The client agrees that by engaging Clearlingo to provide proofreading and/or copy-editing services the client has read, and accepts, the Terms and Conditions as follows:

The client will be referred to below as ‘you’, and Marja Stack of Clearlingo will be referred to as ‘I’ or ‘me’.
Agreement to the Terms and Conditions
The client understands that by agreeing by email to the quote, the client agrees to the Terms and Conditions.

Scope of work
  • The job will be completed according to the specifications as outlined in the quote; either proofreading, copy-editing, e-book conversion or localisation.
  • The quote will be based on the information provided by you. Should this change, the quote will be adjusted accordingly and you will be informed prior to commencing work.​​​​​​
  • Should you decide after the job is complete that you would like the manuscript to undergo a second stage of editing, that work will be the subject of a separate agreement.
  • The copy-editing and proofreading will primarily be carried out by using Track Changes and Comments within a Word document, or the Comments function in PDF documents. In some cases you will be given a copy of my style sheet, which will include a list of all consistency-related style and spelling choices, and a log of consistency-related facts and descriptions.​
​​Copy-editing is defined as enhancing the writing to ensure the target audience receives the intended message in the style that is required and fit for purpose.

Copy-editing includes going through the manuscript twice before returning it to you.
 
During the two passes I check:
  • ​Content and structure - I check if the manuscript is complete. Does the list of contents match the headings and page numbers? Are footnotes necessary? Do clickable links work?​
  • Correct sentence and paragraph structure and phrasing - Errors in spelling, punctuation, grammar, style and usage.
  • Consistency and appropriateness of language - I check that the language used is appropriate for the target audience. That is, is it at the right level, or is the slang used likely to be understood or match the character. In fiction, I also check that characters haven't changed their name or hair colour, look for sudden changes from first to third person and monitor the timeline, among other things. I keep a style sheet of decisions on alternative spellings, hyphenation, italics, capitals, units of measurement, how quotations are presented and much more.
  • Layout of headings, paragraphs and illustrations – I format headings and paragraphs using Word styles and I check that images support the text, with clear captions.
  • Accuracy – I will check for misquotations, factual errors, misspelt names, misused words, numbers that don't add up and incomplete references, and will check or query them. I will also query anything that does not seem to make sense. However, the author is ultimately responsible for what they write.
  • Legal issues – I will flag any instances I see of plagiarism or breach of copyright, libel, obscenity, incitement to racial hatred. However, responsibility for these remains with the writer and publisher.
Copy-editing does not include extensive rewriting or restructuring, ghost writing,   proofreading, text or cover design, indexing, research, copyright permissions or project management.
Proofreading is defined as correcting mistakes to ensure that there are no errors that could detract from the published work, and that the work looks polished and professional. It is usually the final step before publication, and after all other levels of editing have been completed.

Proofreading includes going through the manuscript twice before returning it to you.
 
This includes checking and correcting:   
  • ​Spelling (following whichever convention is decided on).
  • Punctuation.
  • Grammar.
  • Typographical errors.
  • Overall consistency throughout the document of spelling as well as of fonts, page numbers, headings, line spacing, and numbers relating to references, contents and diagram lists etc.   
  • Formatting the document using Word Styles so that all parts of the document are consistent.      
​​Proofreading does not include copy-editing (unless a sentence is grammatically incorrect, it will not be changed for style reasons). If extensive changes are needed, I will first discuss the situation with you. Proofreading also does not include indexing, page layout/design, seeking permissions.    
e-Book conversion is converting a Word document into EPUB and MOBI files for uploading to e-book distribution platforms.
This includes:
  • formatting of the Word document to e-book requirements
  • cover and interior image placement (it does not include image design)
  • conversion of Word file to MOBI (for Kindle) and EPUB (for Apple and Sony devices, Kobo, Nook and more) using reflowable text format.
  • testing of file on all major e-reading devices
  • an EPUB file sent to you for your approval before finalising (client will need a software or an ereader to read EPUB format)
  • finished file provided in a ready-to-sell format as EPUB and MOBI files
  • advice on the self-publishing process (applying for an ISBN, uploading and managing your e-book on distribution platforms, and more).
e-Book conversion does not include image design, uploading to distribution platforms, managing distribution accounts, or book marketing, or editorial services, though editorial services can be added on as a package.

Localisation to New Zealand English from other variations of English.
This includes:
  • translating the document from source English to New Zealand English, taking into account local customs and values as well as measurements, currencies, etc.
Localisation does not include copy-editing or proofreading over and above direct translation. If the source document is found to have multiple errors, this may be indicated to the client and discussed.
​​​Timing
  • The date of the start of the project will be agreed in writing at the time of accepting the quote. This constitutes booking a scheduled service.
  • All material required to complete the project (as advised by me) will be required to be in my possession prior to 9.00 a.m. on the day of the agreed start of the project. Not receiving the documents prior to the start time may result in a cancellation of the project, with cancellation penalties as outlined below.
  • The deadline and manner of delivery of the completed document shall be set by mutual agreement. I shall make every reasonable effort to ensure, but shall not guarantee, that delivery dates are met.
  • The delivery date of the completed document may be changed by mutual agreement of both parties.
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Fees
  • I will provide a quote of the expected charges prior to undertaking work, which may require samples to be provided by you. Quotes remain valid for a period of thirty (30) days.
  • All charges are inclusive of GST.
  • Any changes or alterations to the scope, content or specification of the job requested by you after I have commenced the job shall be charged to you by the full standard rate.
  • I also reserve the right to charge at a rate higher than the standard rate where the following circumstances apply:
    • The job is unusually complex.
    • The document has been written by a person whose native language is not English.
    • The job calls for highly specialised professional knowledge or skill in order for it to be successfully completed.
    • The job must be completed within an unusually short timeframe.

