How to estimate scope and cost for medical editing

When commissioning professional editing for complex documents – such as medico-legal reports, scientific articles or medical communications – it can be difficult to know what level of editing is needed, how long it might take or how costs are calculated.

This guide explains the main factors that influence editorial scope and cost, and how clients can prepare for a productive discussion with an editor.

Why complex projects are different

Medical documents differ from general prose in several important ways.

They often involve:

• specialised terminology

• regulatory or legal sensitivity

• high stakes if meaning is unclear or misinterpreted

• long documents with internal cross-referencing

• multiple contributors or versions

Because of this, editorial work in medical, scientific and medico-legal contexts rarely fits neatly into a single category such as 'proofreading' or 'copyediting'.

Editorial scope: what does the document actually need?

The first step in estimating scope is understanding what kind of editorial input is required. This depends less on document type and more on document condition and purpose.

Editors typically assess:

• Clarity – are sentences precise and unambiguous?

• Consistency – is terminology used consistently throughout?

• Structure – does the document flow logically for its intended reader?

• Accuracy signals – are there internal contradictions, unclear references or apparent errors?

• Readiness – is the document close to final, or still evolving?

A document may require light intervention in some areas and more intensive work in others.

Why word count alone is not enough

While word count is a useful starting point, it rarely tells the full story for complex projects.

Two documents of the same length can vary significantly in:

• density of technical content

• quality of the original writing

• number of tables, figures or references

• level of consistency across sections

Editors therefore often assess sample material before confirming scope or cost.

Common factors that affect cost

Editorial cost reflects the time, expertise and responsibility involved.

Factors that commonly influence pricing include:

• level of editing required – surface checks versus deeper clarity and consistency work

• subject complexity – highly specialised material takes longer to edit safely

• risk profile – medico-legal and regulatory documents require particular care

• document length and structure – long documents with cross-referencing increase workload

• turnaround time – urgent deadlines may limit scheduling flexibility

• client processes – multiple reviewers or unclear briefs can affect efficiency

Transparent discussion of these factors helps avoid misunderstandings later.

Why editors may ask questions before quoting

Clients are sometimes surprised by how many questions an editor asks before quoting. These questions are not administrative obstacles – they are part of responsible scoping.

Editors may ask about:

• intended audience and use

• submission or regulatory requirements

• previous editing or review history

• preferred style or reference material

• tolerance for queries versus direct edits

Clear answers help ensure the right level of work is proposed.

Fixed fees vs hourly rates

Both fixed fees and hourly rates are commonly used in professional editing, particularly for complex or technical material.

Fixed fees provide cost certainty for clients, but they depend on accurate scoping at the outset. They work best when the document is stable, the level of editing is clear and the scope is unlikely to change.

Hourly rates offer greater flexibility when the scope is uncertain, the document is still evolving or the level of editorial input may vary. This approach allows the editor to respond appropriately as issues emerge during the work, without the need to renegotiate fees partway through a project.

When quoting using hourly rates, editors will often give a range rather than a single fixed figure. This is deliberate, and it reflects the number of variables that are not always fully apparent at the outset.

For long or complex projects, editors may combine approaches – for example, scoping part of the work first, then confirming costs for subsequent stages.

How clients can help control scope and cost

Clients can support efficient editing by:

• providing the most complete version available

• clarifying purpose and audience early

• identifying any sections requiring special attention

• flagging deadlines and constraints upfront

• consolidating feedback where possible

Clear communication reduces duplication and helps the editor focus where value is greatest.

Why 'cheapest' is rarely the best metric

In high-stakes fields, editorial work is about more than surface correction. It involves judgement, subject awareness and careful decision-making.

Choosing an editor based on cost alone risks:

• under-scoping the work

• inadequate attention to nuance

• avoidable clarification issues later

A well-scoped editorial project supports clarity, credibility and confidence in the final document.

Final thoughts

Estimating editorial scope and cost for complex projects is a collaborative process. A professional editor should be willing to explain their assessment, justify their recommendations and adapt scope where appropriate.

If you are unsure what level of editing your document requires, an initial discussion – supported by sample material – is usually the most effective starting point.

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A note on terminology: The terms medical copyeditor, medical proofreader and medical editor are often confused and used interchangeably. To add to the confusion, there are yet other terms used for different niches such as plain-English editor, medico-legal copyeditor and editorial assistant (the latter is commonly used in medical communications). I personally use medical editor to describe my role, and medical editing to describe both medical copyediting and medical proofreading, as this suggests a hybrid approach as per my own clients' preferences ... plus, it's simpler! See here for more detail on the traditional differences between proofreading and copyediting.