Write books for schools: How to become a freelance 'work-for-hire' writer
Photo by Susan Q Yin on Unsplash
One of the first books I wrote.
I’m a freelance writer, and I write books for schools.
When I tell people what I do for a living, there’s always a bit of surprise. “I didn’t know you could do that!” is the usual reply.
Writing books for schools is a full-time passion for me—and I love what I do.
Since 2017, I’ve written 50+ books for schools. Every book was a freelance work-for-hire writing assignment.
There are many ways to become a freelance writer. However, I find work-for-hire books don’t often make the cut on lists for freelancing ideas.
Work-for-hire is an accessible and cool way to make a creative living as a freelance writer.
It’s the backbone of my full-time freelance writing career. I’ve found work-for-hire a great way to gain writing experience—and to see your name in print.
This in-depth guide is to help you:
Decide if ‘ work-for-hire’ writing is a good fit for your creative life.
Get step-by-step instructions on how to become a freelance ‘work-for-hire’ writer.
Since I’m an writer, I (of course!) have a table of contents for this blog post. You can click on any of the links to jump ahead—or read the whole post from start to finish.
Choose your own adventure!
What's a freelance work-for-hire writer?
There is a lot of legal jargon when you look up, “work-for-hire.”
But in simplest terms, this is what “work-for-hire” means in educational publishing:
A publisher has a book idea.
They hire a freelance writer to write the book using their idea.
A freelance work-for-hire writer takes the book idea, prepares an outline, writes the book, and makes revisions. This is all done under the guidance of an editor.
‘Work-for-hire’ has two key differences to traditional publishing.
You are paid a one-time flat fee. There are no royalties for work-for-hire projects.
You sign over all rights and permissions to the publisher.
At first glance, this may not seem like the best bargain. You write a book—and then sign over all rights to someone else?! No royalties?!
Yes. And it can be a great deal for both parties.
Work-for-hire writing assignments often pay freelancers a high, one-time flat fee.
It’s similar to writing a magazine article and getting paid a one-time rate—no matter how many copies of the magazine sells.
Work-for-hire is a wonderful way to start your freelance writing career—and get published.
I personally see work-for-hire assignments as a fun way to make money as a freelance writer. Your books are published with your name on the cover.
Better yet, if you’re a brand-new writer, these book assignments can help you develop your own unique narrative voice.
What is the work-for-hire writing process like?
The work-for-hire writing process is usually quite straightforward. Most of the time, the process takes about 2 months, starting from when you’re assigned a book to when your manuscript is officially accepted.
Here is a simple step-by-step breakdown of the writing process.
1 » An editor assigns a book to you.
This is when you receive the book idea, chapter word counts, and educational standards the book must meet.
2 » You sign a contract or LOI (letter of intent).
Once you’ve accepted an assignment, you should receive a contract or letter of intent from the publisher. Both parties sign this document. This key document outlines the book’s payment, deadlines, and copyright details. Make sure you read this carefully before signing.
3 » You write the book’s outline with a chapter framework.
This is when you outline how you plan to structure the book.
How many chapters will the book have?
What specific information will you share in each chapter?
What (reliable) sources will you use in your research?
Personally, this is the most important part of the writing process for me. A thorough outline ensures my editor and I are on the same page. (ha.)
At this step, your editor may also ask for a sample chapter.
4 » Your editor reviews your outline and gives you feedback.
Your editor looks over your outline and helps make sure you’re on the right track. They might have some tweaks for your outline.
5 » You write a first draft, submitting it about 3-4 weeks after you submitted your outline.
This is when you put on your writer’s cap and finish a manuscript with a tight turnaround. (You got this!)
6 » Your editor sends you edit requests, and you work on a second draft.
I’ve had very few manuscripts accepted in the first draft stage. Most of the time, an editor will ask you to make changes and work on a second draft—sometimes even a third. This is all part of the writing process.
7 » Your manuscript is accepted!
All of your hard work is done at this point. Depending on the publisher, you might get another contract to sign.
8 » You receive your payment about 30-60 days after the manuscript was accepted.
It can vary publisher to publisher, but most will pay you in full once you’ve submitted the final draft of the book. Industry standard is usually 30-60 days after the manuscript is accepted.
I have also been paid half of the fee upfront, and the second half upon my submission.
What skills do you need to write books for schools?
Work-for-hire authors are freelance writers. Many of the best practices for freelance writers apply here, too.
For instance, to write books for schools, it’s handy to be a great writer. Knowing how to write smoothly and with an engaging tone is crucial.
