What Does a Nonfiction Copy Editor Do? And How Much Does Copy Editing Cost?

What is copy editing? And how much does copy editing cost?

If you’ve found this article, and you’re writing a book, you’re probably wondering exactly that.

Many people don’t know.

And it’s one of the different types of editing that you can (and should) get for your manuscript.

In talking with potential editing clients many questions often come up surrounding copy editing (also spelled copy editing).

Rates may vary. And freelance editors who have their own websites aren’t often transparent about their rates, which adds to the confusion.

Here’s a link to my copy editing services for American nonfiction authors.

Here’s a link to my self-publishing checklist for American nonfiction authors.

What does a copy editor do?

Copy editing (sometimes spelled copyediting) is a sentence-level edit that fixes grammar, punctuation, capitalization, and spelling errors, and that ensures that dates and numbers are properly written.

Copy editors find and fix inconsistencies and continuity issues.

Copy editors also look for overly repetitive words and phrases.

A copy editor’s main goal is to get the manuscript in alignment with the industry standards for proper English usage and to make sure the manuscript conforms with the standards laid out in a style guide—The Chicago Manual of Style, typically.

They also use Merriam-Webster’s Collegiate Dictionary to resolve any spelling or hyphenation errors.

As The Copyeditor’s Handbook puts it, “you can conceive of a copyeditor’s chief concerns as comprising the “4 Cs”—clarity, coherency, consistency, and correctness—in service of the “Cardinal C”: communication (p. 3).

Copy editors also format references and bibliographies. They format captions and ensure internal consistency. They may format tables. They may review jacket copy. Some copy editors also review book descriptions. (If you’re looking for a book description copy writer for your nonfiction book, click here.)

Here’s a link to my copy editing services for US nonfiction authors.

When does copy editing happen?

You’ll want to get copy editing before you submit your manuscript to an agent or publisher.

They’ll expect to see highly-polished work.

If you traditionally publish, your book will likely be subjected to an additional round of copy editing after you submit the final draft, as part of the production and publication process.

What do you get with copy editing?

A copy editor will mark up your manuscript in Microsoft Word or Google Docs using Track Changes and may leave comments or questions called “editorial queries” for you using the Comments feature of Word.

You’ll then have to approve the changes/edits and resolve the questions on your own.

In rare cases, some editors work with a printed copy or request a printed copy for their own reference.

Sometimes there’s some back and forth with the copy editor, especially if it’s a copy editor paid by a traditional publisher.

A copy editor completes a style sheet for the author or publisher as part of their work. Yes, you need a style sheet.

A style sheet is a several-pages-long record of formatting decisions or rules applied to the manuscript.

It lists out how dates are written, how numbers and inclusive number ranges are written (for example, “spell out numbers one through ninety-nine”), and how any words with alternate spellings are to be spelled.

A style sheet not only helps to eliminate future errors. It is instructive for authors in that it will help you write more correctly and more consistently in the future.

Copy editing vs. line editing

Some copy editors (myself included) check sentence length, word choice, and the ordering of sentences with a paragraph and the flow between the paragraphs.

These line editing tasks may be separate tasks. Or they may be considered part of copy editing. Generally speaking, line editing costs more than copy editing.

If you are looking for copy editing that includes line editing, be sure to ask for it.

Copy editing vs. proofreading

Copy editing is not the same as proofreading. Copy editing happens before proofreading.

Proofreading is the process of checking ebook or print book files that have been designed and prepared for publication. Proofreading involves checking for typos or mistyped letters, or any errant formatting that no one caught before, or that was introduced during the design and layout process.

How much does copy editing cost?

Now I’ll break down the typical cost for copy editing a book with average rates for copyediting services.

FYI, here’s a link to my copy editing services for nonfiction books.

How do copy editors charge?

Copy editors charge

by the hour

by the total word count

by the page (assuming 250 words per page or the standard double-spaced 12-pt font with 1-inch margins),

or by the project.

How much do copy editors charge?

Rates vary depending on the nature of the work, the time frame of the assignment, the degree of special expertise required, the editor’s experience, and other factors.

Nonfiction copy editing costs more than fiction copy editing.

In part that’s because there are more fiction editors out there. And nonfiction books often have references that need to be formatted and have more terminology that the copy editor must keep track of.

Nonfiction editors may charge more for business, science, academic, and medical books. Attribute this to supply and demand and the more specialized skills required.

According to the Reedsy platform’s “How Much Does It Cost to Self-Publish” resource, the average cost of copy editing is $0.025 per word. It’s worth noting that Reedsy matches authors with the best-of-the-best in the freelance editing biz. (Here is nonfiction book editor Daniel Tortora’s listing on Reedsy.)

