How to Hire an Ebook Formatter (Checklist Before You Pay)
A practical checklist for indie authors to compare formatters, avoid vague quotes, and choose the right service before payment.
Hiring an ebook formatter should reduce production stress, not add uncertainty. Most problems happen when scope is unclear before payment.
This checklist helps you compare providers using the same criteria so you can make a clean decision quickly.
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1. Confirm exactly what files you will receive
Ask for explicit deliverables. "Formatted ebook" is too vague on its own.
- Is delivery a Kindle-ready EPUB?
- Are platform-specific versions included?
- Are upload-related formatting fixes included?
2. Check whether your source format is supported
Some formatters work well with clean .docx only. If your file is PDF or Google Docs, confirm manual cleanup is included.
This is one of the biggest causes of unexpected delays and extra fees.
3. Match package tier to word count
Transparent word-count tiers make quotes easier to compare and reduce surprise pricing.
- Ask where your manuscript sits now
- Ask what happens if the final count changes
- Confirm rush pricing separately
4. Clarify revision boundaries before you pay
Ask what counts as a formatting revision versus a manuscript/content change.
Good providers define this clearly so both sides know the scope upfront.
5. Ask about turnaround and response time
Get an expected delivery window in writing, plus expected response speed if a retailer upload issue appears.
Speed alone is not enough. Reliable communication is part of delivery quality.
6. Review actual sample EPUB files
Do not rely on screenshots only. Download sample EPUB files and inspect them in a real reading app.
- Check chapter navigation
- Check scene-break consistency
- Check paragraph spacing and rhythm
7. Verify confidentiality and file handling
Ask who accesses your files, where they are stored, and when files are deleted after sign-off.
Serious providers can answer this directly.
8. Compare value, not just headline price
The cheapest option is often the most expensive when revisions, delays, and manual cleanup gaps are added later.
Compare total scope: file quality, support, revisions, and turnaround confidence.
Quick decision rule
- Choose DIY software if you want to invest time into tooling.
- Choose a formatter if you want to stay in writer mode and ship faster.
If you want a low-friction, scoped workflow, review KDP service details and submit your project details through the inquiry form.
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