Louise Harnby | Crime Fiction and Thriller Editor
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The Editing Blog: for Editors, Proofreaders and Writers

FOR EDITORS, PROOFREADERS AND WRITERS

The author–editor relationship: From getting in touch to making a booking

27/2/2019

6 Comments

 
In this post, I outline the start of the author–editor relationship – from first contact, to initial discussion, to booking confirmation. My process is personal to my business but it gives you an idea of what to expect.
The booking process
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1. The author makes contact
Clients are welcome to contact me via email, social media, telephone or my contact form. Most use the latter.

My contact form is basic because I want authors to be able to start a conversation with me as easily as possible. The biggest stumbling block is usually the time frame because I’m booked up months in advance. Establishing when they’d like the editing or proofreading carried out is therefore essential, as is the word count. It’s those two pieces of information that will guide me on best fit at this point.

I include a dropdown menu so that authors can quickly choose the service they’re looking for: a full line and copyedit, a mini line critique or a proofread.

I ask for a little information about the project, too. This is where an author can tell me about the genre of their novel and provide a brief summary of the project.

I also ask for a name and email address – nothing more in terms of personal details. An underpinning principle of GPDR compliance requires business owners to collect only necessary data. For me, the name and email is enough to enable me to reply to the query. 
Contact form
Screenshot of contact form
2. The project discussion
Now the author and I begin to talk. The focus at this stage tends to be on time frame, the type of editing required, and the price (subject to seeing a sample). There might be a little back and forth as we get to know each other and agree the terms of the editing project.

If the author sent a sample with their email, I’ll review it before responding. This is the perfect opportunity for me to check that the service they’ve asked for is a good fit for what I think the text requires. It also gives me a chance to get a feel for the writing style ... to see whether I can get under the skin of the novel and give the story the sentence-level pop the author’s seeking.

A sample helps me work out how long the editing will take too. With that information, I can determine the fee. If you want more information about samples, Denise Cowle and I cover this topic in Episode 6 of The Editing Podcast.

I sometimes include links to useful resources on my website if I think they'll help the author decide whether I’m a good fit for them.

You can access everything on offer via my Author Resources page but the 3 tools I most often refer to during this discussion phase are:
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  1. Submitting to agents and working with editors (blog post and booklet)
  2. How to prepare your book file for a fiction editor (blog post and video)
  3. Which level of editing do you need? (booklet)
3. Booking the editing project
Once the author and I have decided we want to work together, and agreed a price and completion date, it’s time to confirm the booking.

​I ask them to read my terms and conditions (which are designed to protect us both), then fill in the booking-confirmation form (scroll to the bottom of the T&Cs web page if you want to have a look at it).

Receipt of that form triggers me to send an invoice for the booking fee that will secure the author’s slot in my schedule.
Booking form
Screenshot of booking-confirmation form
4. Preparing for the edit: styles and files
There’s an Author Style Preferences form next to the booking-confirmation form in which clients can register any decisions they’d like me to adhere to during the editing or proofreading process. These aren’t set in stone and can be changed at any time before the editing begins.
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Authors are welcome to send me their book file at any time once the booking has been confirmed. My only stipulation is that it arrives 24 hours before editing begins. This gives me time to check that the file can be opened and edited.
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I hold the files securely in my Dropbox account, which is protected via two-factor authentication.

5. Reminding the author about the start date
I like to give my authors a little nudge at least a week before the start date. Editing will usually have been booked many months earlier and I might not be top of mind if the client is busy with other commitments. A nudge costs nothing and is invariably appreciated by time-poor authors.

If I’ve already received the book file, the reminder is simply a courtesy to let them know I’m about to start working on their project, and to check that the file hasn’t been revised in the meantime. Otherwise, it’s a reminder of the date by which the author needs to deliver the file.

Summing up
Editors work in a variety of ways. The process I’ve outlined here might look very different to my colleagues’. Still, it gives you an idea of what to expect when you get in touch with me. 

If you have any questions, feel free to drop me a line. In the meantime, help yourself to the freebies. You don’t even have to hand over your email address to access them – just click and grab.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with crime, mystery, suspense and thriller writers.

She is an Advanced Professional Member of the Chartered Institute of Editing and Proofreading (CIEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast.

Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, connect via Facebook and LinkedIn, and check out her books and courses.
6 Comments
CeCe
28/2/2019 12:19:08 am

Thank you so much for writing this! Questions:

1) At what point are they sending you a sample? Is this during your back and forth? I noticed you don't request an upload on your contact page.

2) Is any part of this process automated?

3) I'm familiar with Dropbox. Do you have the paid version? Do you delete the files after a certain amt of time?

4) Do you use a project mgmt system? What tools help you run your business?

Apologies for all the questions. I'm a curious soul. Lol. As someone who is about to start a side hustle, I like getting a peek into how others work.

Reply
Louise Harnby
28/2/2019 11:51:57 am

Hi, CeCe!

1) it varies. I find there are no rules in this business. Some send me a sample when they get in touch. Some send it in reply to my first email to them. And some send it after I've asked for it.

I don't request an upload on the contact form because I want them to be able to start the conversation quickly. The upload requires them to create a sample by pulling it from their book file, then locating and uploading it ... it's just more for them to do! Some editors do include an upload function; it's just not my preferred way at the moment. I'm always tweaking and testing things so I won't say I'll never do it!

2) I don't automate any part the onboarding process. I have a bot on my 404 page to help 'lost' visitors get where they need to be, but other than that it's all about direct engagement. Sometimes that comes at the expense of a little efficiency but I can live with that!

3) I don't have the paid version of DropBox. I have 10GB storage, and that's enough. I started with 5GB but accrued some extra storage via referrals and gifts. Can't even remember how or when, to be honest!

As for deleting files, my Privacy Policy (which you can read here if you're interested: https://www.louiseharnbyproofreader.com/privacy-policy.html) states:

"How long do I keep your data for?
Because many of my customers and clients work with me more than once, I do not delete data unless specifically requested to do so.

HMRC requires me to keep records for 'at least 5 years after the 31 January submission deadline of the relevant tax year'. See 'How long to keep your records'.

Please ask if you want me to delete or amend your records. As long as I'm complying with HMRC's legal requirements, I'll action your request immediately."

I'm not sure where you live, but in case you're not from the UK, HMRC is Her Majesty's Revenue and Customs - basically the tax woman/man!

4) Tools: I don't use a project management system. I've created an accounts/project spreadsheet in Excel which works brilliantly for me. It includes formulae to help me record my data more efficiently (there's a sample here: https://www.louiseharnbyproofreader.com/blog/editorial-annual-accounts-template-excel). Some of the other tools I use in my business are included here: https://www.louiseharnbyproofreader.com/52-free-business-tools.html

Hope that helps!

Reply
CeCe
28/2/2019 04:07:45 pm

It does! Thanks for answering all my questions. Greatly appreciated.

Reply
CeCe
2/3/2019 06:42:46 am

Actually, one last question. I see that the booking confirmation page is your form of a contract. So, at what part of this process are you signing something? Is the client getting a copy of the form somehow?

Reply
Louise Harnby
2/3/2019 07:11:16 pm

Hi, CeCe. No handwritten signature is necessary for it to be legally binding. The confirmation form is the contract. By emailing that to me they consent to the terms. The client can screenshot their form or I can send them a copy of the one I receive if they ask for it.

Nikita Kovalenko link
17/6/2024 05:26:00 am

Hey Louise,

I think there might be ways we can collaborate.

Nikita :)

Reply



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