A BLOG FOR EDITORS, PROOFREADERS AND WRITERS

Denise and Louise talk about how to use question marks in fiction and non-fiction according to convention.

​Click to listen to Season 3, Episode 1

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Listen to find out more about

• Direct questions
• Indirect questions
• How-to statements
• Idiomatic phrases and question marks
• Double punctuation
• Uncertain dates and date ranges
• Indicating uncertainty

Mentioned in the show

• But Can I Start A Sentence With “But”? by Carol Saller
• Making a Point: The Pernickety Story of English Punctuation by David Crystal

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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.

Here's how to use quote marks (or speech marks) according to publishing convention in your fiction writing. The guidance covers both US English and UK English conventions.

In this post, I cover the following:

• What quote marks are used for
• Omitting a closing quote mark in dialogue
• Whether to use single or double quote marks
• Whether to use straight or curly quote marks
• Where the closing quote mark goes in relation to other punctuation​
• When not to use quote marks​

What quote marks are used for
Quote marks are used in 3 ways in fiction:

• Character dialogue
• To distance the narrator from what's being reported 
• ​To denote song titles and other works

Character dialogue
Quote marks show that we’re reporting what someone else is saying or said. 

​Each new speaker's dialogue should appear on a new line and include opening and closing quote marks.

To distance the narrator from what's being reported 
The tone of the distancing rendered by the quote marks will depend on narrative intent. Perhaps the voice is sarcastic. Or the author might want the reader to suspend belief by indicating that a character considers a word or phrase unreliable.

Imagine the character is saying so-called or supposed or allegedly before the word in quotes.

A word of caution: Don't be tempted to differentiate distancing terms in the narrative from dialogue by using an alternate style. If there are double speech marks around the dialogue, there should be double marks around the distancing words.

To denote song titles and other works
Quote marks are also used to identify certain published works such as song titles and book chapter titles.

So, for example, if a writer is referring to an album or book title, this is rendered in italic. However, when it comes to a song on an album, or a chapter in a book, it's conventional to use quote marks.

Omitting a closing quote mark in dialogue
There's one occasion where it's acceptable to omit the closing speech mark in dialogue: same speaker, new paragraph.

So, if you want your dialogue to take a new paragraph while retaining the current speaker, use a quotation mark at start of the new line but omit the closing one at the end of the previous paragraph.

​Single versus double quote marks
There’s no rule, just convention.

There are lots of Englishes: US, UK, Canadian, Australian, New Zealand, South African, Indian, etc. Each has its own preferences and idiosyncrasies.

Focus on which English your audience will expect, and punctuate your writing accordingly. Whichever style you choose, the main thing is be consistent. 
​

• In the UK, it’s more common to use single quote marks. And if there’s a quote within the quote, that’s a double. You might hear quotes within quotes called nested quotes.
• In US English it’s conventional to use double quote marks with nested singles. 

If you choose double quote marks, use the correct symbol, not two singles.

Straight versus curly quote marks
Curly quote marks are more conventionally known as smart quotes.

​It’s conventional in mainstream publishing to use smart or curly quotation marks, not unidirectional ones.

Changing straight quotes to smart quotes is one of the initial clean-up jobs an editor will carry out when they start work on a file. To prevent the problem occurring from the minute you begin typing:
 

• Go to FILE and select OPTIONS
• Select PROOFING, then click on the AUTOCORRECT OPTIONS button
• Choose the AUTOFORMAT AS YOU TYPE tab
• Make sure there’s a tick in the "STRAIGHT QUOTES" WITH “SMART QUOTES” box
• Click on OK

 
If you’ve pasted material into your book from elsewhere, or you didn’t check autocorrect options before you began typing, there might be some rogue unidirectional marks in your file. To change them quickly, do a global find/replace:
 

• Select CTRL+H on your keyboard to open FIND AND REPLACE
• Type a quotation mark into the FIND WHAT box
• Type the same quotation mark into the REPLACE WITH box
• Click on the REPLACE ALL button

The closing quote mark in relation to other punctuation​
In fiction, punctuation related to dialogue is placed similarly whether you're writing in US or UK style: within the quote marks.

Here are some examples:

​However, there's a difference when it comes to distancing or cited works. Note the different placement of the commas and full stops in the US and UK examples. In US English, the commas come before the closing quotation marks; in UK English, they come after.

When not to use quote marks
There are 2 issues to consider here:

• Thoughts 
• Emphasis

Thoughts
CMOS at section 13.43 says you can use quote marks to indicate thought, imagined dialogue and other internal discourse if you want to. However, I recommend you don't. For one thing, I can’t remember the last time I saw this approach used in commercial fiction coming out of a mainstream publisher’s stable.

But the best reason for not putting thoughts in quote marks is because it might confuse your reader. The beauty of quote marks – or speech marks – is that they indicate speech. Let them do their job!

Emphasis 
It can be tempting to use quote marks in your writing to draw attention to a word or phrase, but it’s rarely necessary and could even have the opposite effect to what you intended. It works instead as a distancing tool, as discussed above.

