How to Hire an Ebook Formatter: Complete Checklist Before You Pay

You've finished your manuscript. You're ready to hire someone to format it into an EPUB. But you've never done this before, so you don't know what questions to ask or what to expect.

The result: You get quotes with different scope, different pricing models, and different quality levels. You can't compare them. You don't know what's reasonable. You end up hiring the cheapest option, then get frustrated when revisions take weeks and the final file has issues.

This checklist fixes that. Use it to compare formatters apples-to-apples, understand what you're paying for, and avoid the most common hiring mistakes.

Before You Ask for Quotes: Know What You're Looking For

Before you reach out to formatters, be clear about your needs:

• What file do you have? Word document, PDF, Google Docs, existing EPUB? Different source formats have different complexity and cost.
• What's your word count? Most formatters price based on word count tiers. Knowing this helps you get accurate quotes.
• What platforms are you publishing to? Amazon KDP only (simpler)? Or wide distribution (Amazon, Apple Books, Kobo, IngramSpark)? Wide publication often needs custom back matter for each platform.
• Do you have specific style preferences? Some authors want minimal styling, others want decorative scene breaks, drop caps, custom fonts. Be upfront about this.
• When do you need it done? Standard turnaround vs. rush turnaround. Rush usually costs extra.

Having these answers ready speeds up the quoting process and ensures apples-to-apples comparison.

The 8-Point Hiring Checklist

1. Ask for Explicit Deliverables (In Writing)

"Formatted ebook" is too vague. You need specifics on what you're actually getting.

Ask:

• Is delivery a Kindle-ready EPUB, or multiple formats (EPUB + MOBI + PDF)?
• Are platform-specific versions included? (Some platforms need customized back matter—do you get those versions?)
• Does the price include upload-related formatting fixes if a retailer rejects the file?
• What file formats are included in delivery? Just EPUB, or do you get source files too?
• Is the cover embedded in the EPUB, or delivered separately?

Good formatters answer this in their proposal. If they're vague, that's a red flag.

2. Confirm Your Source Format Is Fully Supported

This is one of the biggest causes of surprise costs and delays.

Some formatters work great with clean .docx files only. If your manuscript is a PDF, Google Docs, or an existing broken EPUB that needs fixing, confirm:

• Is manual text extraction from your format included in the base price?
• If your PDF has formatting that needs manual cleanup, is that extra?
• If you're providing a Google Docs link, does the formatter handle the import and encoding issues?

Ask directly: "I'm providing my manuscript as [format]. What manual cleanup is included in your base price?"

3. Match the Package Tier to Your Word Count

Good formatters use transparent word-count tiers (e.g., under 50k words = one price, 50-80k = another). This makes quotes predictable.

• Ask where your manuscript sits in their tiers right now.
• Ask what happens if your final word count changes (e.g., "I'm estimating 60k, but it might be 65k").
• Confirm rush pricing is quoted separately so you see the exact upcharge.

If a formatter refuses to give you pricing tiers and insists on a custom quote for every book, that's less transparent than it should be.

4. Clarify Revision Boundaries Before You Pay

This prevents scope creep and billing disputes later.

Ask explicitly: "What counts as a formatting revision vs. a manuscript change?"

Formatting revisions (should be included): "Can you adjust spacing?" "Can you change the font?" "Can you move the chapter title to a different location?"

Manuscript changes (typically NOT included): "I want to reword this paragraph." "Can you fix this typo?" "I want to add a new chapter."

Good formatters define this clearly in their proposal. Vague boundaries = surprise charges.

5. Ask About Turnaround Time and Communication

Get an expected delivery window in writing, plus expected response speed for questions/revisions.

Ask:

• "What's your typical turnaround from submission to delivery?" (Get a date range, not just "5-7 days.")
• "How fast do you respond to revision requests?"
• "If a retailer rejects my file on upload, how quickly can you troubleshoot?"
• "Are there times you're not available?" (Some formatters take time off.)

Speed matters, but reliable communication matters more. A formatter who takes 10 days but responds within 24 hours is better than one who promises 3 days then goes silent.

6. Review Actual Sample EPUB Files (Not Screenshots)

Never hire based on screenshots or website mockups alone. Download actual sample EPUB files and inspect them in real reading apps.

What to check:

• Chapter navigation: Click through the table of contents. Are all links working?
• Scene breaks: Are they consistent? Professional-looking? Or do they look cheap?
• Paragraph spacing and rhythm: Does the text breathe well? Or does it feel cramped?
• Font and sizing: Is the body text readable? Are headings proportionate?
• Images and alignment: If the sample has images, do they display correctly?

Open the samples in Kindle Previewer, Apple Books, and a mobile EPUB reader. Make sure it looks professional across all platforms.

7. Ask About Confidentiality and File Handling

Your manuscript is your intellectual property. You want to know it's handled securely.

Ask:

• "Who has access to my manuscript files?"
• "Where are files stored?" (Cloud, local server, etc.)
• "When are files deleted after project completion?"
• "Do you have a non-disclosure agreement or confidentiality policy?"

Serious, professional formatters can answer these directly. If someone gets defensive or evasive, that's a warning sign.

8. Compare Total Value, Not Just Headline Price

The cheapest option is often the most expensive once revisions, delays, and quality issues are factored in.

Create a comparison table:

Formatter	Base Price	Revisions Included	Turnaround	Quality (samples)
Formatter A	$75	3 minor only	2 weeks	Adequate
Formatter B	$150	Unlimited	5 days	Professional

Formatter B costs more but includes unlimited revisions, faster turnaround, and higher quality samples. In most cases, Formatter B is the better value because you won't be doing back-and-forth revisions for weeks.

Red Flags to Avoid

• No samples provided: If a formatter won't show you actual work, move on.
• Vague pricing: "Contact for quote" for everything is a sign of inconsistent pricing.
• No revision policy: If they won't tell you how revisions work, they're hiding something.
• Communication is slow or evasive: If they take days to answer simple questions, that's how they'll be during your project.
• The cheapest option by a huge margin: If one formatter charges $200 and everyone else charges $500+, there's usually a reason.
• No confidentiality policy: Professionals have this nailed down.

Final Decision: DIY vs. Hiring

Choose DIY software (Vellum, Atticus, Calibre) if:

• You enjoy learning new tools
• You have 10-20 hours to invest in formatting
• You're willing to troubleshoot technical issues yourself
• Your budget is under $150 and you don't mind lower quality results

Choose a professional formatter if:

• You want to stay in writer mode and focus on the next book
• You need the file done in 1-2 weeks, not 2-3 months
• You want professional-quality results across all platforms
• You want someone else to handle retailer-specific customization
• You're publishing wide (multiple platforms) and need platform-specific versions

If you want a low-friction, clearly scoped workflow, compare formatters using this checklist and you'll make a confident hire.