? Are you ready to turn your manuscript into a polished, professional book that readers will enjoy and reviewers will respect?
Editing & Formatting Books For Self-Published Authors
Editing and formatting are the final mile of your book journey, and they determine how readers experience your story or information. You’ll learn what types of editing you need, how to format for ebooks and print, what tools to use, and how to avoid common mistakes so your self-published book looks and reads like a professional release.
Why Editing and Formatting Matter
Your writing may be brilliant, but editing and formatting ensure it’s clear, consistent, and comfortable to read. You’ll prevent reader confusion, improve credibility, and increase the chance of positive reviews.
A well-edited and properly formatted book also performs better on sales platforms and reduces returns or negative feedback based on technical issues.
Who Should Do the Editing and Formatting?
You can edit yourself, hire professionals, or use a hybrid approach. Your choice depends on budget, experience, and how polished you want the final product to be.
If you’re on a tight budget, learn the basics and supplement with targeted professional help like a proofreader. If you want a fully polished product, hiring multiple specialists (developmental editor, copyeditor, proofreader) will pay off.
Types of Editing — What Each One Does
Each editing stage focuses on different aspects of your manuscript. You’ll want to follow these stages in order for the best results.
| Editing Type | Purpose | What You’ll Get |
|---|---|---|
| Developmental Editing | Big-picture structure, pacing, character arcs, and overall organization | Suggestions for reworking sections, restructuring chapters, deep feedback |
| Content/Line Editing | Sentence-level clarity, tone, voice, and flow | Rewritten sentences, smoother transitions, improved voice consistency |
| Copyediting | Grammar, punctuation, consistency, and style | Corrected errors, style sheet created, consistency fixes |
| Proofreading | Final pass for typos and layout errors after formatting | Catch remaining mistakes and formatting glitches |
When to Use Each Type
Use developmental editing early, before major rewrites. Content and copyediting follow once structure is stable. Proofreading is last, after your interior is formatted for print or ebook.
Skipping stages may save money now but can cost sales and reputation later. If you’re unsure, prioritize at least a good copyedit and proofreading pass.
Finding and Hiring Editors
You can find editors through freelance marketplaces, specialized editorial services, author communities, or referrals. Take time to review samples and ask for references.
Ask potential editors about experience in your genre, turnaround time, rates, and whether they provide a style sheet or track changes in Word. A small paid sample edit (1–5 pages) can help you decide.
Budgeting for Editing
Editing costs vary widely based on the editor’s experience and the manuscript length. Expect to pay more for experienced editors in popular genres.
| Service | Typical Cost Range (USD) |
|---|---|
| Developmental Edit | $0.02–$0.10 per word |
| Line/Content Edit | $0.01–$0.06 per word |
| Copyediting | $0.01–$0.04 per word |
| Proofreading | $0.005–$0.02 per word |
You can reduce costs by doing an initial self-edit and then hiring professionals for the later stages.
Your Self-Editing Checklist
Before hiring anyone, run through a self-edit to reduce the amount of paid editing you’ll need. Treat this as the cleanup phase.
- Read the manuscript aloud to catch awkward sentences and pacing problems.
- Use spelling and grammar checks, but don’t rely on them exclusively.
- Trim unnecessary words and tighten sentences for clarity.
- Check for repetitive phrases, character inconsistencies, and timeline issues.
- Create a style sheet for consistent spelling, capitalization, and preferences.
Preparing Your Manuscript for an Editor
Organize your files and provide the editor with context. A clean submission helps them work faster and reduces misunderstandings.
- Send a single Word file with chapters clearly marked.
- Include your style sheet and genre expectations.
- Note any nonstandard choices (dialects, invented words).
- Provide a deadline and preferred method of communication.
Formatting Basics — What You Need to Know
Formatting affects both appearance and functionality: page breaks, headings, fonts, margins, and images. You’ll format differently for ebooks, print paperbacks, and hardcovers.
Learn the formatting specs of your target distribution platform (Amazon KDP, IngramSpark, Apple Books) before you begin.
Ebook Formatting Essentials
Ebooks require reflowable formats for readability on varying screen sizes. You’ll focus on simple structure, linked table of contents, and clean HTML-like formatting.
- Use a single-column layout with justified or left-aligned text.
- Avoid complex headers/footers; many ebook readers ignore them.
- Ensure your chapter titles are designated with heading styles so the TOC works.
- Use standard fonts; embedding is limited — most readers pick their own font.
Common Ebook Formats
- EPUB — industry standard, accepted by most retailers except Kindle (KPF preferred).
- MOBI/KF8 (KPF) — older Azw formats and KindlePack format used by Amazon.
- PDF — not recommended for ebooks due to fixed layout; okay for fixed-layout content like illustrated children’s books.
Formatting for Print (Paperback & Hardcover)
Print formatting is rigid: you control page size, margins, gutters, and font sizes to ensure readable pages and proper spine layout.
- Choose a trim size (e.g., 5″ x 8″, 6″ x 9″) appropriate for your genre.
- Set inside margins with a gutter to accommodate binding.
- Use page numbers, headers, and proper front/back matter order.
