Terms and Conditions for Book Formatting Experts

1. Acceptance of Terms

By accessing this website, requesting a quote, placing an order, submitting a manuscript, approving a project, or using any service provided by Book Formatting Experts, you agree to these Terms and Conditions. If you do not agree with any part of these terms, you should not use our website or services.

These Terms and Conditions apply to all visitors, clients, authors, publishers, businesses, agencies, and any person or organization that purchases, requests, or receives services from Book Formatting Experts.

2. Services Covered

Book Formatting Experts provides professional book formatting and self-publishing support services. Services may include ebook formatting, paperback formatting, hardcover formatting, print layout, children’s book formatting, cookbook formatting, workbook formatting, academic formatting, poetry formatting, nonfiction formatting, fiction formatting, publishing platform file preparation, and related support.

2.1 Service Deliverables

Deliverables depend on the selected package, approved quote, manuscript requirements, and publishing platform. Common deliverables may include:

• Print-ready PDF files.
• Reflowable ebook files where applicable.
• Fixed-layout files where required for children’s books, picture books, cookbooks, or visually complex projects.
• Clickable table of contents where included or purchased as an add-on.
• Platform-specific formatting adjustments for Amazon KDP, IngramSpark, Apple Books, Draft2Digital, Barnes & Noble Press, Lulu, or other supported platforms.
• Interior layout styling, typography structure, chapter styling, headers, footers, page numbers, image placement, and related formatting work.

3. Quotes and Custom Projects

Pricing may vary depending on manuscript length, page count, formatting complexity, publishing platform, file type, delivery speed, image volume, revisions, and additional requirements. Standard pricing may not apply to every project.

3.1 When a Custom Quote Is Required

A custom quote is required for any project involving:

• More than 150,000 words.
• More than 150 pages for children’s books, picture books, illustrated books, coloring books, activity books, or page-count-based services.
• Complex custom requirements, including advanced image layouts, highly designed interiors, academic structures, multiple publishing platforms, or special file specifications.

Need pricing for a unique project? Please visit our Custom Quote Request Page so we can review your manuscript details and provide the most accurate estimate.

4. Client Responsibilities

The client is responsible for providing accurate, complete, and final project materials before work begins. This includes the manuscript, images, trim size, platform requirements, preferred style direction, book metadata, and any special formatting instructions.

4.1 Manuscript Readiness

Unless editing or proofreading has been separately agreed in writing, manuscripts should be fully edited, proofread, and finalized before formatting begins. Changes made after formatting has started may affect pricing, delivery timelines, and revision eligibility.

4.2 Accuracy of Supplied Materials

The client confirms that all text, images, illustrations, fonts, graphics, tables, references, and other submitted materials are owned by the client or properly licensed for use. Book Formatting Experts is not responsible for copyright claims, image licensing issues, plagiarism concerns, trademark violations, or unauthorized content supplied by the client.

5. Payments and Pricing

Payment terms will be stated on the service page, invoice, proposal, checkout page, or custom quote. Work may not begin until the required deposit, milestone payment, or full payment has been received, depending on the project type.

5.1 Platform-Based Pricing

Pricing may vary by publishing platform because each platform may require different file preparation, formatting checks, export settings, and technical specifications. Amazon KDP formatting may differ from IngramSpark, Apple Books, Draft2Digital, Barnes & Noble Press, Lulu, or other supported publishing platforms.

5.2 Add-Ons and Additional Work

Add-ons such as express delivery, image formatting, clickable table of contents, footnotes, endnotes, index formatting, accessibility adjustments, advanced layout styling, file conversion, or multi-platform preparation may require additional fees.

6. Delivery Timelines

Delivery timelines are estimates based on project scope, manuscript length, page count, complexity, client responsiveness, queue availability, and revision requirements. Typical formatting projects may take between 3 and 14 business days, although complex projects may require more time.

Delays may occur if required materials are missing, files are submitted in the wrong format, manuscript changes are requested after work begins, client feedback is delayed, or publishing platform requirements change during the project.

7. Revisions and Approvals

Revision terms depend on the selected package or custom quote. Revisions are intended to correct formatting issues, layout inconsistencies, spacing concerns, styling adjustments, or reasonable refinements within the original project scope.

7.1 What Revisions Do Not Include

Unless specifically included in your order, revisions do not include:

• Major manuscript rewrites or content restructuring.
• New chapters, new images, or large content additions after formatting begins.
• Changing the book trim size after layout approval.
• Switching publishing platforms after files have already been prepared.
• Designing a completely new interior style after a layout direction has been approved.

