previously agreed.

Keep Drafting Those Novels & Do Not Forget the Editing!

Authors and editors may have different expectations in a collaboration, but both parties aim to ensure a smooth partnership. In our discussion today, we covered several topics that editors want authors to be aware of, including the editor’s role, preparing your manuscript for editing, effectively communicating your story’s vision, being open to feedback, understanding timeline factors, budgeting for editing services, and the elements of an editor’s contract that protect both parties during the collaboration.

Effective communication is crucial for a successful author-editor collaboration. By keeping communication channels open and being responsive to queries and suggestions, both parties will find the entire process more manageable and rewarding.