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Fees and Agreements

 

Procedures for Contracting with an Editor

Generally after an initial contact by telephone or email, an author sends the editor a short description of the project and type of help being sought, together with a sample of the work. The editor reviews the material and provides a sample edit, if requested, along with a summary of relevant skills and experience, an estimate of charges, and time frames for completing the project and receiving payment. We urge authors and editors to refer to the sample contracts discussed below and to clearly outline their agreements for working together.

Fees

Hourly rates of CAEN members are typically in the $35 to $75 range, but fees vary. Some editors offer per-page quotes rather than hourly rates, although this practice is more standard for indexing than for editing or proofreading. We suggest resisting the urge to hire an editor based solely on his or her hourly rate. Two editors who charge the same rate may bring very different skills and levels of personal engagement to a manuscript. Our fees, like our levels of experience and areas of expertise, vary considerably for several reasons. Some of us have been editing academic materials for more than 20 years, while others are newer to academic editing. Some editors can turn around projects more quickly than others, but may charge extra for prioritizing an author’s work.

The Fair Practice of Contracting

We strongly recommend that all editors and clients read and adhere to the Code of Fair Practice available from the Editorial Freelancers Association. This code includes sample agreements and a sample invoice in its appendices. In the paragraphs that follow, we summarize some of its considerations for developing agreements and offer some further thoughts on the subject.

An editorial freelancer is a self-employed businessperson whose qualifications include expertise, education, experience, sound judgment, and the skills and equipment necessary to do the job. The working relationship between the editor and client should be defined by a letter of agreement or formal contract that covers the responsibilities of both parties in as much depth as possible. A good contract can help prevent miscommunication, unrealistic expectations, unreasonable delays in delivery of materials or payment, and even occasional failure to deliver. It can also be a tool for both parties as they develop their plans for the project.

In any contract, both parties should agree to the schedule and scope of work and to a project fee or hourly rate. For hourly rates, the parties should note expectations as to billable time. Contracts often specify reimbursement for expenses and special charges: reservation fees, rush fees, late fees, or even cancellation fees. Many editors request a down payment of 50% of the anticipated total cost before beginning work, and longer-term jobs may call for payments at various points during the project. All contracts should specify when the editor will be paid. All of these items should be subject to renegotiation as appropriate, and on large projects it may be wise to include interim reviews in the time line.

Depending on the project, the parties may also want to stipulate the location where the editor will work; how the work will be transmitted, stored, and secured; how subcontractors may be utilized; and procedures and time frames for invoicing and payment. If the freelancer is to receive credit in or complimentary copies of the publication, that may also be noted.

Finally, the contract should include terms for third-party resolution of any dispute that the freelancer and client cannot resolve themselves. Once a contract is in place, any misunderstandings should be addressed as directly, quickly, and clearly as possible regardless of whether they involve acts or omissions that rise to the level of breach of contract. A contract makes it easier for either party to initiate mediation, arbitration, or even court action. However, we have found that good contracts lead to good working relationships and avoid the need for third-party resolution of disputes.

Model Contract

The Editors' Association of Canada has made available a model contract that can be used as written (excluding a handful of references to Canadian legal and tax systems) or modified as needed. The model contract identifies the responsibilities of each party, along with deadlines and payment details. It also specifies the consequences in case of termination before the project is completed. (A schedule in which various editorial activities are defined may be useful whether or not you choose to include it in your contract.) See Editors' Association of Canada Model Contract for details and to download a copy.

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