Want to use grammatical expletives in your fiction? These words serve as place holders or fillers in a sentence. They shift emphasis and can affect rhythm. Used injudiciously, however, they can be cluttering tension-wreckers. Here's how to strike a balance.

Because expletives shift emphasis, they have a syntactic function. However, they don’t in themselves contribute anything to our understanding of the sentence. In other words, they don't have a semantic role. You might also see them called syntactic expletives.

Common examples are:

• there are/is/was/were
• it is/was

Take a look at the following pair. The first sentence is introduced by an expletive.
​

• There was a car parked outside the house.
• A car was parked outside the house.

When used well, expletives are enrichment tools that allow an author to play with a narrative voice’s register and the rhythm of sentences. 

When prose is overloaded with them, it can feel cluttered with filler words that add nothing but ink on the page. At best, they widen the narrative distance between the reader and the POV character; at worst, they flatten a sentence and destroy suspense and tension.

Flat expletives that merit fixing
Too much telling of what there is or was can rip the immediacy from a scene and encourage skimming. That’s a problem – it means the reader isn’t engaged and risks missing something.

Furthermore, if they’re not performing their rhythmic or emphasis role, expletives make sentence navigation more difficult because all they're doing is cluttering the prose.

Here's an example. Think I've overworked it? There are published books from mainstream presses with passages just like this made-up one.

The problem with the expletives in the passage above is that readers are bogged down in what there was rather than the viewpoint character's experience of discovery. Let's revise it to fix the problem.

Notice how the narrative distance has been reduced in the revised passage. Now it's as if we're in the viewpoint character's head, moving with her second my second. We can focus on the room, the dried-blood fingermarks, the whimper, and the scream rather than the being of those things – their was-ness. 

Removing the expletives and swapping in stronger verbs (smudged, shattered) enables us to tighten up the prose and introduce immediacy. And now there's no need for the told 'suddenly' – we experience the suddenness through the in-the-moment shattering. 

Expletives that pack a punch
As is always the case, obliterating expletives from a novel would be inappropriate because sometimes they're the perfect tool to help out with rhythm and emphasis.

The opening paragraph of Charles Dickens’s A Tale of Two Cities (p. 1) uses expletives galore, and masterfully at that. The repetition (anaphora) brings a steady rhythm to the passage that ensures the reader gives equal weight to the contrasting extremes – from best and worst to hope and despair. 

​The expletives introduce a detached sense of reportage that forces us forward rather than allowing us to dwell on any of the heavens or hells on offer. It’s simultaneously mundane and monstrous, and that's why it's magical.

​And here’s an example from Dog Tags (p. 1) where omission of the expletive would rip the energy from the opening first line of the chapter and interfere with our understanding of which words we’re supposed to emphasize.

​Summing up
​Grammatical expletives are a normal part of language and have every right to be in a novel. Overloading can destroy tension and make for a laboured narrative, but a purposeful peppering can amplify character emotion, moderate rhythm, and make space for the introduction of big themes in small spaces without sensory clutter.

Cited works and further reading

• Author resource library (includes links to free webinars)
• A Tale of Two Cities, Charles Dickens, W. W. Norton & Company; Critical edition, 2020
• Dog Tags, David Rosenfelt, Grand Central Publishing, Reprint edition, 2011 ​
• Editing Fiction at Sentence Level: A Guide for Beginner and Developing Writers
• Making Sense of Punctuation: Transform Your Fiction 2
• ‘Playing with sentence length in crime fiction. Is it time to trim the fat?’
• ‘Playing with the rhythm of fiction: commas and conjunctions’
• 'Should I use a comma before coordinating conjunctions and independent clauses in fiction?'
• ‘What is anaphora and how can you use it in fiction writing?’
• 'Why "suddenly" can spoil your crime fiction'

This post helps less experienced fiction writers and editors make sense of omniscient point of view, and work with this narrative style effectively.

What is narrative point of view?
Point of view (POV) describes whose head we’re in when we read a book ... from whose perspective we discover what’s going on – and the smells, sounds, sights and emotions involved.

Third-person omniscient POV
This viewpoint is probably the trickiest to master. Omniscient means all-knowing. It’s the most flexible because it gives the reader potential access to every character’s external and internal experiences. It also has the potential to be the least intimate if not handled well.
​
Imagine a futuristic news helicopter. Inside, our roving reporter shifts her camera from one person to another, and one setting to another. She’s also got some serious kit, stuff that enables her to tap everyone’s phones, TVs and computers. But that’s not all; the characters’ brains are bugged too; our reporter knows what they’re thinking. She can see, hear and smell it all! Says Sophie Playle:

Examples: Deeper knowledge than third-person narration
If you’ve read anything by Neil Gaiman, you’ll see a blatant external narrator in evidence with a depth of knowledge that defies the rules of a third-person viewpoint. Here’s an example from Neverwhere (p. 10). 

The first ten words might appear to be a third-person viewpoint (‘He’ refers to Richard, the protagonist), but that’s not the case. What follows is a distinct narrative other, a voice that explains ‘white knowledge’.

In the second and third paragraphs, the all-knowing narrator offers historical information. Then in the final paragraph, we’re told more about Richard. The viewpoint was never third-person objective. It was omniscient all along.

In Cormac McCarthy’s The Road, ‘the man’ takes centre stage in most of the sections such that we see what he sees and feel what he feels. It’s almost as if he’s the narrator, and once more we could be forgiven for thinking the viewpoint third person. But there’s more going on here.
​
In the following extracts, notice the shift beyond what it’s possible for the man to see, think or know.

In the first extract, only an all-knowing alternative narrator could be privy to the intent behind the marchers’ colour choice of scarves. In the second, the man watches the army, but it’s only an omniscient narrator who can know where their blades were forged and how the boy is feeling. Maybe that narrator is McCarthy; maybe it’s someone else. But it’s not the man.

Example: World-building backstory in a flash
Some genres – science fiction and fantasy for example – lend themselves well to omniscient narrators because they can provide critical world-building backstory quickly. Terry Pratchett’s Wyrd Sisters provides a fine example (pp. 1–2).

What omniscient is not
An omniscient viewpoint can be powerful but it needs to be controlled and used with purpose. If we’re accessing one character’s thoughts and experiences, and we jump to another character’s viewpoint, it can jar the reader. That's called head-hopping.