But there are certain skills you will need that are specific to work-for-hire writing in educational publishing. You will need to develop these as a freelance work-for-hire writer.
1 » Be a conscientious researcher and fact-checker.
In-depth research is needed for every book I write, no matter the topic. There is a lot of information on the inter-webs these days. Knowing where to find factual, reliable information is a key part of being a work-for-hire writer.
2 » Know how to adjust the reading level of a book.
This is a big part of writing books for schools. Each book usually has a certain reading level. This helps educators match readers with texts that are at their current reading level. Reading levels also help students improve their reading skills.
These are the three reading level systems I see most often in work-for-hire:
Lexile Framework
ATOS levelling
Flesch-Kincaid readability
Here’s the tricky part though: adjusting a book’s reading level is not an exact science. It’s something I had no clue how to do when I first started writing books for schools.
Adjusting a reading level comes down to this:
To lower a reading level, you need shorter sentences and simpler words.
To lift up a reading level, you need longer sentences and more complex words.
Just keep in mind, you’ll likely need to adjust the reading level for any book you write as a work-for-hire freelancer.
3 » Understand how to shape a book outline from a general topic.
This part is where the fun starts. (At least for me!)
Most of the time, publishers will approach you with a book idea that has no specific outline. Their book idea has no set-in-stone chapters or narrative sequence.
Your goal is to look at a general topic (eg. climate change) and figure out the best way to structure information about that topic within a book format.
This is where your creative outline comes into play.
As a work-for-hire author, you need to look at a book idea and come up with a book structure.
This includes knowing what information you’ll put in different chapters, what those chapters will be titled, and more. A solid outline will help you write a better book.
Further reading: How to create a helpful outline for nonfiction book writing (+ template).
4 » Bonus: Have some understanding of current educational standards.
While this isn’t mandatory, having an understanding of current educational standards and practices helps the writing process. This includes Bloom’s Taxonomy and Common Core standards.
(If you just read the previous paragraph and mentally went, huh?, don’t worry—both are easy to research if it’s requested by an editor.)
Is work-for-hire freelancing for you?
Now that you have a bird’s eye view of what work-for-hire writing assignments are, let’s answer the burning question: is work-for-hire writing for you?
This section will help you reflect and dive deep into answering that question.
I personally believe work-for-hire assignments are great for beginner freelance writers and especially for anyone who has teaching experience.
If you’re someone who loves learning and writing about new topics, it also may be an ideal choice for you.
But work-for-hire assignments are not the right fit for everyone.
Here are some specific questions to ask yourself before heading down the work-for-hire route.
Can you follow a structure?
Every book I write has a specific structure. There is a set number of pages, a word count for each page, and a reading level that must be maintained throughout.
Editors call these “specs.” You have to adhere to them. No ifs, ands, or buts.
I usually have some creative freedom in creating a book’s structure and even what my book focuses on within a topic. However, every book I write closely follows the given specs.
If this feels like it would be a suffocating challenge for you, then work-for-hire freelance assignments might not be the best route for you.
(Personally, I find structures actually give me more creative freedom. There’s something about structure that frees my imagination to lift-off in new directions. Something to keep in mind.)
Can you write quickly and meet time-sensitive deadlines?
Every book I write wraps up in less than two months. I typically have 2-3 weeks to come up with an outline for the entire book, and about 3-4 weeks after that to write a first draft.
After you submit your first draft, an editor will reach out, and you’ll likely have 1-2 rounds of edits after that. But essentially, I write an entire nonfiction book - from beginning to end - in about two months.
Be frank with yourself and ask:
Do you do well with constraints and limitations?
Can you write quickly and meet deadlines consistently?
Again, I find these time limits are helpful to the creative process. If I try to write a book with no deadlines, this means it’ll never get done.
You might be surprised at how quickly you can write a first draft of a book, especially if you’ve written a thorough outline.
Do you like writing for kids?
All educational publishers create books for kids. This may seem obvious, but it’s worth considering if you like writing for a younger age group.
I’ve written for all ages, from 2nd graders to high school students. And different grade levels need different writing “tones.”
Be aware that when writing for younger grade levels, you need to write shorter sentences using simpler words. One of my biggest writing challenges is to maintain a fun, engaging writing voice using short and simple sentences.
Do you love learning and writing about new topics?
This my favourite part of writing books for schools. I’ve written about everything—from the Progressive Era to economics to the Schuyler sisters to interesting foods we eat to Komodo National Park.