If you’re tempted to use quote marks for emphasis, imagine saying the sentence out loud, and making air quotes with your fingers as you speak. Would your character/narrator say it like that? If the answer's no, leave out the quote marks. Italic will work better. Or recast your dialogue so that the reader can work out where to place the stress themselves.

Summing up
If in doubt about how to use quote marks for your book, consult a style manual. I recommend the Chicago Manual of Style, the Penguin Guide to Punctuation and New Hart’s Rules, all of which offer industry-standard guidance.

Fancy listening instead?
If you'd prefer to listen to the advice offered here, Denise Cowle (a non-fiction editor) and I chat about how to use quote marks in all types of writing on The Editing Podcast. You can listen right here or via Apple Podcasts, Spotify or your favourite podcast platform

It doesn’t matter a jot to me which kind of English an author wants to write in. What does matter is their readers' expectations and perceptions, and being consistent.

​This free booklet shows you how to stay on track.

You have a choice when it comes to tense in your fiction’s narrative. Here’s an overview of the tenses you’ll most likely be working with, and some guidance on the benefits and challenges of each.

The present tense
Here’s an overview of the present tense, with basic examples:

• Simple present: I write a novel; he writes a novel
• Present progressive (also called present continuous): I am writing a novel; he is writing a novel
• Present perfect: I have written a novel; he has written a novel
• Present perfect progressive: I have been writing a novel; he has been writing a novel

The present is immediate, and that right-nowness forces the reader to stick close to the viewpoint character. We’re in the moment with them. That’s why it appeals to some fiction authors, and why others find it restrictive.
​
With second-person viewpoints, the present tense is intensely voyeuristic, invasive even. Here’s an excerpt from Iain Banks’s Complicity (p. 60). This is a transgressor narrative with a difference – the narrator is anonymous, at least until later in the novel:

And in this example from a later chapter (p. 90), we’re back with the protagonist. Here, the main narrative tense is present. The viewpoint is first-person:

RECOMMENDATION
​The present tense is great if you want to shorten the distance between the reader and the viewpoint character. 

Present tense works particularly well for short fiction because space is limited. I use it often in my own shorts and flashes because it enables me to pack an immersive punch quickly. 

However, it’s tricky to manage if there are multiple viewpoint-character chapters or sections, all operating in the present tense. You’ll need to keep a close eye on the timelines so that the reader’s clear on what ‘now’ really means. If your plot twist hinges on deliberately duping them via your use of tense rather than story craft, you’ll break their trust.

The present tense can also be tiring for readers because it’s emotionally immersive. If you’re writing a novel, you might consider using it only for certain viewpoint characters – your transgressor or victim, for example.

In Let Me Lie, Clare Mackintosh mixes it up: the Anna-viewpoint chapters are set in first-person present; the Murray-viewpoint chapters are third-person past. 

The past tense
Now let’s turn to the past tense, starting with some basic examples:

• Simple past: I wrote a novel; he wrote a novel
• Past progressive: I was writing a novel; he was writing a novel
• Past perfect: I had written a novel; he had written a novel
• Past perfect progressive: I had been writing a novel; he had been writing a novel
• Habitual past: I would write a chapter every week; he would write a chapter every week; I used to write a chapter every week; he used to write a chapter every week

The past tense is the choice of most contemporary commercial fiction writers. What’s interesting is that readers are so used to this style that they can still immerse themselves in a past-tense narrative as though the story is unfolding now.

Here’s an excerpt from T. M. Logan’s 29 Seconds (p. 73). We’re given a past-tense narrative with a third-person limited viewpoint (Sarah’s):

WHEN PAST TENSE FLOPS – UNDERSTANDING PAST PERFECT​
​Less experienced writers can end up in a pickle when referencing events that happened earlier than their novel’s now.

The crucial thing to remember is that when we set a novel in the past tense, anything that happens in the story’s past will likely need the past perfect, at least when the action is introduced.

Here’s an excerpt from The Wife Between Us (p. 57) by Greer Hendricks and Sarah Pekkanen. This chapter’s primary narrative tense is past (see underlined verb):

When we’re told that ‘She stood’, that’s the novel’s now. But when the narrator recalls events that happened further back in time (bold) – Samantha’s decorating her bed, and the two women’s procuring a rug – these need to be anchored in the past-perfect tense: had, had been.

When authors fail to anchor past events in a novel whose now is already set in the past tense, the reader will be confused.

RENDERING BYGONE ROUTINE – UNDERSTANDING HABITUAL PAST
Now and then, you might want to reference events from your novel’s past that happened routinely or habitually. This is where the habitual past tense comes into play, and the tools are would and used to.

This excerpt from The Templar's Garden by Catherine Clover illustrates the usage. The narrative is set in third-person past but the viewpoint character is recalling regular journeys taken earlier in her life:

And in Time To Win (p. 62), Harry Brett uses the simple past and past progressive for the most part, but then Frank, the viewpoint character, recalls something he’d done habitually in former times:

Like the past perfect, the habitual past acts as an anchor, so that readers don’t mix up the reminiscence of a routine event with the novel’s now. 