Imagine you’re listening to your best friend tell you about a difficult experience. Even though it didn’t happen to you, her description of the event helps you to imagine the challenges she faced, the emotions she grappled with. You’re thoroughly immersed and emotionally connected.

Then someone else barges up to you both and tells you what it was like for them. Your friend butts back in to wrestle the telling back to her.
​
Would the interruption annoy and frustrate you? Would you feel like your efforts to invest in your friend’s story were being thwarted?

The impact is the same when it occurs in a book’s narrative (though not the dialogue, of course). That viewpoint ping pong is not omniscient POV. It’s third-person limited gone awry.

Recommendation
I recommend caution. The beauty of fiction often lies in the unveiling, in the immersion. Overuse of an omniscient narrator can block this. 

The all-seeing eye can be a powerful tool – as demonstrated by the examples above – but less experienced authors, particularly those writing commercial fiction such as thrillers and mysteries, risk accidental head-hopping, which will destroy the tension and distance the reader from the characters.

Cited sources and related reading​​

• Editing Fiction at Sentence Level, Louise Harnby, Panx Press, 2020
• Making Sense of Point of View (Transform Your Fiction series: 1), Louise Harnby, Panx Press, 2020
• Neverwhere, Neil Gaiman, William Morrow Paperbacks, reprint edition, 2016
• Resources for authors: Library of articles, podcasts, videos and booklets for independent writers
• The Road, Cormac McCarthy, Picador, 2009
• 'What’s the Difference Between Omniscient and Third Person Narration?' Sophie Playle, Liminal Pages​
• 'What is head-hopping?'
• Wyrd Sisters, Terry Pratchett, Harper, reprint edition, 2013

​Not sure where to place your speech tags? This guide shows you how to tell readers who’s speaking, not based on a set of rules but in respect of clarity, suspense, invisibility, and rhythm.

​What is a dialogue tag?
Dialogue tags, or speech tags, are complementary short phrases that tell the reader who’s talking. They’re not always necessary, particularly if there are only two speakers in a scene, but when they are used, this is what they look like:

• ‘Dump that corpse and don’t ever mention it again,’ the hooded guy whispered.
• “Thanks for holding the gun,” Tom said. “Now pull the trigger.”
• Marg turned. Smirked. Said, ‘Tomorrow. If you’re late, he’s late. Geddit?’

Said is often best because readers are so used to seeing it that it’s pretty much invisible and therefore less interruptive.

What’s the rule about where tags go?
Dialogue tags can be placed after, between or before dialogue. Authors sometimes ask which position is best or whether there’s a rule.

There is no rule. All three positions have advantages and disadvantages, depending on what you want to achieve.

Position: After dialogue
Readers are so used to seeing speech tags like said at the end of dialogue that they’re almost invisible. That allows the dialogue, rather than the speaking of the dialogue, to be the focus.

Below is a wee example from Recursion (p. 292). The speech takes centre stage; the doing of speech (screaming, in this case) comes afterwards.
​​
Furthermore, when the tag comes after the dialogue, it can roll seamlessly into any supporting narrative, as shown in the example from The Ghost Fields (p. 194).

There are a couple of potential disadvantages:
​

• In longer chunks of dialogue in scenes with more than two speakers, the reader will have to wait until the end of the speech to find out who’s saying what.
• Placement at the end of speech can flatten a one-liner or suspense point in dialogue.

Position: Between dialogue
Placing speech tags between dialogue is also common and unlikely to jar the reader. Here are three reasons why it works:

• The tag breaks up longer streams of dialogue, which is especially handy if a monologue’s rearing its head.
• We’re given an early indication who’s speaking. If there are more than two speakers in a scene, and the reader’s likely to be confused, placement between the speech is an effective solution.
• One-liners, suspense points and shocks get to take centre stage. Adding the speech tag at the end could flatten the tension.

Here are two examples in which the mid placement of the tag means the suspense isn't interfered with. The first is taken from The Ghost Fields (p. 194); the second is something I made up.

​

In the first example, not having the speech tag at the end of the dialogue focuses the reader on one question: what’s the clue? Not: Frank’s the speaker.

In the second example, rejig the sentence so that Tom said comes after all the speech, and notice how this makes the wallop vanish from the line about pulling the trigger.

Position: Before dialogue
Placement of the tag before the dialogue isn’t a no-no but it is a less common option and more noticeable.

A tag tells of speaking; dialogue shows character voice, mood and intention. When the speaker’s announced first, it’s a tap on the shoulder that draws attention to speaking being done. It expands what author and creative-writing expert Emma Darwin calls the ‘psychic distance’ between the reader and the speaker, which can flatten the mood.

And, yet, this can also be its advantage. That tap introduces a more staccato rhythm that can stop a reader in their tracks.
​
In this extract from Recursion (p. 292), the placement of the tag before the dialogue induces an acute sense of resignation – that dull thump in the pit of one’s stomach when the proverbial’s hit the fan.

Not placing tags: Omission
There’s no need to include a speech tag if it’s adding nothing but clutter. In the following example from Recursion (p. 125), the author has omitted them because there are only two speakers. He lets the dialogue, and its punctuation, inject the voice, mood and intention into the scene rather than telling us who’s speaking and how they’re saying it.

Summing up
​Placement of dialogue tags isn’t about rules. It’s about purpose:
​

• Varying rhythm
• Respecting mood and suspense
• Clarifying who’s speaking
• Avoiding unnecessary clutter

For that reason, mixing up the position of speech tags can be effective.

​Let’s end with an extract from Out of Sight (pp. 135–7), which demonstrates the varied ways in which author Elmore Leonard handles his tagging: beginning, between, end, and omission.

Cited sources and further reading

• Editing Fiction at Sentence Level, Louise Harnby, Panx Press, 2020
• How to Punctuate Dialogue (free webinar)
• Out of Sight, Elmore Leonard, Weidenfeld & Nicolson, 2017
• Recursion, Blake Crouch, Pan, 2020
• The Ghost Fields, Elly Griffiths, Quercus, 2015

Not sure what a second-person narrative point of view is, or how to use it effectively in your fiction writing? This post shows you how it works in a novel.

What is narrative point of view?
Point of view (POV) describes whose head we’re in when we read a book ... from whose perspective we discover what’s going on – and the smells, sounds, sights and emotions involved.

There can be multiple viewpoints in a book, not all of which have to belong to a single character. Plus, editors’ and authors’ opinions differ as to which approach works best, and what jars and why.