To succeed as a freelance work-for-hire writer, you need to LOVE learning about new topics.
Readers can sense when you’re energetic and enthused about a topic. It comes right through in your writing.
When I’m engaged with learning more about a book’s topic, I dive deep into my research. I find obscure papers with intriguing data. Fun facts are littered throughout the manuscript.
As a work-for-hire writer, I want to encourage readers to love learning about the topic as much as I do. Underlining all of my writing is a sense of playful curiosity—and this is what I believe strengthens my writing the most.
Can you write with as little bias as possible?
Here’s more of my two-cents: there is no writing that comes without an author’s bias. My personal values and perspectives shape everything I write. There’s no avoiding that.
However, when I write books for schools, my goal is always to empower students to think critically for themselves.
We are living in times where there are opinions everywhere. Some of these opinions are factually based, and others are less so.
When writing books for schools, it’s crucial that you research and fact-check your material thoroughly. It’s equally important that you present information with as little bias as possible.
As a writer, I firmly believe in empowering readers to come to their own conclusions.
Consider if you can write to help and empower kids to:
Keep researching a topic
Develop their own opinions
Mold their own value system
Engage with new, creative ideas
Discuss their ideas with other learners
Feel connected as citizens of a global community
Can you let go of your writing?
There’s a great blog post by Sara E. Hoffman, an editor at Lerner Books. When asked what she thinks is the key skill for work-for-hire authors, she says it’s all about the “skill of letting go.”
Here’s how she explains it:
“By this I mean: A willingness to go with the flow when it comes to editorial revisions. An understanding that many factors come into play when editors make the editing decisions we do, and so compromise is often necessary.”
This is easily one of the hardest parts of being a work-for-hire author.
Many times, I’ve written a book I’m really proud of. It just works. I feel in my writing bones that the narrative runs smoothly. My editor accepts the manuscript. All is smooth sailing in my lil’ writing world.
Then… I see my book just before it heads into production.
(Sneaky sidebar: Most publishers will share the nearly-finished version with authors for any last-minute changes. This version of the book has all text and graphics put together.)
Fact: the book you write will change.
I can’t tell you how many times I’ve read through one of my books and found chunks of my writing thoroughly edited and changed.
This will happen to you, too.
At the beginning of my freelance work-for-hire career, this used to bother me. I had a running stream of thoughts: they must not have liked that part… why would they change that sentence… do they think I’m a tragically terrible writer?
I’m telling you, that inner critic can try to shred you sometimes. (Don’t let it.)
Edits happen. This is why. (Spoiler: it’s not personal!)
As Hoffman mentions in her post—and from what I know from 4+ years of work—edits are usually made for the following reasons:
The text needs to shift to match the series guidelines.
The text has too high or too low of a reading level and needs adjusting.
The market has changed, and the specs for the books has changed with it.
New data has emerged, and the text needs to reflect that.
The book you write will change. Sometimes huge sections will change. And as a freelance work-for-hire writer, it’s key that you can roll smoothly with the changes—and not take them personally.
Most edits have nothing to do with writing quality. Learning to let go of your writing will help you work with more grace—and editors remember that when they hire authors again.
How to get work-for-hire assignments
Okay, quick backstory. In full transparency, my start in educational publishing was partly because my dad was in the industry. (Yes, nepotism…)
I was in my final semester of a creative writing degree, and my dad—who worked at a publishing company at the time—introduced me to an editor. The introduction led me to writing for the company on a regular basis.
I want to put my hand up and acknowledge my privilege here. This experience was very helpful. It gave my 20-something self the confidence and courage to approach other educational publishers for work-for-hire assignments.
But since then, I’ve met every other client of mine through the how-to steps I list below.
I firmly believe you don’t need an introduction—or a creative writing degree—to get started in this industry.
If you have any freelance writing experience and/or experience teaching in a classroom, work-for-hire assignments are likely a great fit for you.
I’d love to share with you how I now get work-for-hire assignments.
Here’s my step-by-step guide that I use to get work-for-hire assignments.
1 » Know your strengths as a writer.
From my perspective, educational publishing has the opportunity to grow with more representative authorship.
People with different experiences can write books that will expand a young learner’s view of the world.
Before you start your research, think about what you bring to the table as an author.
What experiences can you highlight in your submissions and applications? This will also help you narrow down which companies you apply to.
