Standard Terms and Conditions


These terms and conditions apply to any work done for the Client by Maddie Sinclair Proofreading, unless otherwise agreed.

The Client is under no obligation to offer Maddie Sinclair Proofreading work; neither is Maddie Sinclair Proofreading under any obligation to accept work offered by the Client.

Maddie Sinclair Proofreading will provide service(s) as mutually agreed and confirmed in writing by the Client.

The work will be carried out unsupervised at such times and places as determined by Maddie Sinclair Proofreading, using own equipment.


Samples of work will be requested prior to giving a project quote, to ensure the service quoted for is what the Client is looking for.

The quote may be a fee per hour OR per printed page OR per thousand words OR an agreed flat fee for the project, and will be based on required Client level of turnaround time (e.g. standard, 48 hours, 24 hours).

Only written quotes are binding (e.g. email, post, fax). Verbal quotes are not binding.

If the scope or length of the project changes significantly from when the initial quote is given, the quote may be altered by agreement. If not otherwise discussed, the original fee still applies.

Quotes are valid for 30 days from date of issue.

Quotes are given on the basis that the entire document is sent at once, unless otherwise agreed.

All quotes are based on Maddie Sinclair Proofreading providing one round of proofreading amends, unless otherwise agreed.


All work is guaranteed confidential. All copyright remains with the author of the piece.

Any content created by Maddie Sinclair Proofreading as part of the proofreading/copy editing process will become the copyright of the Client, unless otherwise agreed.


Documents will be returned with a proofreading/copy editing report showing sure diligence. Final liability for the document rests with the author, and whilst the utmost care will be taken to identify errors, it is conceivable that on occasion errors will be missed due to human error. Maddie Sinclair Proofreading will not be liable for any losses resulting from missed errors or proofreading/copy editing advice provided, including loss of profit, income, revenue, anticipated savings, contracts, business, goodwill, reputation, data, or information. Maddie Sinclair Proofreading will not be liable for any consequential, indirect or special loss or damage. Maddie Sinclair Proofreading will not be liable for any loss or damage arising out of any event or events beyond our reasonable control.

The standard proofreading or copy editing service is to highlight errors in copy. Although the functionality of digital proofreading means that these errors are often corrected by the proofreader, it is not the responsibility of Maddie Sinclair Proofreading to action changes.


If you are a student, having your work proofread or copy edited for larger structural and linguistic concerns does not constitute plagiarism.

For international students, work will only be proofread or edited with a statement in writing from the student that they are not being assessed on their English language abilities.


Clients will receive an indication of estimated timescale along with the quote, unless otherwise agreed, and this will be linked to the turnaround time level required by the Client (e.g. standard, 48 hours, 24 hours).

The meeting of this timescale is dependent on the work being sent to Maddie Sinclair Proofreading at the agreed date and time. If the document is sent later than planned by the Client, a revised timescale may be given.

The document return date and time will be confirmed to the Client once the document is received by Maddie Sinclair Proofreading, unless otherwise agreed, and will be quoted in local UK time (GMT).

Receipt of documents from Client to Maddie Sinclair Proofreading is deemed to have occurred upon email, phone or text message confirmation by Maddie Sinclair Proofreading. In the interests of urgency, it is always best to advise Maddie Sinclair Proofreading that a document has been emailed with a follow-up phone call or text message.

Every effort will be made to meet deadlines. If external circumstances beyond the control of Maddie Sinclair Proofreading are likely to cause possible delays, the Client will be notified at the earliest opportunity.

Delivery of documents from Maddie Sinclair Proofreading to Client is deemed to have occurred at the time the email programme confirms that an email has been sent. It is the Client’s responsibility to confirm receipt of the proofed document as soon as it is acknowledged in their in-box. For urgent jobs, Maddie Sinclair Proofreading will follow-up receipt with a phone call or text message if email receipt confirmation has not been received within 1 hour.

Quote or timescale revisions

The completed work will be delivered on or before the date agreed, for the agreed fee, which will be based on a quote provided to the Client by Maddie Sinclair Proofreading, or based on a per hour, per page, or per thousand word agreement.

If on receipt of the document to be worked on, or at an early stage in the project, it becomes apparent that significantly more work is required than had been anticipated in the preliminary discussion/brief, Maddie Sinclair Proofreading may renegotiate the fee and/or the deadline.

Similarly, if during the term of the project, additional tasks are requested by the Client, Maddie Sinclair Proofreading may renegotiate the fee and/or the deadline, or invoice separately for the additional elements.

Proofreading covers basic errors in spelling, grammar, formatting, syntax and design consistency only. Light editorial advice or minor language suggestions may be given at times. However, if the document received by Maddie Sinclair Proofreading requires more comprehensive copy editing, this will be subject to a new quote.

If the parameters of the job change after the commencement of the project and the quote isn’t renegotiated in line with the new parameters, the additional work will be charged at Maddie Sinclair Proofreading’s agreed-upon hourly rate, which itself is based on required turnaround time.

Returning documents without change

Maddie Sinclair Proofreading reserves the right to return any project after receiving it if there are concerns about the work. These concerns may include, but are not limited to:

1. The standard of writing or the scope of the project is such that it requires more work or time than originally estimated.

2. The subsequent increased timescales would encroach upon the confirmed projects of other Clients of Maddie Sinclair Proofreading.

3. The nature of the business or the job raises ethical concerns.


Maddie Sinclair Proofreading reserves the right to subcontract work to trusted professional proofreaders and copy editors if required.


Maddie Sinclair Proofreading confirms that she is self-employed, is responsible for her own income tax and National Insurance contributions, and will not claim benefits granted to the Client’s employees.

The Client will reimburse Maddie Sinclair Proofreading for agreed reasonable expenses over and above usual expenses incurred in the process of proofreading or copy editing work.

A deposit in advance may be requested for larger jobs.

International clients are liable for any exchange rate and conversion fees, unless otherwise discussed.

An invoice will be sent following the completion of the job.

If the project is lengthy, Maddie Sinclair Proofreading may invoice periodically for completed stages.

Payment is via bank transfer or PayPal and unless agreed otherwise at the outset, payment must be made within 30 days of receipt of the invoice from Maddie Sinclair Proofreading, according to the Late Payment of Commercial Debts (Interest) Act 1998.

Promotional material

Once work has been completed, Maddie Sinclair Proofreading may use the Client’s name in her promotional material and on her website. Please advise in advance if you would prefer it to be omitted.

If Maddie Sinclair Proofreading has made a substantial contribution to the copy editing/proofreading of the work, she will be entitled to receive one free copy of the work, to be specified as either hard copy or PDF.

Data Protection

Under the terms of the Data Protection Act 1998, the Client and Maddie Sinclair Proofreading may keep on record such information (e.g. contact details) as is necessary. Either may view the other’s records to ensure that they are relevant, correct and up to date.

Breach of contract

Either the Client or Maddie Sinclair Proofreading has the right to terminate a contract for services if there is a serious breach of its terms.

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