To see that confusion in action, replace ‘used to enjoy’ with the simple past: ‘enjoyed’. It reads as if Frank is enjoying driving down South Denes Road right now. 

If you don’t want to use the habitual past, then an alternative anchor is necessary. Here I’ve added an anchoring clause and changed the tense to past perfect (he’d, or he had):
​

• Back in the day, he’d enjoyed driving down [...]

RECOMMENDATION
The past tense is flexible; it’s easier to shift narrative distance (the distance between the reader and the narrator) than is the case with the present tense, though this does increase the risk of flatter writing. Dramatic scenes – fights, escapes, arguments – could end up laboured if the writing isn’t lean and rich.

Still, it’s traditional and readers are used to it. No one will get tired of reading in the past as long as the line craft is strong.

Do take care, however, with rendering events that have taken place in your novel’s past. Use the past perfect or the habitual past when necessary to ensure your readers know what happened when. 

Summing up
Write in the tense you feel most comfortable with, and that you think readers of your genre will be most comfortable reading. The past and the present both have their challenges and their advantages. The most important thing is that readers know where and when they are in the story. 

Cited sources 

• 29 Seconds, T. M. Logan, Zaffre, 2018
• Complicity, Iain Banks, Abacus, 1994
• The Templar’s Garden, Catherine Clover, The Holywell Press, 2017
• The Wife Between Us, Greer Hendricks and Sarah Pekkanen, Pan, 2018
• Time to Win, Harry Brett, Corsair, 2017

Round brackets, or parentheses, crop up less frequently than many punctuation symbols in fiction writing, but that doesn’t mean we must ban them. This post explores two ways to make them work effectively.

What are round brackets?
This is what they look like: ( )

They always come in pairs, and act as alternatives to paired dashes or commas in fiction. They have other functions in non-fiction writing but I’ll leave that discussion to a non-fiction editor!

​Compare these examples:

All of the above are grammatically correct, though paired brackets (like dashes) are stronger than commas, and more interruptive to the eye than both commas and dashes, probably because they’re used less frequently and associated more with non-fiction work.
 
Every writer will do well to ask themselves how their choice of parenthetical styling will affect the rhythm and clarity of their prose.

Every writer will also do well to ask themselves whether readers will be annoyed by them. Like serial commas, adverbs and the singular they, round brackets rarely pass a reader or an editor without evoking opinion. More on that later.

Brackets, full points and capitalization
Regardless of which English you’re using – British or American, for example – the rule is the same: 

• If the bracketed information is included as part of a sentence, the full point comes after the closing bracket. The bracketed clause takes a lower-case initial letter unless it starts with a proper noun.

• If the bracketed information stands as a sentence in its own right, the full point comes before the closing bracket. The bracketed sentence takes an initial capital.

Danger, Will Robinson!
Round brackets in fiction garner strong opinion, usually negative. 

The most-cited reason I’ve seen – and it’s a valid one – is that they pull readers out of a story. Given that there’s no reason on earth why you’d want to pull a reader out of a story, tread carefully.

Still, given that they’re not grammatically wrong, it’s only right that we should consider the ways in which round brackets might work in your fiction. The two I’ve seen most often are as follows:

• Satire – narrators poking fun
• Viewpoint shifts – narrators interrupting

Round brackets in fiction: Satire
For an example of how round brackets can be used for satirical purposes, we need look no further than Dickens.

In Our Mutual Friend (Wordsworth Editions, 1997), the viewpoint is omniscient. The scene is an ostentatious banquet hosted by the Veneerings. Dickens uses round brackets to set off narrative asides that poke fun at the guests and show them as the bumptious fools he believes them to be – and wants us to.

Here’s an excerpt from p. 11:

In other words, the crest is a farce.

And one of the diners, a Mr Twemlow, is obsessed over whether he is Veneering’s ‘oldest friend’, though he would never admit to being bothered by such a thing.

​Dickens’s bracketed snipe (p. 12) leaves us in no doubt about the man’s snobbery; it interrupts the dialogue of Lady Tippins, a frightful show-off whose ‘my dear’ sends Twemlow into a tizzy:

This approach is unlikely to find favour with readers who bought your high-octane thriller expecting a rollercoaster ride. The external narrator’s voice is overwhelming, and in most contemporary commercial fiction it will slow readers down, drag them out of the story, and infuriate them.

Round brackets in fiction: Viewpoint shifts
Take a look at this example from Stephen King’s The Outsider (p. 252; Hodder, 2018):

The brackets are effective here precisely because they’re interruptive. The narrative viewpoint in this section is third-person; we see the world as Holly, the private investigator, experiences it.

Given that it’s third-person, our finding out something that Holly hasn’t considered shifts the narrative distance. Such a shift might jar under other circumstances because it yanks us out of Holly’s head.

King, however, is a master of viewpoint, and he writes his characters with a rich immediacy. Still, he finds ways to introduce flexibility seamlessly, and in this case it’s with round brackets to introduce his omniscient narrator.

