• Photocopying
• Printouts
• Inputting copy
• Long-distance phone calls
• Parking
• Travel
• Couriers and postage
• Other: ___________________
  

4. Termination
This agreement may be terminated by either party in the event of material change of circumstance, with _____ days’ notice sent in writing to the other party at the address shown below. If the Editor terminates the agreement, the Editor will be paid by the Client for work done up to the date of termination. If the Client terminates the agreement, the Editor will be paid by the Client for the work done or until termination, or whichever amount is greater.

5. Special Clauses
The editorial credit line shall read ___________________ and shall appear on ___________________ page, at the option of the Editor and the Publisher.
Other:
_________________________________________________________
_________________________________________________________

6. Indemnity
Editing is intrinsically a process of offering advice and suggestions to the Author and Client. In addition to offering such advice and suggestions, the Editor’s responsibility is limited to notifying the Client of any unresolved differences with the Author before the work proceeds to the next stage of production. Although the Editor will make every effort to bring questionable material to the attention of the Client, the Client agrees to indemnify and save harmless the Editor from any and all claims or demands, including legal fees, arising out of any alleged libel or copyright infringement committed by the Author or Client in creating the work.

7. Applicable Laws
The terms of this agreement shall be interpreted according to the laws of the state of Colorado. This contract may be changed only by written agreement between the Editor and the Client.

Signed by the parties to this agreement on ___________________ (date).
Signature: ______________________________________________
Editor’s printed name: ____________________________________
Address: _______________________________________________

Signature: ______________________________________________
Client’s printed name: ____________________________________
Address: _______________________________________________

Schedule A

Definitions of Terms
Developmental/project editing: Coordinating and editing a project from proposal or rough manuscript to final manuscript, incorporating input from authors, consultants, or reviewers. Does not include the following unless specified:

• Budgeting
• Hiring
• Design supervision
• Production coordination
  

Rewriting: Creating a new manuscript or parts of a manuscript on the basis of content and research supplied by Author. Does not include the following unless specified:

• Research
• Writing original material
  

Substantive/structural editing: Clarifying or reorganizing a manuscript for content and structure. Does not include the following unless specified:

• Research
• Writing original material
• Negotiating changes with Author
  

[Note: The agreement will specify whether changes are to be suggested or drafted; if the latter, it will specify whether changes are to be made to hard copy or to the electronic manuscript.]

Stylistic editing: Clarifying meaning, eliminating jargon, polishing language, and other non-mechanical line-by-line editing. Does not include the following unless specified:

• Checking or correcting reading level
• Creating or recasting tables or figures
• Negotiating changes with Author
  

[Note: The agreement will specify whether changes are to be suggested or drafted; if the latter, it will specify whether changes are to be made to hard copy or to the electronic manuscript.]

Copyediting: Editing for grammar, usage, spelling, punctuation, and other mechanics of style; checking for consistency of mechanics and for internal consistency of facts; inserting head levels and approximate placement of art; editing tables, figures, and lists; notifying Designer of any unusual production requirements. The term copyediting is often loosely used to include stylistic and even structural editing, fact checking, and markup. It is not so used in this agreement. These other tasks must be specified. Does not include the following unless specified:

• Metrication
• Providing or editing art manuscript
• Providing or changing system of citations
• Editing index
• Writing or editing captions or credit lines
• Writing running heads
• Obtaining or listing permissions needed
• Providing front matter (prelims), cover copy, or Library of Congress cataloguing-in-publication data
• Editing preface or foreword
• Negotiating changes with Author
• Seeking approvals from Client’s representatives
  

[Note: The agreement will specify whether changes are to be made to hard copy, to the electronic manuscript, or to both.]

Markup/electronic coding/tagging: Inserting codes to manuscript, either on hard copy or electronically, to indicate design elements. Does not include the following unless specified:

• Creating design in the electronic file
• Creating art
  

Fact checking/citation checking/reference checking: Checking accuracy of facts and quotes by reference to original sources used by Author or to other reference sources.

Indexing: Producing a key to the contents of a work. Includes reading and analyzing the work; choosing subjects, concepts, and other elements that together form a systematic guide to the information contained in the work; arranging these elements into entries consisting of headings and subheadings and their locators (for example, page numbers); and arranging the entries alphabetically or in some other searchable order.

[Note: The agreement will specify whether the Client will provide a style sheet.]

Picture research: Locating suitable photos or artwork. Does not include the following unless specified:
Reading manuscript and composing picture list

• Setting and maintaining budgets
• Searching for artists’ references
• Obtaining pictures and permission releases
• Arranging for and supervising set-up shots
• Editing and choosing pictures
• Writing captions, labels, or source lines
• Organizing pictures for scanning
• Returning pictures
• Negotiating usage fees
• Sending final usage letters
  

Permissions: Locating source information and obtaining permission releases for copyrighted material. Does not include the following unless specified:

• Reading manuscript and composing list of permissions needed
• Setting and maintaining budgets
• Negotiating usage fees
  

Production Coordination: Coordinating and supervising design, formatting, and proofreading stages, and ensuring integration of design and content. Does not include the following unless specified:

• Preparing printer’s specs or obtaining quotes
• Formatting
• Proofing
• Inputting changes
• Checking vandykes or bluelines or other types of proofs and film
  

Note: Projects are assumed to be one color only unless otherwise specified.

Proofreading: Checking proofs of formatted, edited material for adherence to design and for minor, mechanical errors in copy (such as spelling mistakes or small deviations from style sheet). The term proofreading is often loosely used to include copyediting and other tasks. It is not so used in this agreement. These other tasks must be specified. Does not include the following unless specified:

• Incorporating or exercising discretion on Author’s alterations
• Copyfitting
• Checking accuracy of running heads and folios
• Checking page breaks • inserting or checking page numbers to contents and page references
• Marking colour breaks
• Flagging or checking location of art
  

[Notes: The agreement will specify whether proofs are to be read in isolation or “to copy” and whether a style sheet will be provided. It will also specify whether proofs are first, second (or subsequent), or final pages.]

Desktop publishing: Creating a formatted document from an electronic manuscript according to a Designer’s instructions or a style template. Includes sizing and placement of art and setting front and back matter. Does not include the following unless specified:

• Establishing design
• Creating cover art
• Formatting index
  

Note: Projects are assumed to be one color only unless otherwise specified.

Many editorial and production stages have the potential to require follow-up in the form of (1) editing and incorporating Author’s responses and (2) checking corrections after they have been input. This agreement does not include responsibility for such follow-up unless specified (e.g., “copyediting, including incorporating author’s responses to queries, and checking the input thereof”).

_______________________

*This contract is adapted from one written by the Editors' Association of Canada.