Payment Schedule
  • Payment may be received by direct bank deposit or PayPal. Some fees may apply and will be itemised on the invoice.
  • In the case of a delayed payment, the start date of the project may be delayed. I will not be held responsible for deadlines not being met due to late payment.
  • Bookings accepted more than 30 days prior to the agreed start date:
    • Booking fee: A NON-REFUNDABLE booking fee of 10% of the total for all services scheduled more than one month in advance of the project start date will be due at the time the client agrees to the quote and the terms and conditions. The booking fee will be deducted from the final invoice. A space in my schedule is not reserved until this fee has cleared.
    • Deposit: A deposit of 50% of the total value of the project will be due 14 days prior to the agreed start date.
    • Balance: Payment of the balance is due 14 days after the return of the completed manuscript.
  • Bookings accepted within 30 days of the agreed start date:
    • Deposit:​ A deposit of 50% of the total value of the project will be due at the time the client agrees to the quote and the terms and conditions. 
    • Balance: Payment of the balance is due 14 days after the return of the completed manuscript.
  • In the case of a late payment, a one-off fee of $25 incl. GST will be added to the invoice. In addition, interest calculated monthly will be charged at the rate of 2% per month or part thereof.
  • All third-party costs in relation to collecting overdue accounts will be added to the invoice.
  • I shall be entitled to retain possession of the work undertaken for you until I have been paid in full for my work.
  • All original content remains the copyright of the client. However, I retain copyright on edited material until the invoice is paid in full, at which time I relinquish the copyright to you.

​Cancellation
  • In the case where the client cancels the contract – excluding for unforeseen reasons such as personal tragedy, natural disasters, etc. – it may result in financial penalty:
    • If a scheduled service is cancelled 30 days or more in advance of start date, the booking fee is forfeit.
    • If a scheduled service is cancelled less than 30 days prior to start date, 50% of the deposit, in addition to the booking fee, is forfeit, if the deposit has already been paid. If the deposit has not yet been paid, you will still owe the difference.
    • If the scheduled service is cancelled by the client during the booked space, during the project, the client will be charged 100% of the full service fee (less the booking fee).
  • In the unlikely case that I terminate the agreement, you will pay me for work completed up to the date of termination. 
  • You and I both have the right to terminate a contract for services at any time if there is a serious breach of its terms.
  • If, once the booking has been cancelled, you decide to reschedule, you will be scheduled for my next availability. There would also be a new non-refundable booking fee to secure the space.

​​Limitations and Liability
  • I do not guarantee a publishing contract, books sales or any other achievement as a result of services provided.
  • ​All due care will be taken by me to ensure accuracy, effectiveness and the factual accuracy of the work. However, the client accepts full responsibility for accuracy and originality as well as any residual errors that appear in the final version.
  • To the extent permitted by the laws of New Zealand, I accept no liability on any grounds for consequential damages or losses arising from any cause, including omission or negligence.
  • I am in no way responsible for advising on legal issues such as (but not limited to) privacy, copyright, defamation, intellectual property, business in confidence or representations made by the you in the material. I may, where possible, provide an opinion on questionable material as soon as it is discovered.
  • I shall not be held responsible for any loss to you due to delays not caused by me, loss of the subject matter in transit, or legal action against you as a result of publishing the document. 

Indemnity
  • I am not to be held responsible, or any incur costs from you or a third party, for any copyright infringement or other issues such as (but not limited to) privacy, defamation, intellectual property, business in confidence or representations made by the you in the material.

Applicable Law
  • All work is governed by the laws of New Zealand, and the Courts of New Zealand shall have the sole and exclusive jurisdiction to hear and determine all disputes in connection with claims arising from work produced by me.

Confidentiality
  • All work received is treated with utmost respect and confidentiality. No information will be shared with a third party without your written consent.

​ Public Disclosure and Promotion
  • Testimonials are the best way to thank me for a job well done, so if you feel inclined to offer one after we've finished the job, I'd be very appreciative. I may add this to my website testimonial page, and it can be anonymous if you require.
  • If you grant permission in writing, I'll feature your book cover on the Portfolio page of my website.
  • I enjoy promoting my clients through social media when there's news to share (such as publication or an award). This is a courtesy service on my part, not an obligation.
  • Note that I reserve the right to decline public credit for editing your project, including in the Acknowledgments and on my website, and to request that you do not publicise our working arrangement. I will notify you of this request should I feel it necessary.
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Updated: 27 November 2019