The parentheses allow an external narrator to enter the story just for a moment – an all-seeing eye that tells us what Holly didn’t think – but that voice is cocooned safely within those round brackets, and is gone as soon as the reader’s eye passes over the closing symbol.

King’s an experienced writer. If you’re not, I recommend holding a single character viewpoint and steering clear of bracketed interruptions from another narrator.

Here are four ways we could recast the King excerpt:

Round brackets in fiction: Dialogue
In Fix Your Damn Book! How to Painlessly Self-Edit Your Novels & Stories (Gift Horse Productions, 2016), James Osiris Baldwin advises never using round brackets in dialogue because they break ‘the fourth wall’.

What’s the fourth wall? It’s originally a theatrical term but in our case refers to ‘The conceptual barrier between any fictional work and its viewers or readers’ (Lexico/Oxford Dictionaries).

It’s good advice. It makes no sense to give an external narrator space inside a character’s speech. That’s why in the earlier Dickens example, the interruption comes between the speech-marked dialogue rather than within it.

Summing up
There’s nothing grammatically wrong with using round brackets. Stylistically, however, they could be a misfire. If you use them in your fiction, think care and rare: understand the impact they have on story and viewpoint, and use them infrequently.

In this episode of The Editing Podcast, Denise and Louise talk about adverbs, and how to use or remove them purposefully.

​Click to listen to Season 2, Episode 4

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Download transcript
Prefer to read rather than listen? No problem. You can download the transcript from the show by clicking on the button below.

Summary
Listen to find out more about:

• What Stephen King said about adverbs
• Adverb use versus adverb abuse
• Definition of an adverb with examples
• Definition of an adverbial phrase with examples
• Adverb red flag #1: the double tell in narrative
• Adverb red flag #2: the double tell in dialogue
• Adverb red flag #3: the double tell in dialogue tags
• Fixes: using stronger verbs and strengthening dialogue
• Why adverbial phrases don’t solve the problem
• Extent of overuse

Editing bites

• How to Write Dazzling Dialogue by James Scott Bell
• Oxford Guide to Plain English by Martin Cutts

Other resources

• Stephen King on Writing: A Memoir of the Craft by Stephen King

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

Denise and Louise

• Denise Cowle Editorial Services (non-fiction)
• Louise Harnby | Proofreader & Copyeditor (fiction)

Music credit
‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License http://creativecommons.org/licenses/by/3.0/

If you're a new proofreader or editor, having a global mindset in regard to choosing reference resources is essential for maximizing editorial business opportunities.

Like many of my fellow editorial business owners, I’m often approached by potential new entrants to the field who want advice about getting started. One of the most oft-asked questions ​is: ‘Which reference resources – style guides, dictionaries and the like – do I need?'

Bear in mind that anyone you seek guidance from in regard to best-fit resources must respect the fact that you might not be from the same place as them, speak like them, have the same potential clients as them, and spell colour/color like they do, or as a client brief asks them to.
​
Centrism, whether from the United Kingdom, the United States, or elsewhere in the world, is useless to you as a new entrant because it’s based on false assumptions about you and your potential clients.

Social science ‘styles’ from an international perspective
Here’s a wee case fictive case study. Imagine a new entrant to the editing profession tells me the following:

• They're from California.
• They have a degree in public administration.
• They have work experience in the field of policy research and implementation for a public-services organization.
• They're prepared to use their educational qualifications and work experience as an editing specialism.

Based on this, I suggest that social science publishers and academics would be good initial target markets.

Does my new starter’s location affect their choice of potential publishers clients? It’s not clear cut.

The online world has knocked down those geographical boundaries; you don’t have to spend a fortune to send page proofs to someone hundreds of miles away; you can email them to someone thousands of miles away for the price of an Internet connection.

And how does my new starter’s location in the United States more broadly affect what they need to learn in terms of styles and language preferences? Again, it’s not clear cut.

I see The Chicago Manual of Style (CMOS) recommended as the sole must-have resource so often in online discussions about editorial work that I worry that new entrants may fall into the trap of thinking that this ‘bible’ alone will tell them everything they need to know.

Super though it is (I love chunks of it for fiction editing), CMOS is not the be all and end all of style guides, because it depends on what a client wants, the subject matter and country-specific language preferences.

The California-based publisher SAGE Publications asks that its copyeditors have a thorough knowledge of both the CMOS and the Publication Manual of the American Psychological Association (APA).

But note that these are core requirements for SAGE’s US book division. If you want to freelance for the US journal division, you’ll need to add the AMA Manual of Style and The CSE Manual for Authors, Editors, and Publishers to your reading list. (Bear in mind, too, that not all publishers want us to use the most current version of these manuals.)

But why stop there? If my new starter can get work with SAGE in California, might it not be sensible to tap its sister office in London? But in that case, our newbie will also need familiarity with New Hart’s Rules, The Oxford Dictionary for Writers and Editors, and Butcher’s Copyediting.

Or what if our new starter decides to target social science academics who are based in the US? They'll need to ask:
​

• Will those academics all be writing books for US publishers?
• Will they submit articles only to American journals?

