If you're a writer (or an editor) you should have heard of a style sheet, but how many of you have actually used one?
The first thing to understand is the difference between a "Style Guide" and a "Style Sheet." For a detailed description, read my blog post from September, Style Guide 'v' Style Sheet. For those in a hurry, the "guide" looks at the bigger picture, covering general "rules" (even though they aren't rules, merely guidelines), whereas the "sheet" is personalised for your particular project.
So, who are they supposed to be used by?
The answer I hear from many people is, "Oh, they're an editor's thing, aren't they?"
Well, yes and no.
Yes, editors use them (although, talking to a recent client, they specifically chose me as their editor because I offered a style sheet as standard. This leads me to believe that not all editors supply these sheets - or if they do, they charge for the privilege).
But, authors would arguable find them of more benefit than the editor. The simple answer is, they're of use to both.
The crucial thing that authors want to know is, "What goes on a style sheet?" and "Where can I get one?"
Well, there is no standard answer. If you search the internet, I'm sure there are templates designed by savvy entrepreneurs, but most people simply make their own (using MS Word, or similar), as I did. Mine is a "living" document, meaning I have a basic template, but I add/delete sections depending on the specific project I'm working on.
Let's look at my style sheet in a little more detail.
So, to start with, you have the project details (Client name, book title, word count, level of editing, received/return dates).
Next, I have a section where the author/editor specifies which reference sources are to be used (CMOS, New Hart's Rules, Merriam-Webster, Oxford dictionary, Blue Book of Grammar, etc.).
After this, I get into the technical side of matters, specifying which type of English is used (UK, US, AUS, etc.). I detail the style of formatting for numbers, dates, times, abbreviations, and so on. Some might say, "That's all covered by the style guide; why repeat it?" That is true, but would you rather wade through a full reference book every time you need to confirm something, or simply look at a sheet on a computer? Besides, the guide might specify one thing, but the author might choose to ignore it and go their own way. It's not wrong (they're not rules/laws, only guides), so the style sheet helps maintain consistency.
At this point, you might add headings for how to tackle book titles, adding emphasis, formatting money references, distances, percentages, or anything else that might appear in the book. The list is endless (hence the style sheet is a "living", "breathing" document specifically for the project it is designed for).
Another section I always add is dialogue preferences. Here, I detail anything relating to direct speech. Some authors have strong feelings when it comes to single or double quotation marks (often differing from what their regional or style guide suggests). This is where you record those changes. I also record choices relating to reported speech, quotes within quotes, internal dialogue, preceding with a comma or a colon, etc. Again, this list is flexible, but it maintains consistency throughout.
Formatting preferences comes next. This means stating the formatting of chapter titles, subs, headers, title pages, body text (recording fonts, font sizes, spacing, underlines, centred/aligned, italics, and so on). Again, consistency throughout.
You might also add technical details relating to headers/footers, margin sizes, bullet point styles, paragraph indents, section breaks, etc.
Once all of the "techie" stuff is done, I move on to the sections that are of more value to the author. For example, I include a section on recurring issues. This is not to upset the author, but more to highlight hidden habits that they may not be aware of. Everybody says (or writes) things the way they would in real life. Often they repeat them again and again (without knowing). In speech, this is often ignored, but in writing, it stands out like a sore thumb. Equally, overuse of certain words or phrases can be highlighted. Once the author is aware, they are able to avoid or find solutions so that in future writing this does not become an issue. If they don't know about it, they can't fix it. In terms of grammar and punctuation, this is the ideal place to educate the author on certain aspects (if they repeatedly misuse commas, for example, as that is how they were taught it at school, you have the chance to offer advice).
The next section is a list of characters, a list of locations, and a bullet point list to summarise the plot.
Some might ask, "What value is this?" Well, I've had a number of clients where the spelling of names changes throughout their books. Using the listing process, you have a definitive spelling reference. Equally, characters visit certain locations, but when they return, the location is called something else. With the plot listing, it helps keep the story arc straight (if an arc can be straight). Often, characters move place to place, say things to others, then forget what they've said in later chapters, or appear in locations they shouldn't be. All of this helps keep everything in order. Plot holes...!
Ideally, if the author has already completed this section of the style sheet, the editor will simply be confirming that the order is correct.
The final area of the style sheet is a list of spellings encountered in the book. Now this could just be names of characters, locations, etc. But, you might use dialect, abbreviated language in dialogue, made up words (particularly in fantasy), all of which you need to ensure are spelt correctly throughout the book.
At the end, I always leave space for "anything extra." Some clients want a critique, others want age-rating data, or checks for plagiarism, copyright, or similar. Again, this area is flexible depending on the client's requirements.
So, to sum up, what are the advantages of using a style sheet?
From a writer's perspective, it keeps the plot/characters in order. It keeps a record of the technical aspects of the book. So, a year (or more) down the line, if they decided to write a follow-up or make a series, everything is on hand and ready to use.
From an editor's perspective, it is also a future reference should the client return years later wanting editing or proofreading to the same standard references. Equally, some clients use multiple editors at different stages of their book's life. If all editors produced a style sheet (from the early stages), it could follow the book, editor to editor so that they all stick to the same preferences. A recent client had used 2 developmental editors and a copyeditor before me, and not one had produced a style sheet (hence preferences and consistency were all over the place). Case in point.
For those looking to have their work edited, ProofwriteUK provides a FREE style sheet with every sample edit, and with ALL editing or proofreading package. Did I mention these are FREE?
For those looking to write their own style sheet, you can contact me via my website and I'll happily send you a copy.
For information of my copyediting, line editing, and proofreading services, go to https://www.proofwriteuk.com where all of your questions will be answered.
If you'd like to discuss your manuscript's requirements, or would like to obtain a FREE quote (or a FREE 1000 word sample edit), please contact me through my website's "contact" page or via Facebook or X (Twitter).
Email: AJHeasman.ProofWrite@aol.com
I also offer my services through Fiverr
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