Once final files are approved and delivered, any new changes may be treated as a new revision order or additional formatting service.

8. Publishing Platforms and File Acceptance

Book Formatting Experts prepares book files according to professional formatting standards and the specifications provided or selected for the intended publishing platform. However, we do not control any third-party publishing platform, marketplace, retailer, distributor, or print-on-demand service.

Final platform approval may depend on factors outside our control, including the client’s publishing account status, content policies, metadata, cover specifications, ISBN setup, category selection, print settings, marketplace restrictions, or platform review decisions.

9. Intellectual Property and File Ownership

The client retains ownership of the original manuscript content, supplied images, illustrations, and approved book materials. Book Formatting Experts retains ownership of internal workflow systems, formatting processes, proprietary methods, production systems, and reusable design structures used to complete the service.

Upon full payment, the client receives the final formatted files included in the agreed deliverables. Source files, editable layout files, working files, internal production files, or proprietary production assets are not included unless specifically stated in writing.

10. Cancellations and Refunds

Because book formatting is a professional service that requires time, planning, layout setup, technical preparation, and custom work, refunds may be limited once work has started. Any refund request will be reviewed based on project progress, completed work, communication history, and the terms stated in the order or quote.

10.1 Non-Refundable Items

Unless otherwise required by law or agreed in writing, the following may be non-refundable:

• Completed formatting work.
• Deposits for reserved production time.
• Express delivery fees after work has started.
• Custom layout concepts already prepared.
• Third-party fees, platform fees, or purchased assets.

11. Limitations of Liability

Book Formatting Experts will make reasonable professional efforts to provide accurate, polished, and platform-ready formatting services. However, we are not liable for indirect losses, lost profits, publishing delays, rejected uploads caused by client-supplied errors, third-party platform decisions, unauthorized content, manuscript mistakes, or issues outside our control.

The client is responsible for reviewing final files carefully before publishing, printing, distributing, selling, or submitting them to any platform. Approval of final files confirms that the client has reviewed the work and accepts the deliverables.

12. Confidentiality

Book Formatting Experts treats submitted manuscripts, book files, unpublished materials, client notes, project briefs, and private publishing information as confidential project materials. We use client materials only for the purpose of reviewing, quoting, formatting, preparing, revising, or delivering the requested service.

The client agrees not to share private project communications, internal recommendations, production notes, pricing discussions, or unpublished service materials in a misleading or harmful way. Confidentiality does not apply to information that is already public, independently developed, required by law, or approved for disclosure in writing.

13. Communication and Project Decisions

Clients are responsible for responding to questions, approving samples, reviewing proofs, and providing requested materials within a reasonable time. Delayed responses may pause production, extend delivery timelines, or require the project to be rescheduled based on availability.

Any instruction, approval, platform change, trim size change, file change, or revision request submitted by the client may be relied upon by Book Formatting Experts during production. The client is responsible for checking all final files before uploading, ordering proofs, approving print copies, or publishing the book.

14. Third-Party Services, Platforms, and Tools

Book Formatting Experts may prepare files for third-party publishing platforms, retailers, print-on-demand companies, marketplaces, distributors, or related services. These third parties operate independently and may change their requirements, review rules, upload systems, file checks, policies, fees, or approval standards at any time.

The client is responsible for maintaining access to their publishing accounts, payment settings, tax information, ISBN details, book metadata, category selections, and platform-specific account requirements. We are not responsible for account restrictions, retailer decisions, policy enforcement, platform downtime, rejected metadata, or marketplace performance.

15. Changes to These Terms

Book Formatting Experts may update these Terms and Conditions when service workflows, publishing platform requirements, pricing structures, legal requirements, or business operations change. The most recent version published on this page will apply to website use, quote requests, new orders, and future service engagements.

Continued use of this website, submission of a quote request, approval of a project, or purchase of a service after updates are published confirms acceptance of the updated Terms and Conditions.

16. Contact and Support

For questions about these Terms and Conditions, service scope, order requirements, revisions, publishing platforms, or custom project pricing, please contact Book Formatting Experts before placing your order.

Need help choosing the right formatting package? Visit our Contact Us Page. Need pricing for a complex manuscript, children’s book, cookbook, academic project, or multi-platform publishing package? Please use our Custom Quote Request Page.