For instance, as a writer, this is what I want to focus on:
Asian American experiences (writing as a multiracial author, Chinese/white)
Global citizenship (writing as an avid traveller and citizen of a global community)
Values-driven storytelling (writing from a place of compassion + courage)
Emotional intelligence (writing in a way that encourages readers to empathize with and understand others)
Consider what your writing superpowers are. What experiences can you highlight in your resume?
2 » Research different educational publishers and book packagers.
If you’re a teacher, this is where your classroom library will come in handy. Browse the books your school has available. Which companies publish books that you enjoy reading?
Browsing a school library might not be possible for you. So, if you’re not sure where to start, the best place is the marketplace on Evelyn Christensen’s website.
This is a comprehensive list. It can feel intimidating to go through.
But remember—this is a list that shows all potential leads. And it’s sizeable! There is probably at least 10-15 companies on this list that would be a wonderful fit for your writing.
Set aside a few hours to go through this list. Commit to returning to it when you need new leads.
This list is updated around twice a year. I go back to this list on a regular basis, especially if I’m looking for new leads.
In general, there are two types of companies on this list:
Educational publishers
Working directly with a publisher is my preferred choice.
You usually make a bit more money, and you can develop a great working relationship with the company if you’re a reliable author.
Book packager or content developer
These are companies that act as a liaison between freelancers and publishers.
Often, you do make less money than you would with a publisher, but these companies usually create content for publishers that don’t hire freelancers on their own.
It can sometimes be easier to first get work with a book packager in order to build your reputation and booklist.
Reminder: Reviewing this list is just a starting point. It’s important to do your own research of companies and review their submission policies carefully.
3 » Narrow down and write a list of publishers or book packagers that are a good fit for your writing style and experiences.
You don’t need to spend hours finding the perfect publisher to submit your work to, but this step will save you a lot of headaches down the line.
I do not apply to all educational publishers.
I love writing about social studies and science topics, and I also generally prefer to write narrative nonfiction for elementary and middle schoolers. This automatically narrows my field.
I encourage you to look at different publishers’ websites.
Ask yourself if they publish books that:
Align with your values
Target an age group you enjoy writing for
Cover topics you love learning about
Have a similar writing style to yours
Make a list of all publishers and book packagers that might be a good fit. Keep that list as you continue on.
4 » Review the company’s submission guidelines and complete your application.
This is the information to include when applying for work-for-hire assignments with a publisher:
A resume with your experience
If you have classroom experience, make sure you highlight it.
If you have freelance writing experience, detail it and describe how it translates to the educational publishing world.
Also, if you feel it’s appropriate, detail some of your personal background. What experiences of yours do you think would be of interest to young learners? All of this helps.
Booklist
If you’ve written any books, include the titles, publishers, and age group in a booklist.
Writing samples
Arguably the most important piece of your submission.
Do submit at least 500 words for a writing sample or follow the company’s stated guidelines.
You don’t need to send pages upon pages for your sample. Keep your writing samples succinct and strong.
Past client list
When you’re starting out, you might not have a lot of publisher clients, but any you can include is helpful here.
Your website link
This is not a requirement.
From personal experience though, having a website where publishers could look at my past work has consistently helped me get new work.
If you can, put together a simple website that has writing samples available and your contact info.
5 » Tailor your application.
When I’m submitting to a new publisher, my resume is similar to others I’ve submitted in the past. But I make an effort to personalize each application and add details that are specific to their publishing style.
6 » Hit submit—and be brave and follow up!
As a decently shy introvert, it is difficult for me to follow up when I’ve sent a submission email.
And, to be fair, publishers sometimes say on their website to wait for a reply from them before following up.
But often, following up with a lead is an effective strategy to get work.
Depending on the submission, you can follow up 1-2 weeks after you’ve sent an initial email. Just send a quick message mentioning that you know they’re busy, but you wanted to bump your submission up to the top of their inbox for when they have a moment.
I’ve also re-sent applications six months done the line. You never know when editorial staff will be looking to hire new writers.
So, follow up!
7 » Bonus: Contact editorial staff through LinkedIn to connect with potential leads.
Look—I’ve submitted my fair share of applications to publishers. Some respond. Many don’t.
It can help to connect directly with someone when you’re trying to get new work.
I don’t spend a lot of time on LinkedIn, but it’s been very helpful for me in the past.
Through LinkedIn, I’ve connected directly with several new clients, including one I’ve worked with for over three years.
Now, this is a strategy I recommend with some caveats.
First, make sure you’re reaching out to companies that align with your writing style.
Second, reach out with respect for an editor’s time, remembering that they likely receive many messages in a day.