My aim is to keep the guidance as straightforward as possible, not because I think you should only do it this way or that way, but because most people (myself included) handle complexity best when they start with the foundations.

Second-person narrative viewpoint
In second-person narrative POVs, the pronoun is ‘you’. This narration is intimate, but strangely so, as if the author is talking directly to the reader as a character.

That intrusive element is both its strength and its weakness. It’s powerful because it places readers at the heart of the story, and yet we – the ‘you’ – know less than the narrator.

That can create a sense of immediacy, but almost amnesiac dislocation. We have to discover what we think, see, know and do. And if we don’t identify with the ‘you’ – if we feel implicated rather than attached – we can be pulled out of the story rather than brought deeper into it.

Still, this controlling aspect of second person can have an advantage. Whereas first-person narrators tell you what they thought and did, second-person narrators tell us what we thought and did.

This witnessing adds a level of reliability (even if we don’t like it). And readers aren’t daft. They know they’re not really the you-character, which means authors could use it as a tool to create surprise when the ‘you’ is unveiled later in the book.

If you want your readers to feel connected but controlled, second-person POV might be just the ticket, but it’s difficult to pull off and rare that authors of contemporary commercial fiction write an entire novel in it (though check out Half Asleep in Frog Pajamas by Tom Robbins if you want to see a good example in action). 

More likely, you’ll see shorter-form use: dedicated chapters or other narrative forms such as diary entries, letters or other missives.

Example: Curiosity, reliability and the complicit reader
In this example from Complicity (p. 9), Iain Banks uses the second-person viewpoint in which a narrator reports on the actions and thoughts of an unnamed serial killer addressed as ‘you’.

Think about how you feel as you read this. It’s as if you’re being addressed, as if you’re complicit. At the very least, the prose arouses curiosity – who is this ‘you’, and how is it that the narrator knows so much about them?

Banks doesn’t present the novel fully in second person; these sections fall between those of a first-person viewpoint character, journalist Cameron Colley. As such, readers are confronted by a juxtaposition of Cameron’s version of events and what was witnessed by the narrator.

Recommendation
By all means, experiment with second-person point of view but understand its implications. If you want to draw your reader into the heart of your story, it’s a good choice. However, that connection can come at a price – a lack of control that could alienate your audience.

For that reason, consider the purpose of this narrative style and the extent to which you employ it. It might be better constrained – limited to chapters inhabited by specific viewpoint characters.

If in doubt, rewrite your scene in an alternative narrative viewpoint so you can evaluate how this affects your perception of the story as a reader.

This post explains when and how to indent your narrative and dialogue according to publishing-industry convention.

The purpose of first-line indents
Each new paragraph signifies a change or shift of some sort ... perhaps a new idea, piece of action, thought or speaker, even a moderation or acceleration of pace. Still, the prose in all those paragraphs within a section is connected.

Paragraph indents have two purposes in fiction:

• Readability: They help the reader identify the shifts visually.
• Connectivity: They indicate a journey. Indented paragraphs are related to what's come before ... part of the same scene.

First lines in chapters and new sections
Chapters and sections are bigger shifts: perhaps the viewpoint character changes, or there's a shift in timeline or location.

To mark this bigger shift in a novel, it’s conventional not to indent the first line of text in a new chapter or a new section. You might hear editorial folks refer to this non-indented text as full out.

• This is standard with narrative and dialogue.
• The convention applies regardless of your line spacing.

NARRATIVE LAYOUT
The following example is taken from Part 5, Chapter 2, of Christopher Priest’s Inverted World (p. 287, 2010):
​

• Paragraph 1 is the first in the chapter.
• The first line is not indented.
• The first lines of the paragraphs that follow it (2) are indented.

And here's an example from Part 2, Chapter 6, p. 147, which shows how the layout works the same after a section break:
​

• Paragraph 1 is the first in the section.
• The first line is not indented.
• The first lines of the paragraphs that follow it (2) are indented.

Even if an author chooses to include a design feature such as a dropped capital (sometimes called a drop cap), it's standard for that letter to be full out, as shown in the following example from To Kill a Devil (John A. Connell, p. 6, Nailhead Publishing, 2020):

• Paragraph 1 is the first in the chapter.
• The capital letter on the first and second lines is not indented.
• The first line of the paragraph that follows it (2) is indented.

DIALOGUE LAYOUT
​The same applies even if the chapter or section starts with dialogue, as in this excerpt from David Rosenfelt's Dog Tags (p. 192, Grand Central, 2010):

• Paragraph 1 is the first in the chapter.
• The first line is not indented.
• The first lines of the paragraphs that follow it (2) are indented.

Body text: dialogue and narrative
The example below from Blake Crouch's Recursion (p. 4, Macmillan, 2019) shows how the indentation works in the body text when there's a mixture of dialogue and narrative.

• Regardless of whether the prose is narrative or reported speech, the text is indented.
• The convention applies regardless of line spacing.

IMPACT OF LINE SPACING
Even if you've elected to set your book file with double line spacing (perhaps at the request of a publisher, agent or editor), the indentation convention applies. Here's the Recursion example again, tweaked to show what it would look like: 

Indenting text that follows special elements
Your novel might include special elements such as letters, texts, reports, lists or newspaper articles. Authors can choose to set off these elements with wider line spacing, but how do we handle the text that comes after?

Again, it's conventional to indent text that follows this content, regardless of whether it's narrative or dialogue. That's because of the connective function; the text is part of the same scene.

​Here are some examples from commercial fiction pulled from my bookshelves.

1. REPORT: The Outsider, Stephen King, Hodder, 2018, p. 252
2. LIST: Life of Pi, Yann Martel, Canongate, 2002, p. 146
3. TRANSCRIPT: Snap, Belinda Bauer, Black Swan, 2018, p. 36
4. RECORD: Ready Player One, Ernest Cline, Arrow, 2012, p. 300

It's not the case that full-out text is never used, or can't be used, but fiction readers are used to conventions. When a paragraph isn't indented, they assume it's a new section, which creates a tiny disconnect.

That's what I think's happened in the example below from Kate Hamer's The Girl in the Red Coat (p. 325, Faber & Faber, 2015). Of course, it took me only a split second to work out that the narrator is referring to the preceding letter, but it's a split second that took me away from the story because I'd assumed I was looking at a section break.

