Contract of Editing Services
1. Parties, overview and working values
1.1 These terms and conditions apply to any work done on behalf of the Client (“you”) by the Editor (“I/me”). The parties will be named in the Project Schedule Booking Form at Appendix A.
1.2 Working values. I use she/her pronouns and aim to provide a safe, supportive and respectful service to every writer. I stand against discrimination and prejudice and recognise that some people’s voices are unheard or ignored because of, for example, gender identity, race or ethnicity, age, sexual orientation, faith or neurotype. These values guide how I work with clients.
1.3 I will provide the editorial services agreed in writing (including email) and recorded in the Project Schedule (the “Services”).
1.4 I am self-employed and responsible for my own income tax and National Insurance contributions. I will not claim benefits granted to your employees (if any). I am not VAT-registered at the date of this contract. If my VAT status changes, VAT will be added where applicable from the effective date.
1.5 The work will be carried out unsupervised at a time and place determined by me, using my own equipment. I will not subcontract the Services without your prior written consent.
2. Definitions
2.1 Key definitions:
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“Project Schedule” means the project-specific document (or email) setting out scope, deliverables, word count, dates and fees for a particular job.
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“Manuscript” means the text and associated materials you provide for the job, in the form agreed in the Project Schedule.
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“Deliverables” means the files and outputs I will return to you, as set out in the Project Schedule.
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“Booking Fee” means the amount payable to reserve a slot in my schedule, as set out in section 5.
2.2 Order of priority. If there is any conflict between documents, the following order applies: (a) the Project Schedule for the job; (b) these Terms & Conditions; (c) any other emails or messages. This avoids confusion when project details evolve over time.
3. Services, tools and deliverables
3.1 Services may include (as agreed for the job): developmental editing and report, copyediting, proofreading, submission package reviews and art specialist proofreading and copyediting.
3.2 Unless otherwise agreed, editing work takes place in Microsoft Word using Track Changes.
3.3 Deliverables will be stated in the Project Schedule. Typical deliverables may include:
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A marked-up file showing changes (e.g., Word with Track Changes).
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A clean copy (optional, if agreed).
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A style sheet (unless it is a submission package review).
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An editorial summary letter.
3.4 Unless otherwise agreed, the quoted fee covers one pass of the Manuscript. Additional passes, substantial rewrites, or new material added after the Project Schedule is agreed are treated as a new project and require a revised quote and timeline.
4. Project terms and changes to scope
4.1 You and I will agree in writing (including email): (a) the deadline for you to deliver the Manuscript; (b) the latest date by which I will return the Deliverables; (c) the fee and any expenses; and (d) any relevant style guidance and preferences.
4.2 If, on receipt of the Manuscript (or at an early stage), it becomes apparent that significantly more work is required than anticipated from the brief or sample supplied, I may propose a revised fee and/or deadline. If we cannot agree to revised terms, either party may cancel under section 6.
4.3 If you deliver late, the return date may move accordingly, and I cannot guarantee the original deadline. If the delay is material, I may treat the job as rescheduled and apply section 6.
5. Quotations, fees, invoicing and payment
5.1 I will provide a quotation following evaluation of a representative sample and a discussion about what is required.
5.2 Fees may be charged per 1,000 words in the original Manuscript or as an agreed flat fee, as stated in the Project Schedule. Unless otherwise agreed, invoices will be in pounds sterling.
5.3 Invoices: Unless otherwise agreed, I will invoice (a) the Booking Fee when the Project Schedule is accepted; and (b) the balance on completion of the Services.
5.4 Payment terms: Payment should be received within 14 days for full edits, and within 3 days for Booking Fees.
5.5 Late payment: If an invoice is overdue, I may pause work (or withhold release of final Deliverables) until payment is received. Statutory interest and recovery costs may apply where legally available.
6. Booking fee and confirmation of booking
6.1 Your Project Schedule secures a specific and mutually agreed slot in my schedule. The booking is confirmed once the Booking Fee has been paid and received.
6.2 Booking Fee amounts (unless otherwise agreed):
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If the total project fee is more than £500: Booking Fee = £500.
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If the total project fee is £500 or less: payment of the full fee up front.
6.3 The Booking Fee is non-refundable. If I cancel (other than for your breach), I will refund amounts paid as set out in section 7.
6.4 I will deduct the Booking Fee from the final invoice (where applicable).
7. Cancellation, rescheduling and project-commencement reminders
7.1 Either party may terminate this contract for a serious breach of its terms by the other party.
7.2 Cancellation must be in writing (including email).
7.3 If you cancel or reschedule, charges are intended to reflect my reasonable lost time and costs, rather than act as a penalty. Unless otherwise agreed, the following applies:
A) Cancellation more than 30 days before the scheduled start date: the Booking Fee is retained; no further charge (except non-recoverable expenses).
B) Cancellation 7–30 days before the scheduled start date: the Booking Fee is retained, and I may invoice 25% of the remaining balance (excluding the Booking Fee).
C) Cancellation less than 7 days before the scheduled start date: the Booking Fee is retained, and I may invoice 50% of the remaining balance (excluding the Booking Fee).
D) Cancellation after work has started: I will invoice for 100% of the agreed fee, less the booking fee.
7.4 If I cancel for any reason (other than your breach), I will refund amounts paid for Services not yet performed, including the Booking Fee, and will do my best to offer an alternative timeframe or suggest another supplier where appropriate.