Actually, it’s just as likely that an eminent Boston-based scholar will submit to the European Journal of Political Research as to the American Political Science Review, Scandinavian Political Studies, or the Canadian Journal of Political Science.
This will impact on what our newbie needs to know. For example:
​

• Will it be ‘behavior’ or ‘behaviour’?
• Will a comma in a sentence come before a closing quotation, or after?
• Will ‘decision-making’ lose its hyphen?
• ‘Organize’ or ‘organise’?
• Spaced parenthetical en dashes or closed-up em dashes?

Location doesn’t determine readership
Where our clients live doesn’t determine where they publish or the location of their intended readership.

Given that the editorial freelancing market is competitive, it makes sense to exploit the most obvious opportunities.

In the Internet Age, the physical barriers are gone. The only barrier to exploring an international work stream is an inability to appreciate that language conventions and preferences differ according to client (whether that be a particular publisher, a particular independent author, a particular journal), not according to one, and only one, globally recognized set of rules.

Honestly – such a thing doesn’t exist; it doesn’t even exist within many countries.

Diversity of geography, language, and preferences
It’s not so much about where we live, but where our clients live and what preferences they have.

• I live in the UK. I’ve worked with a Swedish fantasy author who wanted to use American terminology but UK spelling with –ize suffixes.
• I've copyedited indie fiction for UK-based authors who wanted to use American spelling.
• I’ve proofread for academic publishers who asked me for US spelling and ‘style’ for one project, and then, two weeks later, sent a brief for a new project that asked for something completely different.
• I’ve proofread law books that used Oxford Standard for Citation of Legal Authorities (OSCOLA), sociology books that used Harvard, and industrial relations journals that used Vancouver.
• I’ve worked on research-methods books that were styled according to CMOS, linguistics books that asked for APA, and politics reports that used The Economist style guide.
• I’ve proofread philosophy books where the style was … let’s just call it ‘go with the flow’.
• Many of the publishers I've worked for have a ‘house’ style.

If you're a new entrant to the field and are wondering what you need to know, instead of listening to my preferences, familiarize yourself with a number of appropriate resources depending on what your clients want.

Perhaps it’s CMOS; perhaps it’s not. And even if it is, ONLY knowing this could mean you're seriously restricting the base of clients for whom you can work, the types of material you can work on, and the geographical locations you can explore.

So try the following:

• Think about which particular client groups you’re most suited to.
• Do some research that will tell you what those clients require.
• Use that information to inform the decision about which resources to invest in.

If your world revolves around CMOS, it’s possibly a smaller world than it needs to be. And if your world is smaller than it needs to be, so are the opportunities you're exploring in a market that’s already very competitive.

One other item to note. CMOS, CSE, APA, AMA, and the like are style guides; they give you guidance on whether, for example, to close up or hyphenate a compound adjective. They won't necessarily give you extensive guidance on how a word is being used, and whether that usage is considered standard, and in which community.
​
Usage manuals, which give that kind of information, are as important as style guides. Using a style guide or a usage manual alone is an invitation to disaster.

Out with borders and in with flexibility
When you’re the owner of an editorial business you need to learn what your clients want you to learn, whether it’s a manual published by Chicago or Oxford, a house brief designed by a team of publisher project managers, a detailed set of guidelines issued by a European NGO, or a short brief issued by an independent author of fiction.

I encourage you to think broadly, globally, and flexibly. If someone tries to guide to towards only one set of ‘rules’, at best their advice will restrict you; at worst it will be just plain wrong or inappropriate.

There is, alas, no simple answer to the question of which resources are best. Instead, careful thought and planning centred around client- and skill-focused research is a good first step. That way, you’ll learn for yourself what resources, tools, and knowledge bases are suitable for you, your potential market, and your particular business model.
​
Language usage, styles, and preferences differ – and that’s okay. Don’t let anyone tell you that’s not the case!

My friend and colleague Denise Cowle is a specialist non-fiction editor who works with a wide range of businesses, so she understands the pressure to publish better than most. Here's her expert advice on when good enough is acceptable ... and when it's not.

Perfection and the pressure to publish
When you write for your business, is it perfect? Should it be?

Small businesses without the benefit of a dedicated marketing department are increasingly recognizing the power that quality content has to raise their profile, connect with their potential clients and ultimately drive sales.

However, the focus on publishing content regularly can pile on the pressure to get something – anything – out there, to keep up with the publishing schedule for your blog, or to update your web copy and marketing materials to reflect the latest developments in your field.

Does this writing have to be perfect? Should we expect everything that people produce to be error-free? If you pay too much attention to the Grammar Police, you’ll be paralysed with fear that a misplaced apostrophe or misused word will bring your carefully constructed business crashing down around your ears.

There’s no excuse for poor grammar, they’ll bellow, caps lock on, from behind the anonymity of their screens.

Ignorance of correct spelling is the scourge of society, they’ll mutter, labelling you as feckless, careless and lazy, without knowing anything about you or your business, other than the fact you typed except instead of accept.

But as an editor, and advocate of content marketing, I beg to differ.

I think there are occasions when it’s OK to put out content with errors.

Shock! I know! Am I doing myself out of a job here? Not exactly.