​My preference would be to indent 'I touch my finger [...]' because that text is part of the scene, not a new section.

How to create a first-line indent in Word
Let's finish with some quick guidance on creating first-line indents. 

​Avoid using spaces and tabs to create indents in Word. Instead, create proper indents. There are several ways to do this.

• Open the Home tab (1).
• Select your text.
• Move your cursor to the ruler and select the top marker (2).
• Drag it to the position of your preferred indent.
• Right-click on the style in the ribbon (3).
• Select 'Update Normal to Match Selection'.​

OR​

• Open the Home tab (1).
• Open the Styles pane via the arrow icon (4).
• Select your text.
• Move your cursor to the ruler and select the top marker (2).
• Drag it to the position of your preferred indent.
• Go to the Styles pane (5) and right-click on the style (6).
• Select 'Update Normal to Match Selection'.​ ​

OR

• Open the Home tab (1).
• Open the Styles pane via the arrow icon (4).
• Go to the Styles pane (5) and right-click on the style (6).
• Select 'Modify' to open the Modify Styles pane (A).
• Click on the Format button in the bottom left-hand corner (B).
• Select Paragraph to open the Paragraph pane (C).
• Make sure you're in the Indents and Spacing tab.
• Look at the Indentations section in the middle. Make sure 'First line' is selected under 'Special:' (D).
• Adjust the first-line indent according to your preference (E).
• Click OK (F).

Create a new style for your full-out paragraphs using the same tools.
​

• If using the ruler, ensure the markers (2) are aligned, one on top of the other.
• If using the styles pane, adjust the indent spacing (E) to zero.

If you need more assistance with creating styles, watch this free webinar. There's no sign-up; just click on the button and dig in.

Non-viewpoint characters have emotions too. But how do we show them without head-hopping? The answer lies in mastering observable behaviour.

What is head-hopping?
When a reader can access the internal experiences (emotions, thoughts, memories) of more than one character in a chapter or section, head-hopping is usually in play.
The exception is if you’re tackling the tricky beast that is omniscient narration. It’s difficult to pull off and rarely used in contemporary commercial fiction.

Here’s an example of what head-hopping looks like on the page. Jack is the viewpoint character and the narration style is third-person limited.

​Notice the following:

• Best ever is Jack’s thought. That puts us in his head, which is fine because this is an excerpt from a chapter in which he’s the viewpoint character. But that means we cannot access what’s going on in Pete’s head – how he is remembering his dad and the accident, and the decision to not dwell on those things.
• Look at the physicality too. Jack turns away from the water, which means he was facing it and couldn’t have observed Pete weaving through the grass and slumping into the dune. All he can do is see Pete on the dune after he’s turned.

How to enter a non-viewpoint character’s space without dropping viewpoint
There will be times when you want your reader to enter the emotional and physical space of a non-viewpoint character.

Mastering observable behaviour – showing us what the viewpoint character can see, and their interpretation of that behaviour – is one solution that will enable you to hold viewpoint.

Here’s a recast of the Jack/Pete scene:

Notice the following:

• We don’t leave Jack’s head. I’ve given him the memory of their dad and the accident, and the decision to not dwell.
• I’ve changed the order of movement. Jack turns first so he can observe Pete’s journey through the grass and into the hollow of the dune.
• Pete’s mood isn’t told (since we can’t access his inner experience). However, it can be shown through the set of his mouth, the position of his neck and the hue of his skin as Jack perceives it. Furthermore, we can infer that he’s been struggling to deal with the accident through Jack’s relief that he’s at least outside for a change.

Mastering observation
Mastering observation enables writers to retain viewpoint but not be restricted by it. Think about how non-viewpoint characters will move in a way that reflects their internal experience, or what they will look like. Here are a few examples:

Summing up
If you’re writing in a third-person limited narration style, consider what the viewpoint character already knows, what they can observe in relation to a non-viewpoint character, and what they could infer from those observations. That will determine what they can report.

What they report can still allow readers to access the internal experience of the non-viewpoint character through a back door. And while that report will be biased, it will be immersive.

Himself, herself, myself, themself ... check the usage of pronouns in your fiction. You might just be overworking them, such that you’re stating the obvious, modifying the pace, and reducing tension.

Questionable usage
Reflexive pronouns can act as double tells by stating the obvious, and mar pace and tension.

Stating the obvious

• Max grabbed a fistful of dandelion leaves and shoved them into his mouth. Needs garlic, he thought to himself.
• Jenny wondered to herself about the dream – it had been so real, as if she’d had full control. And yet …

When it comes to internal musings, authors can ditch the reflexive pronouns. Thoughts take place inside a person’s head and, by definition, are offered only for the thinker – unless there’s telepathy going on in the novel!

Moderating pace and reducing tension

• Max ducked, rolled himself over the floor and grabbed the Browning. Fired out two shots. Both hit home.
• Ali sprinted down the street and swung herself into the shadows.

These are high-tension scenes. Max is in a shoot-out; Ali’s escaping danger. Every word stretches out the sentence. And as the sentence length loosens, so does the tension.

Look what happens when we remove the pronouns:

• Max ducked, rolled over the floor and grabbed the Browning. Fired out two shots. Both hit home.
• Ali sprinted down the street and swung into the shadows.

​The sentences shorten, the pace increases – and so does the tension.

Usage that works
We shouldn’t omit all -self pronouns. There are occasions when a sentence works better with them. Sometimes they’re essential.

Clarity
In some cases, the pronoun is necessary for clarity. The reader can’t be sure of what the verb’s object is without it. In the examples below, removing the pronouns could leave the reader with questions: Ashamed of what? A promise to whom? Stop what? Consider whom an expert?

• Ordinarily, she’d have been ashamed of herself, but there was no guilt – not this time.
• I made a promise to myself never again to lose my rag over something so inconsequential.
• He couldn’t stop himself; it took five minutes to demolish the chocolate egg.
• I consider myself an expert, and no one will convince me otherwise.

Emphasis
The pronoun can be used to emphasize the person being discussed. Omission would leave the sentence grammatically intact but change the mood and pacing. In this case, it’s a judgement call on the author’s part.

• Sarah told me so herself.
• The queen herself told me.
• John hadn’t been the only one having a hard time. I myself had been suffering from anxiety at the time.

Sense
Some sentences don’t make grammatical sense without a reflexive pronoun. Remove them and the writing leaves more than questions: it’s unreadable.

