11 Essential Questions To Ask When Hiring An Editor

September 18, 2023
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Questions to Ask When Hiring an Editor

If you’re an indie or self-published author in the market for an editor, you’re probably not quite sure what it is you should be asking someone before you hire them. Most editors will meet virtually with you for a discovery or connection call, but…what exactly happens there? Is it like a job interview? Are you, as the author, the one doing the interviewing? What do you need to find out? How can you be sure you’re asking the right questions? 

I get it! It can be stressful to feel like you’re in charge of a situation that you don’t know much about. The truth is, you get to decide who edits your manuscript.

You decide what type of editor you want to hire. 

While there are a lot of different things to consider, the most important one is that you feel comfortable handing over your novel. My goal with this blog post is to give you a list of essential questions to ask when hiring an editor (along with editor red flags!).

As a freelance editor for indie romance authors, I know how scary it can be to trust someone to edit your words with kindness, carefulness, and precision. I hope these questions help you find an editor you love!

1. What are your qualifications?

This is probably the most important question you can ask your editor. Qualifications can mean many different things. Practical experience, like working at a publishing company or years in the editing field, definitely qualifies a person to edit.

There is no degree for editing, but you can get a certificate from some universities (most notably, UC Berkeley). Certificates cost thousands of dollars, and while they are great to have, most editors don’t invest in one. The Editorial Freelancers Association (EFA) offers incredible self-paced and traditional courses that for all levels of editors. (There are other courses out there, but I have experience with courses through EFA.) If a potential editor has taken editing courses from a reputable institution they are likely qualified to edit your novel. 

Belonging to a professional organization like the EFA is also an indicator of credibility. 

For instance, I am a member of EFA and have taken numerous courses through the organization. Those courses gave me the tools necessary to become a fiction editor.

Editor Red Flag

Previously, I was a copywriter and a high school English teacher. I had a lot of experience with the written word, but those two professions did not qualify me to edit your novel. 

Neither does being an avid reader or an expert grammarian. Editing is not just proofreading. Editing is an art. It takes time to learn to do it correctly, and it takes time to learn to do it with carefulness and flexibility. 

All editors have to start somewhere, so not all editors are going to bring years of experience to the table, and that’s okay! It’s not okay, however, to hand over your novel to someone who doesn’t know what they are doing. Do not sign a contract with someone who does not have training in the field. 

2. Do you have experience in my genre?

You need to work with someone who understands the conventions of your chosen genre. I would never apply to edit a medical textbook. It is outside of the scope of my knowledge. I would also never apply to edit a children’s book. I have no experience editing those projects, and wouldn’t know where to start. 

Many aspects of editing can apply to multiple genres or niches, so any trained editor could likely do a fine job with your work, even if they didn’t have experience with it. However, it is in your best interest to find an editor who understands the story beats and expectations for your manuscript before opening it. Make sure one of the questions to ask when hiring an editor is about the genre they work with. A good editor with experience in your genre will be able to reference other texts, recommend further reading, and read your story through the lens of your ideal reader. This type of feedback is invaluable. 

I market myself as a romance editor for indie or self-published authors because I understand that genre. I love reading it, I know what readers expect, and I have even taken a professional course focusing on it. 

Editor Red Flag

If someone is very noncommittal in their answer to this question, I suggest you probe a little bit more. You don’t need to immediately discount someone just because they are not experienced in your niche, but it is important that you know their experience before beginning the editing process.

questions to ask when hiring an editor

3. What is your editing style like?

One of the questions to ask when hiring an editor is about editing style. All editors are different. Before you sign a contract with someone, make sure you know their editing philosophy and how they approach a project. Your editor will have a certain style and voice, just like you.

For example, I tell authors I edit with kindness and carefulness. When I open a project from an author I always say something I read in The Chicago Guide to Copyediting Fiction by Amy Schneider: “Remember that it is an honor to be invited to the creative process.” This sets the tone for my work and allows me to remember why what I do is important. Other editors may begin with a different mantra or a different perspective. 

Editing is a partnership and it is important to know if your editor approaches editing in a way that makes you comfortable. 

Editor Red Flag

If your potential editor says they their style involves finding all the grammatical errors, rethink your working relationship. Editing is about so much more than grammar!

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4. Do you provide a sample edit?

It is standard practice for editors to offer sample edits, especially in the world of self-publishing. Since you are doing everything yourself, you need to ensure you work with the right person. A 1,000-word sample edit seems to be fairly common, but the word count may vary for different people. Your editor will use track changes in Word to perform the edit (they do not need a hard copy).

I know I’ve said it before, but I’ll say it again: editing is a partnership! If you aren’t connecting with someone’s editing style you need to tell them thank you and move on to the next editor in your queue. What if the way an editor writes author queries is too abrasive for you? What if an editor’s style is too familiar or friendly for you? It’s best to find out now before you’ve handed them your entire manuscript.

A sample edit is useful for the editor as well. We want to know what we’re working with before we agree to a contracted job. It gives us a better idea of a potential timeline for the project, as well as a feel for your general style. 

Some editors provide free sample edits, and some charge for them. Both are okay! 

Editor Red Flag

 If you get a sample edit and the only thing that has been marked with track changes are grammar and punctuation errors, you may want to consider a different partnership. 

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5. How do you communicate with authors during an edit?

Editing is largely about communication. You are weaving a narrative with your novel and your editor is responding to that narrative with queries and comments. Once the edit is finished it is your job to sit with your editor’s comments and decide how you would like those comments to guide your revision process. 

You want your editor to:

  1. Be clear about the terms of their contract.
  2. Update you on their progress.
  3. Message you with questions.
  4. Inform you of any delays.
  5. Respond to any questions you have about their work once they have delivered the final product to you.