This is not permission to abandon all standards
Before you go rushing off to dispense with the services of your freelance editor and disable spellchecker, let me explain.

I’m not for a minute suggesting that you should take this as permission to abandon all efforts to produce great, error-free copy. I’m working on the assumption here that you’ve taken time to make your copy the best it can possibly be within your time and budgetary constraints.

I’m assuming you’ve used the tools and techniques available to you; you’ve run the inbuilt spellchecker or other software, read through your text carefully, and used a dictionary when you’ve been unsure.

But sometimes, despite all your efforts, errors remain, either because you’ve missed them or because you don’t actually recognize them as errors in the first place. You go ahead and hit the publish button, and your mistakes are out there for all the world to see. We’ve all done it, but it’s rarely the end of the world.

When is it OK to publish content with errors?
In my view, it’s forgivable to have the odd mistake in content that:

• has a short lifespan
• is conversational in tone
• is informal
• has a really high value, and your intended audience is likely to be forgiving.

It comes down to the purpose of the content, the medium you’re using, and the value your audience places on it.

Your reputation will survive a typo in a tweet signposting your latest blog (I’ve done it myself and lived to tell the tale). Unless, of course, the typo is so unintentionally funny or rude that it goes viral! And even then, is there such a thing as bad publicity? It depends on your business, and what the error is.

If you’ve created a free email course as lead generation I’d expect it to be error-free. However, the odd missing apostrophe or spelling mistake may not be a deal-breaker for your audience if the content is amazing and provides lots of value.

When is it not OK to publish content with errors?
It’s not OK to publish content with any errors if:

• your job relies on accuracy and attention to detail
  – This includes anything medical, legal or financial.
• you are selling services related to language use, however tangentially.
  – I’m looking at you, writers, editors, proofreaders and educators!
• your services are expensive, require a large investment of any kind
  – The investment may be time, money or both.
• it is evergreen content you are using to attract new clients
  – You don’t want mistakes hanging around to haunt you.
• your audience are likely to perceive you negatively because of it
  – Think carefully about who you’re targeting, and what their attitudes to errors might be.

If you’re an editor or proofreader, to my mind this is a no-brainer. Your clients are looking for perfection, or as near as dammit. There is no margin for error here. And don’t think you can get away with proofreading your own writing because, let me say this clearly:
 
You. Will. Miss. Things.

Who wants to hire an editor with spelling or grammatical errors in their copy? The answer should be: no one.

Banish procrastination and publish!
No one wants to see any writing, however fabulous the content, strewn with spelling mistakes and grammatical blunders. But I’d much rather see you sharing your content with the world than keeping it in a draft folder because you’re worried that it might contain errors.

Don’t allow fear to prevent you from publishing. Do your due diligence – run spellchecker, follow my tips on how to proofread your own writing – and get it out there!

The world doesn’t stop turning because of a couple of typos, and you owe it to yourself and your business to write that copy, making it as good as you can.

Should you hire someone to edit/proofread blog posts or other content?
Rather than slogging over copy like it’s your overdue English homework, you might recognize that your time is better spent elsewhere and free yourself from the burden.

If writing isn’t an enjoyable part of your work, wouldn’t it be better to outsource all or part of the process? Giving yourself permission to do this acknowledges that your time is a commodity in your business, and you have a responsibility to spend it wisely.
You should consider this option when:

• you know that writing isn’t a strength, and you will always miss errors no matter how many times you check
• you don’t have the time to be thorough, and you’d rather free up your time for other things
• the cost of errors could be financial, e.g. lost sales.
• your audience will perceive any mistake, however minor, negatively. You may be selling a premium brand, where errors simply aren’t an option.
• errors will reflect negatively on your credibility to provide your services, e.g. as an editor.

Is good enough, enough?
Not everyone is blessed with the ability to write well and consistently, but I believe that everyone can improve with practice. Learning from mistakes is a crucial part of the process, and that can only happen when you write your web copy or publish your blog and allow other people to read it.

Good enough can be enough when it’s on the road to even better.

Denise Cowle is a copy-editor and proofreader for non-fiction. She works with educational materials, reports, marketing copy and blogs. Her blog focuses on helping you to be a better non-fiction writer. Denise is an Advanced Professional Member of the Society for Editors and Proofreaders.

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• Twitter: @dinnydaethat

Further reading from Denise

• What is a style sheet, and do I need one?
• The A-Z of editing and proofreading your writing: Part 1 and Part 2

Louise Harnby is a fiction copyeditor and proofreader. She curates The Proofreader's Parlour and is the author of several books on business planning and marketing for editors and proofreaders.

Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.

If you're an author, you might like to visit Louise’s Writing Library to access my latest self-publishing resources, all of which are free and available instantly.

​Unfortunately, there are a lot of myths about ‘rules’ in writing. Sorting out what’s right or wrong versus what’s preferred or asked for can be tricky for the inexperienced author. In this article, I offer some guidance.

​Don't forget to claim your FREE copy of my Guidelines for New Authors booklet at the bottom of this post!

