- What does a professional indexer do?
- How to find an indexer
- Engaging an indexer
- Fees for indexing
- Advice for authors
- Advice for editors
What does a professional indexer do?
An index is much more than a simple list of keywords and page references. Indexing is an intellectual activity in which the content of a printed or electronic publication is read and analysed to identify terms and concepts that the reader is most likely to want to find,and to identify relationships between those terms and concepts.
A professionally compiled index:
- is clear, comprehensive and consistent in style
- is arranged in logical order
- includes headings for significant topics, concepts and names
- includes subheadings to help the reader locate specific aspects of topics without having to search through numerous pages
- connects all related headings in the index through the use of see and see also references
- includes explanatory notes to put headings into context
- may distinguish page references for illustrations, tables and footnotes from page references related to the main text.
How to find an indexer
When you engage an indexer, you are employing an information professional with:
- subject analysis skills
- knowledge of indexing conventions and standards
- an eye for detail
- communication skills
- the ability to meet deadlines.
The Australian and New Zealand Society of Indexers is a network of professional indexers across Australia and New Zealand. The Society recognises professional competence through accreditation of indexers. It maintains a list of indexers who are available to accept commissions. Their contact details can be found in Indexers Available.
Engaging an indexer
To ensure your index is a good one:
- arrange to engage the indexer as early as possible; some have skills that can be used from the very beginning of the project
- recognise that a good index takes time
- when you request a quote:
- advise the candidate indexers of the scope, content and target audience
- clarify the style and format of the work, and/or its mode of delivery
- if possible, provide a table of contents and a sample chapter (not the introductory chapter) or sample items (if a journal or database index) to give the indexer a clear idea of the topic and the level at which the publication is being pitched.
When you select an indexer:
- negotiate the fee
- discuss and set the deadline
- confirm the contractual details in writing
- keep the indexer informed of changes in schedule and scope.
Fees for indexing
Freelance indexers consider a number of factors when quoting a fee for an indexing job:
- type of work to be indexed
- length of the indexable parts of the text (in pages and/or words)
- intended audience
- complexity of the text
- subject matter
- requirements for specialised expertise
- length of time the indexing is estimated to take
- desired rate of return for the time spent indexing.
Taking all this into account, freelance indexers calculate a total fee for an assignment, which is quoted to the customer.
Freelancers set their own rates of return. Book-type indexing fees may be calculated in dollars per hour, dollars per page, dollars per word, or other measure. Ongoing database indexing may be costed on a per item basis.
ANZSI suggests that AUS$85 per hour (excluding GST) is a reasonable fee guideline for a competent* indexer indexing a text for general readership. For scholarly texts, academic publications or assignments with complicated requirements indexers are likely to base their quotes on a higher rate. Very experienced indexers who are fast indexers may also base their quotes on a higher rate. Urgent indexes may involve a surcharge negotiated with the customer. Indexers registered for GST will add GST to the fee.
This fee suggestion was endorsed by ANZSI Council in September 2025; it is reviewed regularly and is not binding.
* Competent indexers are those who understand the principles and standards of professional indexing and who can do a good job of indexing the materials put before them. They are most likely to have undertaken training (either formal training, on-the-job training or self-directed learning), to have completed a number of published indexes, and engage in professional development. Competent indexers will also be aware of their strengths and limitations, and know when to reject a commission or refer it to a colleague because it is outside their level of expertise or subject knowledge.
Advice for authors
Authors sometimes have to make a decision about whether to index their own work, or to commission a professional indexer. As an expert in your subject area, you may be concerned about the ability of an indexer to identify relevant terms and concepts. A professional indexer accepts commissions for subjects in which they have at least a broad level of knowledge and many will draw on knowledge gained through a previous career. Some indexers work in specialised areas such as law.
Besides having professional indexing skills, the indexer will read your manuscript with objectivity and a fresh pair of eyes. The indexer will also have an understanding of the readers’ perspective which is particularly important, as often readers will not be as familiar with the subject as you are.
Some indexers offer consulting services and specify this in their Indexers Available listing.
Advice for editors
Editors responsible for commissioning indexers need to consider aspects such as how best to brief indexers and what to look for when assessing indexes. To assist with this step in the publishing process, The Society of Indexers (United Kingdom) has produced a comprehensive guide: Last but not least: a guide for editors commissioning indexes.