If you’re thinking about hiring a freelance writer or comms expert, you might wonder –are they really worth the price? At first glance, hourly and day rates can seem high compared to an employee’s salary, but in fact: you’re not just paying for time. You’re paying for expertise, flexibility, and results. Freelancers don’t come with the overheads of full-time staff either – no office costs, no benefits, no downtime. Instead, you get highly focused, on-demand support exactly when you need it. So, how much should you expect to pay, and how can you get the best value from your freelancer?
How freelancers estimate their costs
Freelancers usually charge by the hour, day, or project. Copywriters and editors often charge per 1,000 words.
A freelancer will usually ask for an outline of a project (a ‘brief’), which is either written, or given verbally during a meeting.
They will then usually provide a proposal and costs (a ‘quotation’), based on their experience of previous projects.
They may include a ‘contingency’ amount. This is to cover any extra things that you later decide you want to do eg research, revisions, or interviews.
I prefer to charge by the day or hour rather than by project, because this allows me to be completely transparent about the time that’s used. I’ll provide you with a cost for the whole project, but I’ll also clearly outline how much time each element will take. If we’re likely to use less time, I either won’t charge, or you can allocate that time to another project.
How freelance rates compare to salaries
The Creators Rights Alliance (CRA) provides guidance on freelance rates and fees.
They have a table that lists annual salaries and gives recommended freelance day rates. It also shows the equivalent cost of an employee.
For example, for a freelancer charging between £375-£400 per day the equivalent annual salary is £30,000-£33,000. If it’s a professional with 30+ years’ of experience like me, that’s great value for money. I keep my rates low because I work with not-for-profit organisations, many of whom are small and have limited budgets.
Why freelancers cost more than salaried staff – but can be more cost-effective
Employees cost less per day than freelancers, but hiring a freelancer is often more cost-effective. You only pay for the work you need, when you need it, with no long-term commitment And you get access to specialist expertise – which you might not find in an employee, and you might not need all year round.
Freelancers charge higher rates because they need to cover:
💻 office costs – heating, lighting, desk, computer, internet, other IT, books, stationery, subscriptions
🏝️ their holidays and sickness
🧾 accountancy and book-keeping and other professional advice
👩💻 marketing and website costs
⏰ time spent on marketing, networking
⌚️time spent on training and professional development
👵 paying into a pension
💜 unpaid work to support the sector/s they work in (attending consultations, giving advice, and in my case two specific projects: the Music for Education & Wellbeing podcast, and Music Education Works website)
Why are some freelancers or freelance projects more expensive than others?
Freelancers cost their rates based on:
- turnaround time: if you contact a freelancer at short notice, they’re likely to charge a higher rate, for two reasons. Firstly, to encourage people to book ahead. We need to know we can pay our bills! Secondly, because it’s likely they’ll have to work evenings and weekends to fit the work in.
- experience and expertise: people with specialised skills and lots of experience can command higher fees.
- project complexity: projects that need extensive research, preparation (eg to deliver a workshop or training), interviews or project management will take longer and so will take more time.
How to get great value and the best service from your freelancer
- Contact them as soon as possible: if you book early, and even better, if you can project months’ or years’ worth of work, you can usually negotiate or be offered a lower rate.
- Create a clear brief: Clearly outline the project’s requirements, objectives, and deadlines to avoid scope creep and unexpected costs. Include payment schedules (eg 50% up front, 50% at the end of the project; or staged payments), deliverables, confidentiality clauses.
- Keep open lines of communication: for example, if your project needs to pause for whatever reason, let your freelancer know as soon as possible. Freelancers plan their workload based on booked projects, so if you go silent, it leaves gaps in their schedule that they can’t easily fill with other work. Even if you’ve already paid them, the lost time means that when you are ready to begin again, they may have to squeeze your work in alongside other projects – never good for quality. It also affects their future earnings because they’ve set aside those hours for you instead of taking on other clients. Clear communication ensures they can stay financially stable and be available for you when you need them.
- Build a trusting, open relationship: working with a freelancer is no different to working with your team – in fact, consider us to be part of your team. Be open and upfront about any hopes and fears you have, and any preferred ways of working.
If you work for an organisation that wants to win hearts and minds through writing, then I can help.
Perhaps you work in music and the arts, and want to explain what you do, and convey its value and impact.
Maybe you work in a charity or social enterprise, and need to secure support, partnerships, donations and investment.
Perhaps you’re an academic who wants to share their research findings in a more clear and engaging way.
Whichever line of work you’re in, and whatever purpose you’re writing for, I’d love to help.