- Embed fonts in PDFs when uploading to printers.
Print File Requirements
- High-resolution PDF (300 DPI) for interior.
- CMYK for covers when required by print-on-demand services.
- Correct spine width calculation based on page count and paper weight.
Typography and Readability
Good typography improves reader comfort and perception of quality. You’ll select fonts, leading, and hyphenation to make your pages inviting.
- Use serif fonts (e.g., Garamond, Minion, Georgia) for body text in print.
- Use legible sans-serif fonts for headings and digital displays.
- Keep body font sizes between 10–12 pt for print and slightly larger for children’s books.
- Set line spacing (leading) to 120–145% of font size for comfortable reading.
Front and Back Matter — What to Include
Your book needs standard front and back matter to look professional and to meet retailer requirements.
Front matter commonly includes:
- Title page
- Copyright page
- Dedication (optional)
- Table of contents (required for ebooks)
- Foreword/Preface (if applicable)
Back matter commonly includes:
- About the author
- Call to action (newsletter sign-up, website)
- Other titles by the author
- Acknowledgments
- Endnotes or references
Creating a Professional Table of Contents
Ebooks need linked TOCs created from heading styles. Print books may include a static TOC.
- Use Word or your formatting software’s heading styles for chapters.
- Use automatic TOC generation — don’t type a static TOC for ebooks.
- For print, check page numbers manually after final pagination.
Software and Tools for Editing and Formatting
You’ll pick tools based on your comfort level and budget. Some are designed for authors unfamiliar with technical details.
- Microsoft Word — ubiquitous, flexible, and required by many editors.
- Scrivener — great for drafting and organizing but less for final layout.
- Vellum (Mac) — excellent ebook and print formatting with beautiful presets.
- Atticus — cloud-based alternative to Vellum for both Windows and Mac.
- Reedsy Book Editor — free browser tool for clean exports to EPUB and print-ready PDFs.
- Calibre — for ebook conversions and testing, but not ideal for final formatting.
- Adobe InDesign — professional page layout software for complex interiors and covers.
Recommended Software Based on Your Needs
| Need | Recommended Tools |
|---|---|
| Simple ebook formatting, low cost | Reedsy, Calibre, Word |
| Beautiful, ready-to-publish interiors (Mac) | Vellum |
| Cross-platform polished formatting | Atticus |
| Complex layouts, professional print design | Adobe InDesign |
| Drafting and organizing manuscripts | Scrivener |
Step-by-Step Formatting Guide (Word to Kindle/Print)
You’ll get a straightforward process for turning a Word manuscript into a Kindle-ready ebook or print-ready PDF.
- Clean your manuscript:
- Remove extra spaces and manual tabs.
- Use paragraph styles for Body Text, Heading 1 (chapter titles), and subheadings.
- Set standard page style:
- For ebooks, use a simple single-column layout and avoid headers/footers.
- For print, set trim size, margins, and gutters under Page Setup.
- Insert chapter breaks:
- Use page breaks (Ctrl+Enter) between chapters to prevent run-on text.
- Create a linked TOC:
- Use Word’s Table of Contents feature tied to Heading styles.
- Add front and back matter:
- Include title page, copyright page, and author bio.
- Export:
- For EPUB: use Word -> Save as -> Web Page or use Reedsy/Vellum/Atticus for cleaner results.
- For Kindle: upload DOCX or EPUB to KDP; Amazon will convert to Kindle format but review the result.
- For print: save as PDF with embedded fonts at 300 DPI.
Quality Control — What to Test Before Publishing
You’ll want to check your files on multiple devices and in different formats to catch errors early.
- Test EPUB on Apple Books, Kobo, and Adobe Digital Editions.
- Test Kindle files using Kindle Previewer and on an actual Kindle device or app.
- Order a printed proof (paperback/hardcover) before final release to inspect margins, gutter, and overall layout.
- Check hyperlinks in ebooks and any cross-references or footnotes.
Common Formatting Mistakes and How to Avoid Them
You’ll save frustration by avoiding recurring errors that cause poor reader experience.
- Using tabs to indent (use paragraph indent instead).
- Embedding unnecessary fonts or exotic fonts that printers reject.
- Forgetting to add gutter to inner margins for print.
- Creating a static TOC in ebooks that doesn’t link to chapters.
- Not checking widows and orphans on printed pages.
- Allowing orphaned headings at page bottoms — manually adjust page breaks when needed.
Accessibility Considerations
Make your book readable by more people by considering accessibility features.
- Use clear heading structure for screen readers.
- Add alt text for images and charts.
- Avoid text in images for essential content.
- Keep consistent and straightforward formatting to help readers who use assistive technologies.
ISBNs, Copyright, and Metadata
You’ll need to manage metadata, ISBNs, and copyright information before publishing.
- ISBNs: Many retailers assign free ISBNs, but buying your own gives you more control. Purchase from your national ISBN agency.
- Copyright page: Include year, your name, and rights statement. Consider optional warnings about unauthorized copying.
- Metadata: Write strong book titles, subtitles, descriptions, author bio, keywords, and categories. Metadata improves discoverability.