• She had to defend herself from that monster – no two ways about it.
• Cass doused themself in perfume.
• Why shouldn’t he call himself the King of Hearts? Who cares if it sounds daft? Daft is good.
• He dragged himself to the top of the stairs.

Reflexive pronouns: mood versus clutter
At the top of this post, I offered examples of how -self pronouns can reduce tension. There will be occasions when an author wants to do exactly that.

• I was trying to make a new life for myself. That’s all there was to it.
• I was trying to make a new life. That’s all there was to it.

There’s a more staccato feel to the second version above that might jar if the author’s seeking a contemplative mood.

Still, too much self-ing can make even a stress-free scene overly wordy so it’s always worth thinking about whether a leaner version would be more immersive and get the reader from A to B faster.

In the first version of the triplets that follow, the pronouns introduce a chilled-out sense of laissez-faire to the movement. In the second I’ve omitted them. And in the third, I’ve ditched the mundane movement and focused on the essential beat.

• He found himself a chair and sat down.
  
• He found a chair and sat down.
  
• He sat down.

• Maxie busied themself with the coffee machine and settled down to read the letter.
  
• Maxie made a coffee and settled down to read the letter.
  
• Maxie read the letter.

• She got herself up and called Mel.
  
• She got up and called Mel.
  
• She called Mel.

It’s always worth an author spending a little time on thinking about how much micromanagement of a scene is necessary.

Will the reader care about the chair discovery, or that Maxie had a hot drink while they were reading the letter, or that the protagonist was no longer on the sofa when she called Mel?

Perhaps. If that stuff’s central to driving the novel forward, to reflecting mood, to grounding the character in the environment, the pronoun and the stage direction might be necessary. If it’s clutter that can be removed without damaging reader engagement, lean up the scene!

Summing up
Use reflexive pronouns when they’re necessary for clarity, sense and emphasis. Otherwise, consider leaner prose that focuses on what the reader needs to know to move forward in the story.

Want to copyedit fiction for indie authors? Even if you have extensive experience of working for publishers, there are skills and knowledge you might need to acquire before making the shift.

Publishing has its own language
Fiction copyediting means something specific in a publishing company. It’s usually (there are always exceptions to the rule) the corrective work that focuses on spelling, punctuation, grammar, consistency and logic.

It’s important work – meticulous and detailed. It stops a character giving birth two months before she got pregnant; it spots when your protagonist’s eyes have changed colour; it flags up the trigger safety that doesn’t exist on the model of gun being described.

In the wider world, ‘copyediting’ can mean all sorts of things. It will include all of the above but might include a deeper level of stylistic work.

Some editors will use different terminology to describe their services, such that this middle-level editing – further down the chain than developmental or structural work but higher up than the prepublication proofread – is more intense.

Some editors even include developmental/structural work in their ‘copyediting’ service because their target clients fall into one or both of the following categories:
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• aren’t familiar with all the levels of editing
• are more likely to search for terms such as ‘copyediting’ and ‘proofreading’ even though the big-picture elements of their story might also need some work

The mismatch between language and need
Some editors work only for publishers. Some work only for indie authors. Some work for both.

That messy publishing language becomes problematic when everyone’s using one term – ‘copyediting’ – to mean different things.

Plus, none of us knows what we don’t know.

If an editor has copyedited fiction only for publishers, and then moves into the indie-author market, there’s a risk that their knowledge and skills match the needs and expectations of mainstream publishers, but not those of indie authors.

Many indie authors are self-publishing for the first time. They’ll expect a professional editor to know what they don’t. But a fiction copyeditor, just by virtue of having done something called ‘fiction copyediting’ as defined by publishers, might not know how to handle the stylistic issues in a book.

That doesn’t mean they’re a bad editor. It means they have a specific skill set that might not be what the indie author needs or asks for.

I’ve done all three in my time. My choice was based on the author, my schedule, and the connection I felt with the project. There’s no wrong or right, just informed decision-making.

What’s gone wrong in the editing process?
So what went wrong in that case study? This problem arises because of flawed assumptions about language and responsibility.

Language
The author and the editor are using the same language to describe different outcomes.

• The author thinks of ‘copyediting’ as a middle-ground service between developmental/structural editing and proofreading.
• The editor, who works mainly for publishers, considers ‘copyediting’ a non-stylistic type of work that comes after line editing.

What Jo needed was an editor who recognizes that ‘copyediting’ could mean something different in the author’s head – something like: Do what’s required to make my prose sing! I don’t know what those things are, but that’s why I’m hiring you.

​What she got was a traditional high-quality copyedit as defined by a different client type. It’s work that she needed, but not all the work she needed.

Responsibility
A frequent fallback position on the editor’s part is this: it’s the author’s fault because they didn’t hire the right service. Jo shouldn’t have commissioned a copyedit when stylistic work was required.

That’s flawed. She hired a professional editor precisely because they’re a professional editor. She wanted them to show her what she didn’t know.

The situation is complicated further by the fact that editors define their services differently. I offer ‘line-/copyediting’. Some of my colleagues offer the same level of intervention but call it just ‘copyediting’. Others offer two distinct services: ‘line editing’ and ‘copyediting’.

Yet others don’t even call line editing ‘line editing’. It might be called ‘substantive editing’ or ‘stylistic editing’.

It is any wonder that an indie author chooses to ignore the tangled terminology and focus on collating a shortlist of editors who have extensive experience of working for traditional industry gatekeepers – publishers?
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That works splendidly when the editors have the skills and knowledge to go beyond what a publisher might expect from a fiction copyedit. But it can fall of a cliff when the rigidity of the terminology restricts the depth of editing required.

How can editors help fix the problem?
Editors must take responsibility for the language they use and the skills they have so that they’re fit for a diverse indie-author market. That means learning and educating.

Learn line craft
Fiction editors serving indie authors should learn line craft – the stylistic sentence-level editing that might be required.

If we don’t understand the likes of show and tell, narrative viewpoint, tense, holding suspense, dialogue craft, and so on, we should question whether we’re ready for this market.

And if we do still want to serve this market with publisher-defined copyediting, we must be explicit about the fact that we don’t offer solutions to stylistic problems in prose.

Still, being able to say we don’t offer those solutions means understanding what they are in the first place. Not recognizing them is not an option.

Educate authors
We must go the extra mile to ensure that our online and direct communications with authors explain the different levels of editing and how we define them.