​Writing well means understanding the difference between a rule and a preference. In the world of the written word, these two things often become confused.

How do you sort out the rules from the preferences?
There is a difference between choosing where to place an apostrophe and choosing how to spell ‘focused’.

You can get the first one wrong because different placements will create different meanings. You can’t get the second one wrong, but you can be inconsistent; ‘focused’ and ‘focussed’ are simply variants of the same word and both are correct in British and American English.

So, how do you work out what’s a rule and what’s a choice?

Check a good-quality dictionary or reference manual if you’re unsure. Oxford Dictionaries Online is a great place to start because it shows spelling variants – e.g. whiskey/whisky, organize/organise, centre/center – and explains whether these are equally acceptable across different regions, more likely to be used in one particular part of the world, or distinct to a particular area.

Refer to a style manual. A good-quality style manual should distinguish between a rule and a preference. Which one you choose should be relevant to your audience. If you’re working with a publisher, the press will probably have its own house style, or refer you to a preferred guide like New Hart’s Rules or The Chicago Manual of Style.

If you’re a self-publishing author, you can create your own, though a professional editor and proofreader should offer this as part of their service.

Creating your own style sheet enables you to record decisions about hyphenation, numbering, capitalization, spelling variation, punctuation style, etc., and enforce common-sense consistency without becoming bogged down in overly prescriptive ‘rules’ taught to you by someone who thought they knew better.

You can find a free template for a style sheet on my Self-publishers page.

Check online resources from grammarians and linguists to help you separate the good sense from the nonsense. That way, you can defend your decisions.

Consider your audience. Certain types of writing (and those who will be reading it) bend more easily to particular style choices.

• Website copy that needs to communicate big ideas in small spaces may lose its wow factor if the writer worries too much about avoiding certain grammatical choices.
• Articles for publication in specialist magazines and journals may require the writer’s adherence to specific publisher house-style preferences or academic traditions.
• Engaging fiction writing, especially dialogue, can be damaged when character voice or idiom is buried by grammatical pedantry.

Broadly speaking, a good piece of writing will be sensitive to its audience. Variations in punctuation style, idiom usage, spelling and grammar abound, but they are just that – variations, not mistakes.

The most common myths debunked …
There are plenty of excellent online articles highlighting common things that writers are told are ‘wrong’ when in fact they’re perfectly fine. I’ve provided a summary here, though if you read the linked-to articles in full you’ll quickly realize that the same sticking points arise time and again.

Myth 1: Verbs with -iz suffixes are Americanisms (for example, specialise vs specialize). This isn’t true. In fact, use of the -iz form has been around for over 400 years and is a completely standard variant that’s recognized, and widely used, within UK publishing and beyond. Consistency is what you should look out for.

A word of caution, though – take care not to apply the style globally to your text. There are some words that must retain their -is suffix (e.g. compromise, advertise). Oxford provides a useful list of the most common words that must be spelled with -is. If you’re in doubt, look up a word’s spelling in a good-quality dictionary that includes variants.

Myth 2: You can’t split an infinitive. There are numerous online articles debunking this myth, but one of my favourites is Language Myths by Patricia T. O’Conner and Stewart Kellerman (Grammarphobia).

They write: ‘Writers of English have been merrily “splitting” infinitives since the 1300s. It was perfectly acceptable until the mid-nineteenth century, when Latin scholars – notably Henry Alford in his book A Plea for the Queen’s English – misguidedly called it a crime. (Some linguists trace the taboo to the Victorians’ slavish fondness for Latin, a language in which you can’t divide an infinitive.) This “rule” was popular for half a century, until leading grammarians debunked it. But its ghost has proved more durable than Freddie Krueger.’

Myth 3: You can’t use a preposition at the end of a sentence. This is incorrect. You can use a preposition at the end of a sentence – in fact, sometimes it’s far more comfortable for your reader.

Says the OxfordWords blog: ‘Most of us learned in school that ending a sentence with a preposition was a mistake. This “rule”, however, is misguided, dating from the 17th century, when several notable writers tried to codify English to fit more neatly with Latin grammar. Clearly, there are instances where attempting to avoid ending a sentence in a preposition results in a statement that is either over-formal or simply poor English.’

Consider the following examples:

• There’s no chair for me to sit on.
• He had no one to play with.
• Darling, come on in!
• The football match is over.
• Get that dog out!
• We had to do several sets of exercises with no rest in between.

Recasting these sentences to avoid the end-of-sentence prepositions would likely render the text stilted and unrealistic. Unless you're Yoda.

Myth 4: You mustn’t begin a sentence with a conjunction. This is yet another dose of hypercorrection – obviously, you don’t want your writing to be boring, so it pays to not overdo it, but there’s nothing grammatically wrong with starting a sentence with a conjunction. And in some cases it can even add punch to a sentence (see what I did there?).

Richard Feloni, in 10 popular grammar myths debunked by a Harvard Linguist, reviews linguist and cognitive scientist Steven Pinker’s The Sense of Style (published by Allen Lane in 2014), and writes: ‘Teachers instruct young students that it is incorrect to begin a sentence with a conjunction (and, because, but, or, so, also) because it helps keep them from writing in fragments, Pinker writes, but it's advice that adults don't need to follow. Avoid writing an ugly “megasentence” full of connected independent clauses, and feel free to start a sentence with a conjunction’ (Business Insider UK, 2015).

