Terms & conditions

The terms and conditions I set out below will form the basis of our working contract if you decide to work with me. I hope that they explain clearly some of the more administrative processes involved. If you have any questions about any of the terms before we agree to work together, please let me know.

These terms were last updated on 16th June 2026.

1.1 The following are the terms and conditions of work to be agreed between you (the client) and me (Jessica Spencer, the editor). These terms will apply unless separate terms have been agreed.  

1.2 You are under no obligation to offer me work; neither am I under any obligation to accept work offered by you.

1.3 I will provide editorial service(s) as mutually agreed and confirmed in writing via email. I currently offer proofreading, copyediting and developmental/structural editing but can tailor a service to meet your specific project requirements.

1.4 The work will be carried out unsupervised at such times and places as determined by me, using my own equipment. I will not subcontract any work without prior agreement from you.

1.5 I confirm that I am self-employed, responsible for my own income tax and National Insurance contributions. I am not VAT registered.

2.1 Developmental editing and copyediting will be completed in Microsoft Word. Proofreading will be completed on PDF using Adobe Acrobat Reader commenting tools, or on hard copy. Should you require work completed using a different program or method, this will be agreed in writing before the start of the project.

2.2 The completed work will be delivered on or before the date agreed, for the agreed fee. The scope of work will have been previously discussed and agreed in writing (see point 1.3).

2.3 I hope that you will be happy with my work. However, should we agree that it has not met the expectations set out at the beginning of the project, I will do my best to rectify any concerns in my own time and at my own expense.

3.1 Fees will be charged either per hour OR an agreed flat fee for the job. This will be agreed in writing before work begins. 

3.2 An invoice for the full fee due will usually be sent to you at the end of the job with the final files.

3.3 If the project is lengthy, I may invoice periodically for completed stages. Invoicing schedules will be agreed at the start of the project.

3.4 Unless agreed otherwise at the outset, you will pay any fees due within 30 days of receipt of my invoice.

4.1 You retain all copyright to the content you deliver to me. Any content created by me during the editing process will be owned by you once I have received full payment for the work.

4.2 You will not hold me responsible for any expenses arising from copyright claims.

4.3 Copyright of any content created by me as part of the editing or proofreading process will become your copyright on full payment of the fee, unless otherwise agreed.

4.4 The content of the work will be kept confidential and will not be discussed with third parties without prior written permission.

4.5 In the event that the file I need to return to you is too large to attach to an email, I will transfer the file to you using SwissTransfer. If you prefer an alternative method of file transfer this will be agreed in writing beforehand.

4.6 I back up my files regularly on an external hard drive and also to OneDrive. If you do not wish your files to be stored on the cloud, you will let me know in writing at the start of the project.

4.7 I will keep your contact information for the purposes of invoicing and work communication only.

4.8  From time to time I like to mention projects I have worked on in promotional material on LinkedIn, Instagram and other similar platforms, as well as including it in my CIEP Directory entry. If you do not want me to mention your project in such a way you will notify me in writing at the start of the project.

5.1 Both you and I have the right to cancel the job should there be a breach of these terms.

5.2 Should you decide to cancel the job after I have begun work, I will invoice for the time already spent on the job if the fee has been set at an hourly rate. If the a flat fee has been agreed I will invoice for a proportion of the fee representative of the amount of work already completed.

5.3 A 50% charge of the full fee/agreed hours will be incurred if you cancel a booking less than a week before I am due to begin work, unless the cancellation is due to events outside of your control, in which instance I will be happy to discuss rescheduling the job.

6.1 I am a Professional and experienced editor with over 20 years' experience in editing. I have a Masters in Publishing and have completed editorial training from the Publishing Training Centre and the CIEP. Full details can be found here.

6.2  I am a Professional Member of the CIEP and as such follow the CIEP Membership Codes. 

6.3 I am also committed to continuing professional development.

7.1 I hold professional indemnity insurance, which provides cover in the unlikely event that an issue arises from professional error or omission. 

8.1 This agreement is subject to the laws of England and Wales.