contract of services

Last updated: 15th April 2026

1. General overview
1.1  These terms and conditions apply to any work done on behalf of the Client (you) by the Editor (me: Donna Hillyer, Freelance Editor).

1.2  I will provide editing services agreed upon (in writing) by myself and the Client.

1.3  By ‘editing services’, I mean any editorial work, to include, but not limited to: developmental editing, line editing, copy editing, proofreading, manuscript assessment, submission package assessment, sample edits.

1.4  By ‘coaching’, I mean any coaching work to include, but not limited, the coaching packages I offer (bronze; silver; gold; platinum; and diamond), calls and meetings in person.

1.5  The Client is under no obligation to offer me work; neither am I under any obligation to accept work offered by the Client.

1.6  The work will be carried out unsupervised at such times and places as determined by me, using my own equipment.

1.7  The work will be carried out by me. I will not subcontract editing projects, or parts of projects, to third parties.

1.8  I confirm that I am self-employed, am responsible for my own income tax and National Insurance contributions, and will not claim benefits granted to the Client’s employees.

1.9  I am not VAT-registered.

2. Project terms
2.1  Prior to commencement of the work, the Client and I will agree, in writing (including email), the terms of the project, for example:

  • the medium in which the editing service will be carried out (e.g. in Word, on PDF, on paper)

  • how the material will be annotated (e.g. Track Changes in Word, BSI correction symbols on paper)

  • the length of time required to complete the project, as advised by me

  • a fee for the project, based on a quotation supplied by me, in writing (including email), following my evaluation of the material to be proofread/edited and the time frame required to complete the job

  • if the projected word count changes before final delivery, the fee will be adjusted accordingly

  • any expenses (e.g. postage) that the Client will bear in addition to the costs of the editing service

  • the date by which the material will be delivered by the Client to me, which is no later than 24 hours before the agreed start date unless otherwise agreed

  • the latest date by which the completed project will be returned, following my advice, to the Client

2.2  Please note that if, on receipt of the project to be worked on (or at an early stage), it becomes apparent that significantly more work is required than had been anticipated in the preliminary discussion/brief or from the sample supplied, I may renegotiate the fee and/or the deadline, or decline to carry out the work.

3. Quotations and fees
3.1  For editorial or coaching services with a variable rate, I will evaluate a representative sample of the materials to be worked on, and have a discussion with the Client as to what is required if needed, after which I will provide my quote.

3.2  I am happy to provide a sample edit if required.

  • 3.2.1 There is a £50 one-off charge for one hour of sample editing. This can be redeemed against the fee total should you choose to go ahead with that specific service.

  • 3.2.2 If you have requested more than one sample edit, it is only the sample edit for the service being progressed that can be redeemed against that service, if you book this; the other sample edit fees are non-refundable.

  • 3.2.3 You are not obliged to take up a service after a sample edit; if you choose not to, the sample edit fee is non-refundable.

3.3  Once the Client and I have agreed the full fee, it is non-negotiable unless the Client extends the word count of the job or requests additional services, or the project requires more work than anticipated (at which point there would be a discussion). In this case, a revised quotation and job-completion date will be negotiated.

3.4  The Client will pay me a fee per 1,000 words OR per hour OR an agreed flat fee for the project, as agreed in writing.

3.5  After the booking fee is paid, and I will supply the Client with a Project Intake Form, after which we’ll use to agree the project scope, objectives, deadlines and deliverables.

3.6 On return of the Project Intake Form for editing, I will supply the Client with an invoice for payment of the Stage 2 payment (see 5.4.2), to be paid 14 days in advance of the project commencement date. The project will begin following receipt of this payment.

3.7  After the project has begun, I will supply the Client with an invoice for the final payment, Stage 3 (see 5.4.3), to be paid by the project completion date. The project will be returned to you following receipt of the final payment.

3.8  Unless otherwise agreed, the fee quoted is for one pass of a manuscript. Additional passes are new projects, the terms of which will be agreed separately.

3.9 On return of the Project Intake Form for coaching (packages Bronze, Silver, Gold, and Platinum), I will supply the Client with an invoice for balance to be paid ahead of the project commencement date. The project will begin following receipt of this payment. Note: Diamond coaching is a subscription service.

3.10 The fee quoted for an in-person meeting includes up to two non-alcoholic beverages (no food or alcohol included in the fee).

4. Project Intake Form
4.1  The return of the Project Intake Form is an agreement to the contract of services between me and the Client.

4.2 Following payment of the booking fee, the Project Intake Form must be returned within two weeks to secure the booking.

5. Booking/Coaching Fee and Payments
5.1  After paying the booking/coaching fee, and filling in and returning the Project Intake Form, the Client:

  • agrees to secure my services for a specific and mutually agreed-upon project, at a specific and mutually agreed time;

  • confirms that they have read and agreed to the terms and conditions herein. From thereon, the terms of the cancellation policy (see below) apply.

5.2  The booking will only be scheduled once: 1) the booking/coaching fee has been paid by the Client; and 2) the Project Intake Form has been received by me.

5.3  If the booking/coaching fee has been paid but the Project Intake Form is not returned within 30 days of the payment date, the booking is cancelled; the booking/coaching fee is non-refundable.

