How to Prepare Your Manuscript for an Editor: Checklist

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You have typed The End, revised your draft and found an editor. Now all that is left is to send the file. But before you hit send, take a moment. Knowing how to prepare your manuscript for an editor saves you money, gets you better feedback and avoids misunderstandings. Use this checklist to make sure your book is ready.

Why preparation pays off

Your editor has a limited amount of time for your manuscript. Every minute spent on typos, chaotic formatting and leftover notes is a minute not spent on what you are paying for: plot, characters and style. The cleaner your manuscript, the deeper the edit can go.

Content checklist

• Is it really finished? If scenes are missing or you plan major changes, it is too early. Every big change after the edit makes part of the work obsolete.
• Have you revised it yourself? At least one, better two full revision rounds.
• Did beta readers see it? They find plot holes and slow chapters for free.
• Are all placeholders gone? Search for notes like [name], TK or XXX.

Formatting checklist

• File format: Word (.docx). PDFs cannot be edited properly.
• Font: A standard, readable font like Times New Roman in 12 point.
• Line spacing: 1.5 or double, so comments are easy to read.
• Chapters: Use real page breaks, not dozens of empty lines.
• Indents: Set first line indents in paragraph settings, not with tabs or spaces.
• Scene breaks: Mark them consistently, for example with three asterisks.
• One file: The whole manuscript in one document, not one file per chapter.
• Clean file: Accept or reject all old tracked changes and delete old comments.

If your editor asks for a different format, follow their instructions.

Consistency checklist

• Are all names spelled the same throughout? Fantasy names are especially prone to variants.
• Are quotation marks consistent?
• Do you write numbers consistently as digits or words?
• Is the tense consistent?

Finally, run a spell check. It will not catch everything, but obvious typos are gone in minutes.

Self-editing before the edit

These quick passes make a big difference:

1. Big picture: Read the whole manuscript in as few sittings as possible and note where it drags or where logic fails.
2. Scenes: Does every scene have a purpose? Does every chapter end with a reason to keep reading?
3. Language: Search for your filler words (just, really, very, actually, suddenly) and repeated reactions like sighing, nodding or smirking.
4. Read aloud: Especially dialogue. Where you stumble, readers will too.

What your editor needs to know

A short cover note helps your editor enormously. Include:

• Genre and audience: for example dark romance, 18+
• Short synopsis: one or two paragraphs
• Character list: especially with many characters or unusual names
• Deliberate style choices: present tense, slang, dialect, British or American spelling
• Your concerns: where you feel unsure, such as a sagging middle or a character who does not work
• Series information: summaries of earlier books if it is a sequel
• Deadline: your planned release date, with buffer

Example cover note

Genre: dark romance, 18+
Length: approx. 92,000 words, 31 chapters
POV: first person, alternating heroine and hero, present tense
Spelling: American English
Synopsis: A journalist investigates a mafia family and is kidnapped by its heir, who uses her as leverage. A dangerous attraction develops between them.
Concerns: I am not sure the hero’s change in chapter 18 is believable, and the middle may be too long.
Release: planned for March

After you send it

Do not keep working on the file while it is being edited. Otherwise you end up with two versions that are painful to merge. Use the time for your cover, blurb or marketing plan instead.

Formatting mistakes editors see most often

• Empty lines instead of page breaks: New chapters start after ten empty lines. As soon as text moves, everything shifts.
• Indents with spaces: Paragraphs indented with spaces or tabs instead of paragraph settings.
• Mixed fonts: Copied passages bring different fonts and sizes. Select all and apply one style.
• Manual hyphenation: Hyphens you added by hand end up in the middle of lines later. Leave hyphenation out of the manuscript.
• Hidden comments and changes: Old comments or unaccepted tracked changes from beta readers.
• Inconsistent scene breaks: Sometimes asterisks, sometimes a blank line, sometimes nothing.

British or American English?

Decide on one variant and tell your editor. Spelling (colour or color), punctuation (single or double quotation marks) and some vocabulary differ. Many self-published authors choose American English because a large share of English-language ebook sales comes from the US, but British English is just as valid. What matters is consistency throughout the book.

Confidentiality and file safety

• Keep a backup of the exact version you sent.
• Name your files clearly, for example Title_Edit_v1.
• Agree on how the file is transferred and when it is deleted after the project.
• Make sure shared cloud links are only accessible to the people involved.

Planning your timeline

A common mistake is a schedule that is too tight. Plan backwards from your release date: two to four weeks for formatting, cover and upload; one to three weeks for proofreading; two to four weeks for working in the edits; two to six weeks for the edit itself; plus waiting time until your editor has availability. That is why it is wise to contact editors three to four months before your planned release.

After the edit: working in the changes

When your manuscript comes back, start with the summary or the big comments. Work through the content issues before you look at individual sentences. Do not accept changes blindly. Check every suggestion and ask if something is unclear. Then book the final proofread to catch the new errors that inevitably appear. More on the different steps is in Developmental Editing vs. Copyediting vs. Proofreading.

Series and sequels

For a sequel, send a short summary of the previous books and a list of recurring characters and places. If you have a series bible or timeline, include it. This helps your editor spot contradictions with earlier volumes, such as a character’s eye color that changes or a sibling who suddenly becomes younger.

A final check before you hit send

Open the file once on another device or export it as a PDF to look at it. You will see whether formatting holds, whether chapter breaks are in the right places and whether special characters display correctly. Also double-check that you are sending the latest version. Anyone who has worked with several files can easily send an older draft by mistake. A quick look at the date and the last pages saves a lot of trouble later.

What not to worry about

You do not need a perfect manuscript before editing. That is what editing is for. Typos, the odd clunky sentence or a scene you are unsure about are completely normal. The goal of preparation is not perfection, but a clean, complete and clearly structured file that lets your editor work efficiently.

Frequently asked questions

Can I send a Google Doc?

Most editors prefer Word because tracked changes are more reliable there. Google Docs can easily be exported as .docx.

Should I send the acknowledgments and blurb?

Yes, if they will be published. They deserve the same care as the rest of the book.

What if I find an error after sending?

Note it and fix it after the edit. Do not send a new version unless you have agreed it with your editor.

Should I use a spell checker before sending?

Yes. It removes obvious typos and leaves your editor more time for content and style.

Do I need to print my manuscript?

Not for sending. For your own revision, a printout can help, because you read differently on paper and catch more errors.

How long should my cover note be?

One page is enough. Focus on genre, length, point of view, deliberate style choices, your main concerns and your deadline.

Should I tell my editor about my target readers?

Yes. Knowing whether you write for adult dark romance readers or for a younger new adult audience changes how an editor judges tone, heat level and content warnings.

Can I send my manuscript in parts?

It is better to send the complete manuscript at once. An editor needs the whole book to judge structure, pacing and character arcs.

Conclusion

A finished story, clean formatting, consistent spelling and a short cover note let your editor focus on what matters. The better you prepare, the more you get out of every euro you invest in editing.

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