When seeking quotes from a freelance proofreader or an editor (or before you hire any kind of freelancer), it’s useful to create a good job brief. This blog explains why a good brief is useful and how to create one.
A good brief will attract quotes from the pros and help to filter out the cowboys
A solid brief will help you to attract quotes from professionals – not just the typical cowboys on freelance websites and social media. You’ll notice the difference in the quality of responses. This is because good briefs attract professional and experienced proofreaders and editors, as they can quickly discern when a job is worth their time responding to. Creating a tailored quote is time-consuming and you want to avoid people that send copy-and-paste responses.
There’s an additional benefit: a good brief will also help guide your communication and relationship with your freelancer as the project gets underway.
Below is some advice on what to include in your brief. Aim to be accurate – set out what the work is and what you want. Don’t write creatively. Write in bullets if this helps you. A clear brief will allow the freelancer to assess the level of work needed and to provide a fair and accurate quote for their time. (Every freelancer has a different way of working this out.)
Description of the project
When describing the project, remember to write to the point. Don’t just rely on AI and don’t upsell. Focus on what matters:
- Define the genre or type of text/manuscript, e.g. memoir, home improvement blog, weight loss app.
- Describe the intended audience/market.
- What is the purpose of your text? Is it meant to help people?
- What is your main objective, e.g. to create a serialised set of books, to create a memoir for the family, to create interest in your services as an expert.
- Mention your writing experience. Have you published before (online and elsewhere)?
- The intended medium the project will appear in is, e.g., blog, ebook, pamphlets.
- How will the project be sent to/accessed by the freelancer? Email, web platform, shared drive?
- What is your deadline? Are you flexible? (There’s more about schedules below.)
Level of edit
What type of edit do you want? Proofreading, copy-editing or structural/developmental editing? (See my blog on different levels of edits here). Do you need them to check for specific problems? Are you concerned about repetition, loss of message, illogical or contradictory instructions, or inconsistency in the voice? Do you want quotes left as they are?
If your style deliberately changes within the text, e.g. one part of the website is formal, but other parts are meant to be informal, explain this.
Language
Are there any language specifics that need consideration? US English? Readers in the 5-8 year old category? Plain English? Is it a book for English learners? Are colloquialisms to be left in? Is contracted English allowed, e.g. there’ll. Are there slurs to be aware of and are they justified?
Style sheet or House style guide
Attach your style sheet or house style if you have one (see blog post about using style sheets here). You can ask your freelancer to create one for you – there is usually an additional fee for this.
Is there a different style for illustrations, infographics, photos, audio files, etc? If there is, don’t forget to mention it.
List materials
List materials to be delivered, to follow later, or not being delivered. This may include certain chapters, author acknowledgements, preface, blurb, index, glossary, etc.
Communication
Explain how you want the communication process to work. Your freelancer may have questions as they work through the project. Do you prefer questions by email, phone, texts? Telegram or WhatsApp? Do you want questions asked as issues arise or for several questions to be batched together and asked at the same time? What is the best time of the day for the freelancer to call you? When can the freelancer expect you to reply to messages/emails? Mentioning this level of detail may seem strange good communication is key to any project working out.
Schedule
Suggest a rough date for work to begin and a deadline. If you are suggesting Monday 12th, state a time too, like 17.00 GMT. Remember to allow for time for the items that will be sent later to the freelancer. If you are unsure how to calculate a schedule for the freelancer, my suggestion (though you may find my estimates too cautious) is by alloting:
- Proofreading one hour to 1200 words.
- Copy editing one hour to 1000 words.
- Structural edits one hour to 750 words
- Checks for layouts, tables, illustrations and captions, etc require an additional number of hours
The times I have given doesn’t account for a lot of issues, such as the time it takes to make comments on PDF is longer than the time it takes to make comments on Word or Google Docs. Or if your work has not had much editing support at the earlier stages, your work may entail a lot of comments and suggestions for changes – this takes time. However, sharing your ideal schedule and inviting freelancers to suggest a more realistic timeline means that they know your expectations. You can find a realistic compromise that works for both you and the freelancer.
Delivery of work
You should state how you will submit the work. For example, will it be by email or do they need to log into a shared drive? Or your Content Management System (CMS)? How should they make changes? Should they work directly on the document or CMS, create track changes on Word or make comments on a PDF?
It might take practice
If writing a brief, seeking quotes, or managing a project like this is very new to you, it may take a little experience to get the right results. If you write more books or content, you’ll find that it becomes easier.
Good luck! I hope the points here help you to create a brief that attracts good professional proofreaders and editors!