5.4  PAYMENT STRUCTURE > Editing:

  • 5.4.1 Stage 1: £100 booking fee to secure the booking;

  • 5.4.2 Stage 2: the Client will pay 50% of the remaining balance fee 14 days in advance of the project commencement date (the project will commence following receipt of this payment);

  • 5.4.3 Stage 3: the Client will pay the outstanding project balance by the agreed completion date; the project will be returned to you following receipt of the final payment.

5.5  PAYMENT STRUCTURE > Coaching:

  • 5.5.1  Bronze package: payment in full on booking

  • 5.5.2  Silver package: payment in full on booking

  • 5.5.3  Gold package: payment in full on booking

  • 5.5.4  Platinum package: payment in full on booking

  • 5.5.5  Diamond package (subscription): billing every 4 weeks over 3 months; sign-up via website; the first payment is the booking fee and is non-refundable

  • 5.5.6  Meeting in person: payment in full on booking

6. Cancellation policy: Terms and fees
6.1  Both the Client and I have the right to terminate a contract for services at any time if there is a serious breach of its terms.

6.2  Following receipt of the booking fee, the Client has the the right to cancel this contract within 14 days without giving any reason. The cancellation period will expire 14 days after the day on which the Client, or someone they nominate, enters into the service contract by paying the booking / coaching fee. To exercise the right to cancel, the Client must inform me (Donna Hillyer) of your decision to cancel this contract by a clear statement (e.g. a letter sent by post or e-mail)

6.3  I may cancel a service at any time for any reason by providing written notice (including email) to the Client. In the unlikely event that I cancel a service, I will provide a prorated refund of any overages of fees paid (including the booking fee).

6.4  If I am touched by extraordinary or difficult circumstances that cause cancellation (e.g. family crisis, illness, bereavement), I will contact the Client in writing at the earliest opportunity and do my best to renegotiate the time frame of the project. If the Client would rather not reschedule, and would prefer to cancel the project at that time, the booking fee and monies paid to that point will be refunded.

6.5  CANCELLATION PRIOR TO PROJECT COMMENCEMENT> EDITING SERVICES :

  • 6.5.1 If the Client wishes to cancel with 14 days’ notice or more, the booking fee will not be refunded but no other charge will apply.

  • 6.5.2 If the Client wishes to cancel with 7-13 days’ notice, I reserve the right to invoice for 50% of the remainder of the outstanding balance.

  • 6.5.3 If the Client wishes to cancel with 6 days’ notice or less, I reserve the right to invoice for 100% of the remainder of the outstanding balance.

6.6  CANCELLATION DURING THE PROJECT > EDITING SERVICES: If the Client cancels the work during the project, I reserve the right to invoice for 100% of the outstanding balance.

6.7  CANCELLATION PRIOR TO PROJECT COMMENCEMENT> COACHING SERVICES:

  • 6.6.1 If the Client wishes to cancel after the 14-day cooling-off period, the booking is non-refundable.

  • 6.6.2 If the Client wishes to cancel the Diamond package subscription, this can be done on the website, and services remain in place for the remainder of that billing cycle.

6.8  If in the unlikely event that the Client does not supply the file for editing to me by the start date, the project is deemed to have been cancelled by the Client, the slot in my schedule will be released, and the Client will be invoiced for 100% of the outstanding balance as per these terms.

7. Confidentiality
7.1  The nature and content of the work will be kept confidential and not made known to anyone other than the Client and its contractors without prior written permission.

7.2  I will not, under any circumstances, upload the Client’s files to external websites or distribute them to third parties unless specifically authorised to do so, in writing, by the Client.

7.3  Under the terms of the Data Protection Act 1998, the Client and I may keep on record such information (e.g. contact details) as is necessary. Either may view the other’s records to ensure that they are relevant, correct and up to date.

8. Copyright
8.1  All content delivered to me by the Client for the project is owned by the Client.

8.2  In this respect, the Client agrees to hold me harmless from and against all claims, liabilities and expenses arising out of any potential or actual copyright or trademark misappropriation or infringement claimed against them.

8.3  Following payment of my invoice, any content created by me as part of the editing process will become the copyright of the Client unless otherwise agreed.

9. Quality assurance
9.1  While I aim for perfection, the reality is that it’s impossible for every single error in a document to be identified by one editor. Also, what’s deemed right and wrong in this area can be subjective. In a publishing house, a manuscript goes through several stages of editing and review, with different professionals, for this reason.

10. Legal jurisdiction
10.1  This agreement is subject to the laws of England and Wales, and both the Client and I agree to submit to the jurisdiction of the English and Welsh courts. 

11. Privacy policy and the GDPR
11.1  Because many of my customers and clients work with me more than once, I do not delete data unless specifically requested to do so. Also, HMRC requires me to keep records for ‘at least 5 years after the 31 January submission deadline of the relevant tax year’. 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.

12. REPRESENTATIONS AND WARRANTIES

12.1  The Client hereby represents and warrants that no part of the work was created by the use of Generative AI or other Large Language Model (LLM) technology.

12.2  I, the Editor, hereby represent and warrant that no part of the work will be edited by the use of AI or any automated system aside from the basic, non-enhanced spell check, grammar check, and Find & Replace functions of Microsoft Word.

13. Acknowledgements in published works
13.1  There is no requirement for the Client to mention me in the published work’s acknowledgements section. However, the Client agrees that I will have the opportunity to review any such mention prior to publication, or to decline to be mentioned.