A website that boasts of our achievements but doesn’t show our understanding of the craft of fiction editing doesn’t help a beginner author make informed decisions. It serves only us, not them.

That can lead to disappointment on the author’s part. And disappointment leads to mistrust, not just with the editor who did the work but with the global editorial community in general.

Editors frequently report that editing is ‘undervalued’ and ‘underpaid’. But value and worth have to be earned. So does trust.
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When an editor works with an indie author, but doesn’t have the skills to offer what’s required, or is ignorant of the fact that they don’t have those skills, it’s they – not the author – who is bringing down value and worth in the editing industry.

How can authors help fix the problem?
Writers can help themselves too. If you’re an indie author, and you’re not one hundred per cent sure about what you need, do the following:

Summing up
What publishers expect from a fiction copyeditor is often very different to what indie authors will want or need.

If you’re an editor who wants to offer sentence-level work for indie authors, think about the following:

• The language you use to describe your service.
• The indie author’s expectations.

Even if you have an extensive fiction copyediting background by virtue of having worked for a ton of mainstream publishers, there might still be a mismatch between what’s required or what’s asked for and your own definitions and experience.

​Be prepared to learn, and to show what you’ve learned when you communicate with indie authors. That’s how we build trust, value and worth.

In this episode of The Editing Podcast, Louise and Denise talk to Barry Award-nominated thriller writer John A. Connell about moving from Berkley (Penguin USA) to independent publishing.

Click to listen to Season 4, Episode 12

• RATE AND REVIEW

Listen to find out more about:

• Being a Hollywood camera operator ... Jurassic Park, Thelma and Louise, and NYPD Blue
• Getting a publishing contract with a major press
• The Mason Collins series
• When publishers are no longer invested
• Moving to independent publishing
• Clawing back book rights
• Using movie experience to craft a novel's scene
• Beyond writing: what indie publishers need to do
• Challenges and benefits of indie publishing
• Being edited
• Useful organizations
• Writing a series versus standalone novels
• Future projects

Top tips From John

• Build a mailing list
• Offer a free short story or novella
• Develop a series
• Use Facebook ads
• Craft a great website
• Engage with your audience
• Get your business head on
• Invest in appropriate editing

Contact John A. Connell
Subscribe to John's newsletter and get a free book:

• Website: John A Connell: Gripping Thrillers With a Historical Twist
• Email: john@johnaconnell.com
• Facebook author page
• John's books on Amazon US and UK

Editing bites

• Stephen King (video): Masterclass, University of Massachusetts Lowell, 2012
• Joanna Penn: Video marketing for authors
• Mark Dawson's Self-Publishing Formula
• International Thriller Writers
• Mystery Writers of America
• Mark Dawson's Self-Publishing Formula

​​
Ask us a question
The easiest way to ping us a question is via Facebook Messenger: Visit the podcast's Facebook page and click on the SEND MESSAGE button.

Music credit
‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License.

In this episode of The Editing Podcast, Louise and Denise talk to fellow editor Maya Berger about working on erotica and adult fiction.

Click to listen to Season 4, Episode 10

• RATE AND REVIEW

Listen to find out more about:

• Does adult fiction need editing?
• Sorting out the language: pornography versus erotica
• Editing in your comfort zone
• Common problems authors struggle with
• Sub-genres and good-fit editing
• Evaluating an author's work

Contact Maya

• Email: maya.berger@gmail.com
• Website: What I Mean To Say

Editing bites

• The Book Designer
• The Hot Copy Podcast

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Ask us a question
The easiest way to ping us a question is via Facebook Messenger: Visit the podcast's Facebook page and click on the SEND MESSAGE button.

Music credit
‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License.

In this episode of The Editing Podcast, Denise and Louise discuss the growth of audio in the book world, and how using sound creates reader engagement and helps build a fan base.

Click to listen to Season 4, Episode 9

• RATE AND REVIEW

Listen to find out more about:

• Narrating a sample chapter
• Creating free audio content that's usable
• Host a live sound event
• Broadcast an interview
• Encouraging sign-ups with your voice
• Starting a podcast
• Captivate: podcast hosting, stats and audience growth

Editing bites and other resources

• Write to be Published, Nicola Morgan, Snowbooks, 2011
• Twitter chat #indieauthorchat hosted by Tim Lewis
• Captivate
• Libsyn
• Soundcloud
• Music Visualisation Video Creator
• Audio-book Production (free booklet)
• ‘How to turn YouTube subtitles into blog posts and transcripts’ (blog post and video tutorial)
• Cleanfeed
• Zoom

Ask us a question
The easiest way to ping us a question is via Facebook Messenger: Visit the podcast's Facebook page and click on the SEND MESSAGE button.

Music credit
‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License.

In this episode of The Editing Podcast, Louise and Denise discuss whether working with a specialist editor is necessary for all books and every type of editing.

Click to listen to Season 4, Episode 8

• RATE AND REVIEW

Listen to find out more about:

• Fiction versus non-fiction
• The type of editing
• Subject/genre

Editing bites and other resources

• Storycraft: The Complete Guide to Writing Narrative Nonfiction (Chicago Guides to Writing, Editing, and Publishing), Jack Hart
• ‘The Secrets of Story Structure’, KM Weiland
• The Editing Podcast, S1E1: The different levels of editing
• Switching to Fiction (online course for aspiring fiction editors)
• Research tools for crime and thriller writers (blog post)
• Consulting Cops
• The Art of Firearms in Fiction is a free 45-page primer featuring Steve Allen, a soldier-turned-editor who specializes in military particulars, with additional material from Aden Nichols, an editor and Special Forces veteran.

​Ask us a question
The easiest way to ping us a question is via Facebook Messenger: Visit the podcast's Facebook page and click on the SEND MESSAGE button.

Music credit
‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License.

In this episode of The Editing Podcast, Louise and Denise chat about 18 blogs for authors and editors that offer guidance on various aspects of writing craft.

