The following terms and conditions will ensure that when you work with me we both understand what the other expects.

If you have any questions or concerns, please contact me on kate@kateclarkwords.com so that I can clarify anything if necessary.

Privacy policy and the GDPR

Please see my privacy policy at the bottom of this page. I’ve summarised information on what data I collect, how I use it and how I store it here.

General overview

These terms and conditions apply to any work done on behalf of the Client (you) by me (Kate Clark).

  • I will provide proofreading/editing services agreed upon (in writing) by myself and the Client.
  • The Client is under no obligation to offer me work; neither am I under any obligation to accept work offered by the Client.
  • The work will be carried out unsupervised at such times and places as determined by me, using my own equipment.
  • The work will be carried out by me. I will not subcontract proofreading/editing projects, or parts of projects, to third parties.
  • I confirm that I am self-employed, am responsible for my own income tax and National Insurance contributions, and will not claim benefits granted to the Client's employees.
  • I am not VAT-registered.
  • The contract of service requires that the Client and I both acknowledge, in writing, that we have read, understood and agreed to these terms and conditions.
  • Once accepted, these terms and conditions will apply to any ongoing work, offered by the Client and accepted by me, unless specified in advance.

Project terms

Prior to commencement of the proofreading/editing work, the Client and I will agree, in writing, to the terms of the project:

  • how the proofreading/editing service will be carried out (e.g. in Word, on PDF, on paper)
  • how the material will be annotated (e.g. Track Changes in Word, notes on PDF, BSI correction symbols on paper)
  • the length of time required to complete the project, as advised by me and bearing in mind any deadline requested by the Client
  • an agreed fee for the project
  • any expenses (e.g. postage) that the Client will bear in addition to the costs of the proofreading/editing
  • the date by which the material will be delivered by the Client to me
  • the latest date by which the completed project will be returned, following my advice to the Client

Please note that if, on receipt of the project to be worked on (or at an early stage), it becomes apparent that significantly more work is required than had been anticipated in the preliminary discussion/brief or from the sample supplied, I may renegotiate the fee and/or the deadline, or decline to carry out the work.


  • A quotation for fees is supplied after a discussion with the Client and an evaluation of a sample if necessary.
  • The Client will pay me a fee per hour OR per 1,000 words, OR an agreed flat fee for the job, according to prior agreement.
  • Once the Client and I have agreed the full fee, it is non-negotiable unless the Client extends the word count of the job or requests additional services. In this case, a revised quotation and job-completion date will be negotiated.
  • I will supply the Client with an invoice no later than the last working day of the month that the project is completed and returned to the Client.
  • Payment should be received within 30 days of the submission of the invoice, as set out in the Late Payment of Commercial Debts (Interest) Act 1998 – Amended and Supplemented in 2002.


I don’t require a deposit. However, once I’ve received written (including by email) confirmation that the Client wishes to secure my proofreading/editing services for a specific and mutually agreed-upon project, at a specific and mutually agreed time, and has read and agreed to the terms and conditions herein, the terms of the cancellation policy (see below) apply.

Cancellation policy

Cancellation during the project: In the unlikely case that the Client cancels the work during the proofreading/editing project, if the job is over halfway complete I reserve the right to invoice for 100% of the agreed fee whether a flat fee for the job or predicted hours; if the job is under halfway complete I reserve the right to invoice for 50% of the agreed fee whether a flat fee for the job or predicted hours.

  • Both the Client and I have the right to terminate a contract for services at any time if there is a serious breach of its terms.
  • In the unlikely event of extraordinary or difficult circumstances for the Client that cause cancellation (e.g. family crisis, illness etc.), the Client should contact me to discuss the terms of the cancellation policy. I aim to be fair and helpful at all times.
  • In the event of similar extraordinary or difficult circumstances that cause cancellation on my side, I will contact the Client in writing at the earliest opportunity and do my best to renegotiate the time frame of the project or find an alternative supplier of proofreading/editing services.


The nature and content of the work will remain confidential and not made known to anyone other than the Client and its contractors without prior written permission.

  • I will not, under any circumstances, distribute any Client files to third parties unless specifically authorized to do so, in writing, by the Client.
  • Under the terms of the General Data Protection Regulation,  the Client and I will hold no more information than is necessary, as stated in my privacy statement. Where consent is required to hold or process data, such consent has been requested and obtained and both facts can be demonstrated. Either may view the other’s records to ensure that they are relevant, correct and up to date.


  • All content delivered to me by the Client for the proofreading/editing project is owned by the Client.
  • Following payment of my invoice, any content created by me as part of the proofreading/editing process will become the copyright of the Client unless otherwise agreed.
  • Unless otherwise agreed, I will destroy files – both original and edited – six months after delivery to the Client.


  • By discussing the project in advance and getting a full picture of what a Client requires, it is my aim that what I deliver will be as close as possible to what the Client expects.
  • The subjective nature of writing and editing makes absolute perfection impossible, but I will do my professional best.
  • Please read what the Society for Editors and Proofreaders says about perfection.
  • As text will be returned in annotated form, responsibility for final acceptance/rejection of corrections and comments remains at all times with the Client.

Legal jurisdiction

This agreement is subject to the laws of England and Wales, and both the Client and I agree to submit to the jurisdiction of the English and Welsh courts.


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These terms apply to work or projects that we've already discussed. 

If you have a new project you'd like to talk about, or any further questions, please feel free to email me on kate@kateclarkwords.com

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