Editor Red Flag

Look for a clear and thoughtful plan here. If your potential editor seems perplexed by this question or doesn’t seem to know how to communicate with an author during a project, you may want to dig a little deeper and see if you can create something together that will work for you both. 

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6. What happens once my edit is finished?

Are they open to discussing edits and providing feedback? Do they offer a post-editing video call as part of their service? What should you do if you have follow-up questions? 

As an indie author you may not know what type of support you want (or will need!) following an edit, but it’s good to ask and see what is provided with your contract. 

Editor Red Flag

Editors spend a lot of time with your words. We want you to understand and be happy with the work we provide. Most editors are happy to agree to a post-edit breakdown, either through email or a video call. If your potential editor doesn’t seem interested in helping you once they have returned your novel, you may think twice before hiring. 

7. How much does editing cost?

Editing rates are not standardized. The EFA rate chart is a good starting point for most editors, but the rates published there are certainly not standard for every editor in the field. Rates have several factors, and it’s important to be aware of them before starting the editing process. Here are some:

  1. How much experience in the field does the individual have?
  2. What qualifications do they have?
  3. What genre are they working in?
  4. What type of author is their ideal client?

If someone has been a developmental editor for fifteen years and only works with established authors…well, their rates are going to higher than someone who has just started editing and works with newer authors. Setting rates for editing really depends on what the market will bear. 

As an author, you need to be aware of the rate ranges for your genre before you begin the hiring process.  

When discussing rates, you should also ask if they offer a payment plan (many editors do!).

Editor Red Flag

If the rates you are seeing are either way too low or way too high based on other editors you have reviewed or published industry rates, you may want to ask additional questions. There may be a good explanation! For instance, many new to the field will charge very low rates until they build a strong client base. If your editor’s rates are very low, but they have the necessary qualifications, perhaps you just found a newer editor.

8. What else have you worked on?

Can they provide references from previous clients? Do they have any testimonials or reviews on their website or social media? 

Testimonials help a book editor build credibility and trust. I almost never buy something online without reading at least one review or testimonial! The same should be true for an editing investment. What are other people saying? 

Editor Red Flag

If they say everything they have worked on is protected by confidentiality, don’t work with them. Yes, we do sign NDAs with some projects, but not all of them. Testimonials can be given even if an NDA is in place. It’s okay to ask for references. 

9. Do you use AI in your business? How?

AI is everywhere, and it has even started to infiltrate editing jobs. I was in a Facebook group last week and saw a post from a woman who paid an editor, got her manuscript back…and the entire thing was covered in red editing changes because the editor had fed the text into an AI program. The AI program basically rewrote her story! I was shocked, and the author was so upset. 

Not only had she paid for a service and received a horrible final product, but her text had been uploaded to an AI program without her consent. Since she wasn’t the one using the program she had no idea how her words could be utilized by it in the future. This is such a violation, and reputable editors will not do this. You deserve to know the answer to this question.

Editor Red Flag

A professional editor should be happy to discuss this with you.

10. What style guides do you use?

The industry-standard resources for fiction editing are The Chicago Manual of Style and Merriam-Webster’s Collegiate Dictionary. There are other dictionaries that work well, but Merriam-Webster is the one I use the most. 

If you are using Australian or British spellings, this is the time to let your editor know. Some editors only work with American English, and you don’t want to go through all the trouble of having them complete a sample edit just to find out your partnership isn’t going to work. 

Editor Red Flag

If they tell you they use an online grammar tool to find errors or can’t name a style guide, politely leave the conversation and search for another editor. 

11. What are your editing SOPs (standard operating procedures)?

Editing standard operating procedures are the real nitty-gritty of the business. Think: contracts, invoicing systems, timelines, availability, and delivery of your manuscript. Make sure you ask about them!

You are hiring a professional editor. Their business should be professional as well.

First things first: contracts. Your editor should absolutely have a standard contract ready to send to you. It is standard practice that freelancers have their own contracts that they send to clients. You, as the author, are the client. This means you should not have to draw up your own contract. 

Your editor’s invoicing system should be easy for you to use, and your editor should provide you with an invoice and receipt. There are a lot of systems out there that are wonderful. I personally use Honeybook in my business. It allows me to draw up a proposal, contract, and invoice, as well as keep track of everything in one place. 

Does your potential editor have a timeline for how long it takes them to complete editing services? Do they have availability when you need them? How do they handle delays from your end? How do they handle delays on their end? How do they deliver the final product to you? What is included with each service? These are all questions to ask before hiring someone. 

Freelance editors should have all of these things in place before they take on clients. You are paying a considerable amount of money hiring them to perform a service. You should know that you will be treated professionally throughout the process. 

Editor Red Flag

If a potential editor wants you to pay them via Venmo, check to make sure they are using a Venmo Business account. To find out if that’s the type of account they have, open your Venmo app and search your editor’s name/business name. You can filter the search to only show business accounts. 

(Taking payments via a personal account violates Venmo’s terms of service. The terms explicitly state that it may not “be used to receive business, commercial or merchant transactions, meaning you CANNOT use Venmo to accept payment from (or send payment to) another user for a good or service.”)

If a potential editor says that an email exchange is fine in place of a contract, that could spell trouble for you. Do not work with someone without a contract in place! A good contract is necessary because it protects you, your intellectual property, your investment, and your editor. (Yup, it goes both ways! I use contracts because I want to protect myself and my business!)

Do you know what questions to ask when hiring an editor?

I hope that after reading this blog you are more comfortable with the idea of hiring an editor. When you speak to a potential editor, don’t be shy about asking all of these questions! It’s important to find an editor who will provide the editing services you want. You deserve to know who you are working with and how they handle their business. 

I’m Kaitlin and I’m an editor for indie romance authors. Ready to find an editor? Let’s chat! 

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