Click to listen to Season 4, Episode 7

• RATE AND REVIEW
  

Listen to find out more about:

• ALLi blog: Alliance of Independent Authors
• Ann Handley blog
• Articles: The Writer’s Digest
• Articles: Tim Storm, Storm Writing School
• Bacon Editing blog: Claire Bacon
• Bookbaby blog
• Clarity: Lisa Poisso, Editor and Book Coach
• Denise Cowle Editorial Services blog: Denise Cowle
• Helping Writers become Authors: KM Weiland
• Jane Friedman blog
• LibroEditing blog: Liz Dexter
• Liminal Pages blog: Sophie Playle, Fiction Editor
• The Creative Penn blog: Joanna Penn
• The Editor’s Blog: Beth Hill
• The Itch of Writing: Emma Darwin
• The Editing Blog: Louise Harnby, Fiction Editor
• The Radical Copyeditor blog: Alex Kapitan
• The Subversive Copyeditor blog: Carol Saller

Editing bites and other resources

• ​Cult Pens
• Stein on Writing, by Sol Stein, Non Basic Stock Line, 2007

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Ask us a question
The easiest way to ping us a question is via Facebook Messenger: Visit the podcast's Facebook page and click on the SEND MESSAGE button.

Music credit
‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License.

In this episode of The Editing Podcast, Denise and Louise answer more questions about how to run and grow an editing and proofreading business.

Click to listen to Season 4, Episode 6

• ​​RATE AND REVIEW

Listen to find out more about:

• Increasing organic lead generation
• Assembly Bill 5 (AB5) and the impact on freelancers in California
• The benefits of working with publishers, packagers and project-management agencies
• Content marketing: Solving clients problems
• Facebook marketing: Ads, chatbots and website pixels
• Google ads and sourcing professional expertise
• Managing impostor syndrome
• Attracting indie genre-fiction authors: content marketing and branding
• Getting work with publishers
• Ethical promotion to a primed audience
• Technical writing and copy-writing
• Choosing a business name
• Building an editorial business on a tight budget
• Using career expertise as a foundation for an editing specialism
• Choosing the right training course
• Building a marketing strategy
• Starting an editing business when we care for young children
• Scaling a business: Passive income streams, price increases, training, and premium services
• Researching markets and audiences
• Making a website visible

​Ask us a question
The easiest way to ping us a question is via Facebook Messenger: Visit the podcast's Facebook page and click on the SEND MESSAGE button.

Music credit
‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License.​​

In this episode of The Editing Podcast, Denise and Louise chat with book coach and editor Lisa Poisso about honing story craft before embarking on expensive structural and line editing.

Click to listen to Season 4, Episode 4

• RATE AND REVIEW

Listen to find out more about:

• Story basics: the Plot Accelerator 
• Why developmental/structural editing comes after book coaching
• Genre, viewpoint, tense, character motivation and conflict, plot and subplot, and character arc
• Book mapping, and avoiding drinking and thinking!
• Super critiques on steroids: making a story solid
• The dynamics of book coaching
• Most common problems authors face
• Super-critiques

Contacting Lisa Poisso

• Email: lisa@lisapoisso.com
• Website
• Blog
• Facebook
• Twitter: @lisapoisso
• Instagram: lisapoisso
• Clarity newsletter

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Editing bites and other resources

• Moniack Mhor, Creative Writing Centre, Scotland
• Start writing fiction: Free Open University course

​Ask us a question
The easiest way to ping us a question is via Facebook Messenger: Visit the podcast's Facebook page and click on the SEND MESSAGE button.

Music credit
‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License.

In this episode of The Editing Podcast, Denise and Louise discuss how to use exclamation marks, and why more than one is too many.

​Click to listen to Season 4, Episode 2

• RATE AND REVIEW

Listen to find out more about:

• What exclamation marks look like
• Functions: Surprise, emphasis, volume
• How many to use
• Social media use
• Reasons to omit them: web, business academic copy
• Balancing use and abuse

Editing bites

• How to Fix Your Damn Book, by James Osiris Baldwin, CreateSpace, 2016
• Purdue OWL​

Ask us a question
The easiest way to ping us a question is via Facebook Messenger: Visit the podcast's Facebook page and click on the SEND MESSAGE button.

Music credit
‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License.

Not sure if contractions are a good fit for your fiction’s dialogue? Here’s why they (nearly always) work.

Next time you’re in the pub with friends, at the dinner table with your family, or travelling on the bus, do a bit of people-listening. They’ll speak with contractions: you’re, they’re, I’m, don’t, hadn’t, can’t and so on.

Contractions are a normal part of speech. They help us communicate faster and improve the flow of a sentence.

Watch the following videos and listen to the spoken words. They feature people with very different backgrounds, sharing different stories, and in situations that demand varying levels of formality.
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• A philosopher presenting a TED Talk about why the universe exists
• A fictional lawyer questioning a witness
• A child reading a poem
• A drug dealer describing his criminal activity
• A reporter’s voiceover on a news programme
• A vicar giving a sermon in a UK church
• A queen broadcasting a message to the nation

The people talking have one thing in common: they use contractions when they speak ... most (though not all) of the time.

That’s why when we want to write natural dialogue – dialogue that flows with the ease of real-life speech – contractions work.

How contractions affect the flow of dialogue
Take a look at this excerpt from No Dominion by Louise Welsh (Kindle edition, John Murray, 2017).

Here’s the contraction-free recast. It reads awkwardly, and leaves us unconvinced that what’s in our mind’s ear bears any relation to what we would have heard had this been real speech. And that means we’re questioning the authenticity of the story rather than immersing ourselves in it.

Contractions and genre
Some authors avoid contractions because of the genre they’re writing in. You’re more likely to see this in historical fiction than contemporary commercial fiction but it’s not strictly genre-specific and is more an issue of authorial style.
​
Here’s an excerpt from a contemporary psychological mystery, The Wych Elm (Penguin, 2019, p. 71). Tana French uses contractions in the narrative and dialogue. The speech sounds natural; the narrative that frames it is informal.

Compare this with Our Mutual Friend (Wordsworth Editions, 1997, p. 235). Dickens, writing literary fiction in the 1860s, still uses contractions in dialogue, although he avoids them in his more formal but wickedly tart narrative.

Now look at Ambrose Parry’s The Way of All Flesh (Canongate Books, 2018). The authors (Parry is the pseudonym used by Chris Brookmyre and Marisa Haetzman) don’t avoid contractions completely but the sparing usage does give the dialogue a more archaic feel. Here’s an excerpt from p. 259.

I doubt anyone would be surprised when I say that the setting is 1847. And so it works. However, if the novel were set in 2019, there’d be a problem. We’d consider those characters unrealistically pompous and the dialogue overblown.

​Contractions, pace and voice
The decision to use or avoid contractions is a tool that authors can use to deepen character voice.