Cover and Interior File Submission
Covers are as important as the interior for sales. You’ll prepare separate files for print and ebook.
- Ebook covers: JPG or PNG, optimized per retailer recommendations, simple, high-contrast.
- Print covers: Full-wrap PDFs with bleed and spine calculated; upload as a single print-ready PDF to the printer.
- Follow platform specs for file size, color mode (RGB for ebooks, CMYK sometimes needed for print), and bleed sizes.
Pricing Your Book and Royalties
Your formatting choices can influence printing costs and price decisions. You’ll choose trim size and paper type that balance reader expectations with production costs.
- Standard fiction trim sizes: 5″ x 8″, 5.25″ x 8″, 6″ x 9″.
- Printing costs rise with page count and color pages.
- Research similar books in your genre to price competitively.
Timeline for Editing and Formatting
Plan realistic timelines from manuscript completion to publishing. Rushing increases errors; pacing improves quality.
| Task | Typical Duration |
|---|---|
| Self-edit | 1–4 weeks |
| Developmental edit | 2–8 weeks |
| Content/line edit | 2–6 weeks |
| Copyediting | 1–3 weeks |
| Proofreading | 1–2 weeks |
| Formatting (ebook + print) | 1–2 weeks |
| Final proofing and uploads | 1 week |
These ranges vary by project size, editor availability, and your speed reviewing edits.
Final Proofing Steps
Before you hit publish, run these final checks to minimize surprises.
- Read the formatted file on multiple devices.
- Check headers, page numbers, images, and margins.
- Verify TOC links and external hyperlinks.
- Confirm ISBN and metadata fields are correct.
- Order a printed proof and read it from start to finish.
Keeping Your Process Simple and Scalable
If you plan multiple books, standardize your process so you don’t repeat setup work each time.
- Create templates for front and back matter.
- Keep a style sheet with preferred spellings, punctuation, and character names.
- Maintain a freelancer list for editors, formatters, and cover designers you trust.
Tips for Seniors and Beginners
If you’re new to self-publishing or returning to work later in life, small, steady steps will build your confidence and results.
- Choose tools with gentle learning curves — Reedsy and Atticus are beginner-friendly.
- Use affordable, step-by-step ebooks and courses to learn at your pace. SeniorWorkHub offers easy-to-follow guides and step-by-step ebooks designed with seniors in mind; see their courses at https://seniorworkhub.com/courses/ for practical lessons tailored to your needs.
- Ask for help from experienced freelancers when a task feels technical or time-consuming.
How SeniorWorkHub Can Help You
SeniorWorkHub focuses on simple, practical, and profitable work-from-home activities for seniors. You’ll find beginner-friendly content that walks you through publishing tasks without assuming advanced technical skills.
Their step-by-step ebooks and courses are designed to help retirees and older adults move from idea to published book with clear instructions and low-stress guidance. Visit https://seniorworkhub.com/courses/ to see their course lineup and get started.
Post-Publication Steps
After publishing, your work continues. You’ll monitor feedback, update files when needed, and use reader feedback to improve future releases.
- Track reviews and reader questions for editorial changes or clarifications in later editions.
- Keep your master files organized so you can produce revisions, audiobooks, translations, or boxed sets.
- Consider offering an updated edition when you receive recurring corrections or new material.
Troubleshooting Common Problems
You’ll probably encounter issues at some point. Here are fixes for frequent problems.
- Misaligned margins after conversion: Re-export from your original file and check page setup settings.
- Broken TOC links in ebook: Ensure chapter headings use consistent styles and regenerate the TOC.
- Strange characters or formatting in Kindle: Use Kindle Previewer to find problem areas and edit the original DOCX to remove unsupported formatting.
- Cover colors look different in print: Request a hard proof and convert to CMYK if necessary for accurate color.
Checklist Before Publishing
Use this checklist to make sure nothing is missed in the final push.
- Manuscript fully edited (developmental/content/copyedit).
- Self-edit and clean formatting done.
- Professional proofread completed.
- Ebook file (EPUB/KPF) validated and tested.
- Print-ready PDF created and proofed.
- Cover files prepared for ebook and print with correct bleed.
- ISBN and metadata assigned and listed properly.
- Front and back matter complete and linked where necessary.
- Test purchases or previews checked on retailer platforms.
- Author file backups stored securely.
Final Encouragement
You’ll find that careful editing and thoughtful formatting transform your manuscript into a product you’ll be proud to share. The process becomes easier with practice and with a modular approach — edit, format, test, repeat.
If you want step-by-step support tailored to your pace and comfort level, SeniorWorkHub provides ebooks and course materials that simplify each stage of publishing. Check their offerings at https://seniorworkhub.com/courses/ to find guides that match your needs and help you complete your book project with confidence.
Resources and Next Steps
If you’re ready to move forward, start by choosing one step: commit to a self-editing pass, hire an editor for a sample chapter, or format a single chapter to see how it looks as an ebook. Keep records of your settings and templates so each future book will be faster and smoother.
You don’t have to do everything at once. Take one manageable action today, and you’ll be closer to publishing a professional, readable book that your audience will appreciate.