The Editorial Freelancers’ Association (EFA) website offers another data point for editorial rates for all types of editing services.

In 2019, the EFA surveyed its members about projects they invoiced and/or collected payments from during the 2019 calendar year, and here’s what it said about copy editing rates. (A page is defined as 250 words, the industry standard for a manuscript page.)

Average copy editing rates for fiction books are $36–$40/hr, $.02–$.029/wd, with an average pace of 7–10 pages/hr.
Average copy editing rates for nonfiction books are $41–45/hr, $.03–$.039/wd, with an average pace of 4–6 pages/hr.
Average copy editing rates for business/sales books are $46–$50/hr, $.04–$.049/wd, with an average pace of 4–6 pages/hr.
Average copy editing rates for medical/STEM books are $46–$50/hr, $.04–$.049/wd, with an average pace of 4–6 pages/hr.

In the book Writer’s Market 100th Edition: The Most Trusted Guide to Getting Published, readily available on Amazon and in most public library systems, the “How Much Should I Charge Section” gives editorial rates based on a survey of 17 professional organizations.

That’s right. These rates are based on a survey of 17 professional organizations.

Writer’s Market is readily available on Amazon and in most public library systems.

According to Writers Market 2020 (an earlier edition), average rates are as follows:

Average copy editing rates for a trade book—your typical traditionally-published book—are $46/hr, $4.22/page.

Most trade books are light on the footnotes and citations, so the work goes a bit faster, which probably explains the lower per-word rate here.

These figures are a few years old, so $50/hr and $4.50/page seems more like it.

Using an editing services company vs. hiring a freelance editor

If you want to be able to ask follow-up questions and if you want to be able to select an editor with experience editing your type of book, hire a copy editor from a small company or a sole proprietor.

Rates vary from one freelancer or small company to the next.

One of the so-called big companies offering copy editing services is BookBaby.

They charge $7 per page. Line editing is $10 per page. But you’re not able to discuss anything directly with the editor, nor can you choose your editor.

You have no idea if you’re getting someone experienced in the type of book you’re writing.

Scribendi.com operates a similar way.

Whoever you hire, get a firm estimate, in writing, and have it spelled out precisely what the copy editor will do to your manuscript and what you’ll get in return and when you’ll get it.

Ask if line editing is included or not.

You should get a style sheet, and you may also want a brief report or a follow-up phone call.

Alternatives to copy editing / how to save money on copy editing

“Woah!” you might say. But consider the alternative. Do you have that level of editing experience? Do you want to look second-rate and jeopardize your book’s sales and your future opportunities?

With a good copy editor and some experience you’ll gain knowledge and experience, meaning that in the future you will require less of your copy editor and it will thus cost you less.

Still, if you find yourself on a shoestring budget, or if you want to save money, there are some things you can do.

One, you can learn to self-edit.

Get yourself a copy of The Copyeditor’s Handbook and The Chicago Manual of Style. Get the most recent edition! Fair warning: It will take months to get semi-competent at this.

Two, you can use AI editing software.

In recent years, various AI editing tools have been developed and improved, such as ProWritingAid, Grammarly, and Authors.ai.

These tools provide data-based reports on writing mechanics and grammar, mostly. They scan and look for passive voice, typos, readability, sentence length, repeated usage of adjectives and adverbs, and other such things.

Some authors see them as an acceptable substitute for a human copy editor.

But they can be complicated to use, interpret, and act on.

Third, you can utilize beta readers.

Beta readers vs. copy editors

A beta reader is an avid reader in your genre who will do the job of a proofreader (and sometimes some light copyediting) on a tight deadline. Beta readers can be fans of your work, gifted (and properly paid) college students or graduate students, or colleagues.

Beta readers typically enter the scene during the final editing stage. They often get a free final copy of the book as compensation. Some of my clients, and many academics or academic publishers, (offer to) pay beta readers a small amount.

A beta reader isn’t a copy editor, per se. A beta reader is a pre-proofreader—who is able to zoom out just a bit more than a proofreader would.

Learn more in my article “How to Successfully Use Nonfiction Beta Readers.”

Fourth, read Dreyer’s English.

Dreyer’s English is also a great book for the budget-minded author.

It will help you write more concisely and avoid many of the common grammar and usage errors that plague authors.

Fifth, shorten your book manuscript.

And finally, if you’re concerned with the price of copy editing, try to write a shorter, more concise book in the first place.

If you need to cut words, read my article, “Shorten Your Manuscript with These 12 Tips.”

Now that you’re up to speed on all things copy editing,

You might also be interested in

Happy writing!

–Daniel

Nonfiction Copy Editing Services: What Does a Nonfiction Copy Editor Do and How Much Does Copy Editing Cost?