Specific contracted forms might enable readers to imagine regional accents, social status and personality traits such as pomposity.

P.G. Wodehouse is a master of dialogue. Bertie Wooster is a wealthy young idler from the 1920s. Jeeves is his savvy valet. The dialogue between the two pops off the page and Wodehouse uses or avoids contractions to make the characters’ voices distinct.
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• Jeeves’s speech is often uncontracted. This moderates the pace of the dialogue and helps to render his voice as serious, formal, patient and long-suffering.
• Bertie’s speech is often contracted. This accelerates the dialogue and helps to render his voice as flighty, foolish and careless.

You can see it in action in The Inimitable Jeeves (Kindle version, Aegitus, 2019).

In Oliver Twist (Wordsworth Classics, 1992, p. 8), Dickens contracts is not (ain’t) and them (’em) to indicate the low social standing of Mrs Mann, who runs a workhouse into which orphaned children are farmed.

Contractions and their impact on stress and tone
You can use or omit contractions in order to force where the stress falls in a sentence.

Compare the following:
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• ‘I can’t believe you said that,’ Louise said.
• ‘I cannot believe you said that,’ Louise said.

By not using a contraction in the second example, the stress on ‘cannot’ is harder. The change is subtle but evident. With can’t the mood is one of disbelief tempered with a whining tone; with cannot the disbelief remains but the tone is angry.

Here’s another excerpt from The Way of All Flesh (p. 140). The speaker is a surgeon, Dr Ziegler.

Parry’s dialogue doesn’t just evoke a historical setting. The style of the speech affects the tone too. The voice is compassionate, the mood stoic. However, the lack of contractions renders the tone precise and careful.

On p. 142, Raven – a medical student turned sleuth – talks with the matron about medical charlatanry:

• ‘Aye, though there is worse,’ said Mrs Stevenson.

Using there is forces the stress on is, and in consequence the tone is resigned. With there’s the stress would have fallen on worse, and we might have assumed a more conspiratorial tone, as if she were about to divulge a secret.

Contractions and narration style
If you’re wondering whether to reserve your contractions for dialogue only, consider who the narrator is.

Let’s revisit Tana French (p. 1). The viewpoint character is a privileged man called Toby, the setting contemporary Dublin. What’s key here is that the narration viewpoint style is first person.

It is Toby who reports the events of the mystery; the narrative voice belongs to him. His narration register is therefore the same as his dialogue register – relaxed, colloquial – and the author, accordingly, retains the contractions in the narrative.

For sections written in third-person limited, the narrative voice would likely mirror the viewpoint character’s style of speaking. However, if you shift to a third-person objective viewpoint, where the distance between the characters and the readers is greater, the narrative might handle contractions differently to dialogue. It's a style choice you'll have to make.

Guidance from Chicago
Still a little nervous? Here’s some sensible advice from The Chicago Manual of Style, section 5.105:

Evaluate the sound
Here are three ways to help you evaluate the effectiveness of contracted or contracted-free dialogue:

1. Read the dialogue aloud: Is it difficult or awkward to say it? Does it sound unnatural to your ear? Do you stumble? Does it feel laboured, like you’re forcing the flow? If so, recast it with contractions. If the revised version is smoother, and the integrity of the setting is retained, go with the contracted forms.

2. Ask someone else to read the dialogue: Objectivity is almost impossible when it comes to our own writing. If the plan is that no one but you will ever read your book, write your dialogue the way you want to write it and leave it at that. If, however, you’re writing for readers too, and want to give them the best experience possible, fresh eyes (and ears) will serve you well.

You could even give your readers two versions of the dialogue sample – one with contractions and one without – and ask them which flows better and reads most naturally.

3. Head for YouTube: Dig out examples of speech by people whose backgrounds, environments and historical settings are similar to those of your characters. Watching characters in action will give you confidence to place on the page what can be heard from the mouths of those on the screen.

Summing up
Whether to use contractions or not in dialogue is a style choice. There are no rules. However, a style choice that renders dialogue stilted and unrealistic is not good dialogue.

Fresh eyes on a piece of writing is ideal. Sometimes, however, the turnaround time for publication precludes it. Other times, the return on investment just won’t justify the cost of hiring a professional proofreader, especially when shorter-form content’s in play. Good enough has to be enough.

Here are 10 ideas to help you minimize errors and inconsistencies.

Checking our own writing rarely produces the same level of quality as a fresh pair of eyes. We see what we think is on the page, not what is on the page. That's because we're so close to the content.

I'm a professional editor and I know that when I don't pass on my blog posts to one of my colleagues there are more likely to be mistakes. It's not that I don't know my craft but that I'm wearing a writer's hat.

Sometimes, getting pro help isn't an option. So what can you do to minimize errors and inconsistencies? Here are 10 tips.

Style guides help you keep track of your preferences, including hyphenation, capitalization, proper-noun spelling, figures and measurements, time and date format.

• If you’re a novelist, use my Style Sheet Template
• If you’re a business writer, check out the Chartered Institute of Editing and Proofreading (CIEP) guide Your House Style

This pro-proofreading checklist helps you spot and identify layout problems in designed page proofs (hard copy or PDF). It’s based on the house guidelines provided by the many mainstream publishers I've worked for.

PerfectIt is affordable software that takes the headache out of consistency checking. And because it’s customizable, it will help you enforce your style preferences and save you time. It’s a must-have tool for writers and pro editors.

Microsoft Word’s onboard find-and-replace tool enables you to locate and fix problems in your document quickly. This free ebooklet, The Author’s Proofreading Companion, includes a range of handy strings and wildcard searches.

Word's styles palette ensures the different elements of your text are formatted consistently. This tutorial shows you how to set up, assign and amend styles. It'll save you heaps of time whether you're working on business documents, web copy, short stories or novels.

• Video tutorial
• Written tutorial

If you want fresh eyes but budget's an issue, swap quality-control checking with a colleague or friend in the same position. Pick someone who has a strong command of language, spelling and grammar.

Even if they're not a professional editor, they're wearing the hat of the reader, not the originator, and that means they'll spot things you missed.

Here are 2 tools to help you locate inconsistent spelling:

• TextSTAT: This concordance software generates simple alphabetized word lists that flag up potential problems
• ProperNounAlyse: An excellent macro from editor Paul Beverley that highlights potential inconsistencies in proper-noun usage