7.5 Exceptional circumstances: If either party is affected by extraordinary circumstances (e.g., illness, bereavement), we will discuss in good faith how to reschedule or unwind the booking fairly.
7.6 Project-commencement reminders: I will contact you before the start date to remind you that the file is due 24 hours before the start date (unless otherwise agreed). If you do not confirm in writing within one week prior to the start date that you will supply the file, the project may be treated as cancelled and the slot released.
8. Client responsibilities
8.1 You agree to:
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Provide the Manuscript in the agreed format and by the agreed date.
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Provide any style requirements (e.g., UK/US spelling, referencing style) and any brief needed to do the job.
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Confirm you have the necessary rights/permissions to provide the Manuscript for editing.
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Avoid making substantive changes to the Manuscript once the job has started; if you do, we may need to revise scope, fee and timeline.
9. Confidentiality and data protection
9.1 Confidentiality: I will keep the nature and content of the Services confidential and will not disclose it to anyone other than you (and any of your contractors you authorise) without your prior written permission.
9.2 I will not upload your files to external websites or distribute them to third parties unless specifically authorised by you in writing, except for secure storage, backup and recovery as described in my Privacy Policy.
9.3 Data protection: Each party will handle personal data in accordance with the UK GDPR and the Data Protection Act 2018. Where I process your personal data to perform the Services, my lawful basis is that processing is necessary for the performance of a contract. Details of what data I collect, how long I keep it, and your rights (including access, rectification and erasure) are set out in my Privacy Policy.
9.4 Security and retention: I use reasonable technical and organisational measures to protect your data. I will retain project files only as long as reasonably necessary for delivery, backup and record-keeping, as described in my Privacy Policy, and will delete or anonymise them on request where reasonably practicable and lawful to do so.
10. Copyright and intellectual property
10.1 All content you deliver to me for the project remains owned by you.
10.2 Following payment in full, any copyright in editorial content I create as part of the Deliverables (e.g., comments, tracked changes, style sheet) transfers to you unless otherwise agreed. My pre-existing tools, templates and methods remain my property.
10.3 You agree to hold me harmless against claims arising from your Manuscript infringing third-party rights, except to the extent caused by my breach of this Agreement.
11. Quality assurance, disclaimers, limitations and liability
11.1 Qualifications: I am a certified chartered proofreader and editor and abide by the Membership Codes of the Chartered Institute of Editing and Proofreading (CIEP). I commit to continuing professional development.
11.2 Limitations: I am not responsible for: plagiarism in your document; decisions by agents/publishers; changes made by third parties after delivery; losses caused by your systems or third‑party platforms you require; or missed deadlines caused by your delay in supplying files.
11.3 Liability cap: To the maximum extent permitted by law, my total liability to you for any claim arising out of or in connection with the Services is limited to the fees you have paid for the relevant project. I will not be liable for indirect or consequential losses (such as loss of profit, reputation or opportunity). Nothing in this Agreement limits liability for fraud or for death/personal injury caused by negligence.
11.4 Editing is a subjective process, and while I will exercise reasonable skill and care, I do not guarantee that the work will be entirely free of errors or that all stylistic preferences will be met.
11.5 I do not guarantee that editorial services will result in acceptance, publication, or any particular outcome by agents, publishers, or other third parties.
12. Use of digital tools and AI-assisted features
12.1 I use standard digital tools (for example word processing software, offline consistency tools, and secure storage/backup) to deliver the Services efficiently.
12.2 Generative AI: I do not use generative AI systems to draft rewrites of your text or to create stylistic recasts as part of the Services, unless we agree otherwise in writing for a specific purpose.
12.3 If any tool or workflow would require uploading your text to a third-party service for processing (beyond secure storage/backup), I will seek your express permission in writing before doing so.
12.4 Further details about tools, subprocessors (if any), and data handling are set out in my Privacy Policy.
13. Business insurance
13.1 I hold professional indemnity insurance, which provides coverage for the editorial services I offer. This protects both you and me by ensuring appropriate safeguards are in place in the unlikely event of professional error or omission.
14. Acknowledgements in published works
14.1 There is no requirement for you to mention me in a published work’s acknowledgements. If you choose to do so, you agree to share the proposed wording with me for review prior to publication, and I may decline to be mentioned.
15. Governing law and jurisdiction
15.1 This Agreement and any dispute or claim (including non‑contractual disputes or claims) arising out of or in connection with it, its subject matter or formation shall be governed by the laws of England and Wales.
15.2 The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non‑contractual disputes or claims) arising out of or in connection with this Agreement.
16. Miscellaneous
16.1 Entire agreement: This Agreement (including the Project Schedule) constitutes the entire agreement between the parties and supersedes prior discussions and correspondence relating to the project.
16.2 Variation: Any variation must be agreed in writing (including email).
16.3 Severability: If any provision is found unenforceable, the remaining provisions will continue in full force and effect.
16.4 Notices: Notices under this Agreement may be given by email to the addresses stated in the Project Schedule/Booking Agreement (or most recent email addresses used by the parties).
16.5 Assignment: Neither party may assign or transfer this Agreement without the other party’s written consent, except that I may transfer it to a successor entity (e.g., incorporation) provided this does not reduce your rights.