Here’s how you do this:
Type in a publishing company you’re interested in and include + “editorial director” or “managing editor” or “content director.” See what profiles come up.
Look at the individual profiles, and assess whether you think they’re someone who might be interested in hearing from freelance writers.
Request to connect with them. Include a personal message where you greet them by name and explain who you are.
Simply ask to connect. I don’t recommend peppering them with requests and sending your resume right out of the gate.
This is the exact message I send to potential clients when I click that “Connect” button on LinkedIn:
Hi <insert name of editorial or content director>,
I’m a big fan of <educational publisher>’s <specific type of book they publish>, and I found your profile while researching your publishing house. I’m Monika, a freelance work-for-hire writer. I’d love to connect with you on Linkedin - and hopefully work with your team in the future!
- Monika Davies
This is by no means a foolproof strategy.
But I’ve found it can be helpful to connect through LinkedIn, where an editor or content director can quickly glance through your past experience.
Over the last five years, I’ve found connecting with potential clients on LinkedIn to be the most effective strategy for generating leads.
Final Takeaway Tips
Hopefully this guide has given you a head-start on getting work-for-hire assignments. In this final section, I’d like to give you a few takeaway tips, ones that I learned from mistakes I made on my own writing journey.
1 » Don’t be afraid to ask questions.
Work-for-hire writers sign a lot of contracts. I found some of these contracts confusing when I first started out.
If you ever have questions about legal documents, make sure you ask the publisher or your own legal representative for help.
It’s always a good idea to know what you’re signing.
I carefully read every legal document I sign. And I also read through assignment specs with the same amount of care.
If you have any questions about the length of an assignment or deadlines, don’t hesitate to ask.
A great editor or content director will happily and thoroughly answer your questions.
2 » Keep track of your time on every project.
Especially when you’re starting off, you’re not going to know how long it takes you to write a book from start to finish.
There’s no way to predict your writing time.
Some books take me less than a week to write. Other projects have had me pulling at my hair and staring at a blank laptop for weeks on end.
It really depends on the topic and your familiarity with it.
The best way to take care of your future freelance self is to track your hours on every project.
This is something I’ve only started recently, and I wish I’d begun years ago.
First, track your hours. I use Toggl and Timery together to track my time on individual projects.
Second, review your hours once you’re done the project.
How many hours did you spend writing and editing? Divide how much the project paid by the number of hours spent. What was your “hourly pay”?
I keep track of this data in my Notion databases. This small step helps me narrow in on which projects have been of most value to me. It also gives me insight into how long it will take me to complete future projects.
Related Reading: 5 Strategies to improve your time management as a freelance writer.
3 » Be prompt in your replies to editors.
Work-for-hire assignments tend to go quickly.
This is such a small—but meaningful—tip: make sure you respond quickly to work-for-hire offers.
I definitely am not tied to my email inbox. (And I choose not to get email on my phone. But that’s another blog post.)
But if I receive an email with a potential assignment, I always make sure to reply within 24 hours during a business week.
Being prompt with your replies will help you get more work in the future.
While you don’t need to respond within an hour or even four, your reliability as a writer increases when you reply to assignment requests within a day or two.
4 » Trust in your writing ability.
If I could go back in time, I’d remind myself that it’s okay to make mistakes. That’s why I always send in a first draft to editors! Your editor is there to help you build the best version of your book.
If you’re reading this blog post, I’m betting you’re a great writer. An amazing writer in fact.
When I first started, I was nervous every time I submitted a first draft. Terrified, even. I wasn’t sure if what I wrote was any good, especially as I had never written nonfiction narratives before.
It gets easier. And your work is almost always better than your inner critic wants you to think it is.
Trust your hand, and trust your writing.
And remember—progress beats perfection in my world. Done is better than perfect, as they say.
5 » Remember your reader—and have fun!
Think back to when you were a student in a classroom.
Did your teacher ask you to read books that seemed to dull your soul? Books that were just a boring recital of facts?
Books for schools don’t have to be dour and sour retellings of history. Learning can be a lot of fun. I believe in that wholeheartedly.
Write books that you’d love to read, too.
Feel engaged with your material. Your reader will sense that love, and they will care more deeply about your words.
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Oh hey there, I’m Monika!
(she/her) I’m a big fan of compassionate creativity, intentional living, and freshly-popped popcorn. I hope this work-for-hire guide has helped you.
If you have any questions, feel free to send me an email. I’d love to hear about your journey as a work-for-hire author!
