Editing Process for Manuscripts and Editors


1.  The submission is sent by the President to the correct Imprint Editor (IE), who scans to be sure submission is submitted according to guidelines. If not, the IE emails the author advising him/her to follow the guidelines as presented on the website: http://4rvpublishing.com. 

2.  First step is the evaluation of the submission.

A. The Imprint Editor (IE) assigns the manuscript anonymously (all author identification removed from cover letter, synopsis, and manuscript) to an Acquisition Editor (AE). The IE should include the anonymous submission attachments with the email sent to the AE to request his/her agreement to evaluate. Always include the title of the work in the email subject line. IF a full manuscript is submitted, the full manuscript is sent to the AE. IF a full manuscript is requested, then the full manuscript will be sent for the rest of the evaluation. The AE should not know who the author is, and the author should not know who evaluated his/her manuscript.

B. The Acquisition Editor (AE) evaluates the manuscript and must be familiar with the 4RV Style found on the website so he/she can be sure the submission meets those standards. The AE should give general positive points and needs for improvement and recommend if it’s good enough for the company to devote time and effort to offer a contract or not. We need to know the plot, characters, and writing are interesting enough to hold readers’ interest. The AE will give one of the following recommendations with his/her evaluation, which is emailed to the IE (subject line will read "title of book - evaluation results):

            1). Rejected: If it is rejected at this stage, an email to the author will be sent by the IE with the evaluation of the AE (name of AE is never shared with the Author).

            2). Need full manuscript: If only first chapters are sent of a longer manuscript, the IE will email the author with a request he/she send the full manuscript IF the sample chapters show possible acceptance. Included should be the AE’s evaluation. Once a full submission is received, the LE will return it to the AE for the rest of the evaluation. The AE will then give one of three recommendations: rejected, need revisions and resubmission, or accepted for a contract be offered.

            3). Need revisions and resubmission: If this decision is reached, the IE will email the author the evaluation and requesting the author revise and resubmit the full manuscript. Once the full manuscript is revised and resent, the LE will ask the AE to re-evaluate for a recommendation of reject or accept.

            4). Accepted: This can be decided only after a full manuscript has been evaluated.  After an AE gives this recommendation, the IE reads over the cover letter, synopsis, and the manuscript to see if the writing meets the standards and content accepted by 4RV. IF it does, then the IE emails the President with the recommendation. Please attach the original full or final manuscript if revised and resubmitted, the cover letter, and the synopsis. If the recommendation  doesn’t meet the 4RV needs, then the IE will contact the AE and ask why the recommendation to accept was given.

            We want only quality manuscripts that won’t take major editing, that are good writing, and have the type of content we want. Authors should have had the manuscript thoroughly edited by others before submitting. 

NOTE: All emails will have a Cc to President and to VP of Operations AND all should have the title of the manuscript in the subject line.

3. The President will prepare and send a contract to the author, if the IE sends a acceptance evaluation.

The IE will in the Cc loop. (IE needs to have a Book Status form for each manuscript.)

4. After a contract is offered and accepted, the IE will assign the project to a Lead Editor (LE), who will supervise the editing process. The IE may also decide to be the LE for any project.The IE will supervise the editing process.


5. The LE will cover the following areas (plus any others that might add or distract from the plot, characters, etc.)

            a. Make notes about material in the manuscript, which must enhance the story, plot, characters,  setting.

                 Give suggestions if needed.  This includes making sure passive voice and state of being verbs are seldom used, that

                        active voice and action verbs are. Show don’t tell must be the norm.

            b. A hook at the beginning is a must.

            c. What concepts need to be tweaked?

            d. Note what is wrong and give suggestions for improvement concerning mechanics (grammar, sentence   

                        structure, etc.), details, 8 Cs of Writing as found  on  website, point of view, and other problems.


NOTE: Authors are to use suggestions to make improvements throughout the manuscript.  Editors may not mark every instance correction is needed or make all corrections once noting the problem once or twice.


6. Lead editor and author will send emailed edits and revisions back and forth, with a Cc to President, VP, and IE.  Subject line should indicate which edit or revision the email covers, and always should have the title of the book, ALWAYS. Edited manuscripts and revisions should be sent as email attachments. Most editors use track changes and comments on the manuscript to help the author know exactly where problems may be. Authors should send revisions as a clean copy with no track marks or comments left on the manuscript.

7.  Process of edits and revisions continue until manuscript is ready. After the LE and author are finished and have the manuscript as close to perfect as possible, the LE sends a clean copy attachment to the IE with the following info in the subject line of the email, “(title of book) clean copy for Imprint Editor.”

8. If IE finds problems, she/he will send her/his suggestions back to LE and author to revise and resend a clean copy once revised.


9. Before the manuscript is sent to book designer, it must be approved by the IE.


10. The manuscript then goes to the layout designer for design and formatting.  The Art Director will notify Imprint Editors when a cover is ready, when an illustrator is assigned and whom, and if/who the designer/formatter is.
Note: The IE emails the clean copy ready for formatting to Art Director with the following wording in the subject line, “(book title) clean copy ready for formatting:  Attn: Aidana.”


11. Once a proof is ready, the designer will send the PDF proof to the author, LE, and IE, as well as the President and the illustrator (if an illustrated book). Each person will search for errors or problems – this is not the time for a rewrite. Proof will be resent after each set of revisions until the author and IE approve.


12. After final approval by author and Imprint Editor (IE), the book is ready to print.  At this point the IE must send a copy of the Book Status form to the President as an email attachment.




If needed, steps may be revised or added.




NOTE: The IE will supervise the whole process during editing and after, meaning he/she will keep track of which part of the process the manuscript reaches after editing is complete. She/he can then respond when an author emails a request to know where in the process his/her book is.


NOTE: Time frames for steps should be within a reasonable limit. It’s up to the author to get revisions back promptly and as required.


NOTE: All emails between editors and authors will have a Cc to Vivian and Aidana.