Myth 5: You must place two spaces after a full point. Actually, it's best not to – it looks awful on documents produced with modern word-processing software such as Word or InDesign.

Publishers don’t do it; nor do professional typographers. When we do it, it makes the text look gappy and amateurish. You can do a quick search and replace in Word to remove double spaces (simply click Ctrl H, and then type two spaces into the Find What box and a single space in the Replace With box).

This supposed typographical rule is purported to be a hangover from the days of monospaced letters on typewriters; these had only one font that gave equal space on a page to a wider letter such a ‘w’ and a narrower symbol like a full point. Whether that's true is not the point. Go to your bookshelf and pick up any contemporary, professionally published book; I promise you this – all full points will have a single space after them. Delete your double spaces and you're more likely to look like a pro!

For an entertaining discussion of the issue, read Farhad Manjoo’s article Space Invaders (Slate, 2011). 

Myth 6: You can’t use ‘they’ as a singular pronoun. This old chestnut gets a lot of peevers in a pickle. It’s a shame because it’s a rather splendid solution for those who want to write clearly and succinctly while avoiding gendered language. It’s been in use for a while too – from at least the sixteenth century.

Some publisher house styles demand the avoidance of the singular ‘they’; others embrace it, given that, as Arike Okrent notes, ‘[i]t’s perfectly good English. It sounds completely natural. Great writers like Shakespeare and Austen used it’ (4 Fake Grammar Rules You Don’t Need to Worry About, Mental Floss, 2015). Oxford Dictionaries concurs.

Note, though, Oxford’s follow-up caution: ‘Two things are matters of fact, however: many people use it, and many others dislike it intensely. If you’re writing something, it is therefore advisable to consider who might read it, and what their views might be.’

Myth 7: You shouldn’t start a sentence with ‘However’. You can, but getting the punctuation right is essential.

(a) When it’s being used in the sense of ‘Nevertheless’ or ‘But’, it acts as a connector or conjunction with the previous sentence:

• The weather’s been awful recently. However, it’s due to brighten up next week.
• I’m taking a gap year to travel around Europe. However, I’ll resume my studies in a year’s time.

Note that when used in this sense, it should take a comma after it so as not to make your reader think it’s being used in the sense of (b), below.

(b) ‘However’ can also be used to mean ‘in whatever way’ or ‘regardless of how’. In this case, I wouldn’t place a comma after it because it would interrupt the sentence.

• However you get there, just be sure to arrive before 4 p.m.
• However much you think you know about grammar, there’s always someone who’ll insist that you adhere to their pet peeves.

Mignon Fogarty provides a good overview of the issue in Starting a Sentence with ‘However’: Right or Wrong?.

She also provides some thoughtful advice about avoiding placing ‘However’ at the beginning of a sentence: ‘Sometimes it’s still a good idea to avoid it because a lot of people think it's wrong. I don’t advise starting a sentence with ‘however’ in a cover letter for a job application, for example. You don’t want your résumé to get dumped because someone thinks you’ve made a mistake even if you haven’t’ (Quick and Dirty Tips, 2013).

Depressing, but worth bearing in mind!

Final thoughts …
First, consider Jonathon Owen’s reminder that good writers should never ignore register. ‘There’s a time and a place for following the rules, but the writers of these lists typically treat English as though it had only one register: formal writing. They ignore the fact that following the rules in the wrong setting often sounds stuffy and stilted. Formal written English is not the only legitimate form of the language, and the rules of formal written English don’t apply in all situations. Sure, it’s useful to know when to use who and whom, but it’s probably more useful to know that saying To whom did you give the book? in casual conversation will make you sound like a pompous twit’ (12 Mistakes Nearly Everyone Who Writes About Grammar Mistakes Makes, Arrant Pedantry, 2013).

Second, bear in mind that some people’s ‘rules’ are actually just their pet peeves. Taking time to understand the difference between a rule and a preference will at least enable you to defend your choices. However, don’t be surprised if some sticklers still object to your decisions – there’s no consensus.

Says editor and writer Stan Carey, ‘There are local and institutional conventions, but since English lacks an official language academy, there is no universal Standard English. Pick a version and you will find it riddled, as Geoffrey Pullum wrote, “with disorder, illogic, inconsistency, oddity, irregularity, and chaos”. Amidst such ragged variability, clarity is desirable and elegance is admirable, but while certain rules facilitate these qualities, others are misguided myths that undermine them’ (Descriptivism vs. prescriptivism: War is over (if you want it), Sentence First, 2010).

And as promised, here's your free booklet! It includes lots of useful guidance and links for newbie writers. I hope you find it useful. Click on the picture to get yours.

Louise Harnby is a fiction copyeditor and proofreader. She curates The Proofreader's Parlour and is the author of several books on business planning and marketing for editors and proofreaders.

Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.

If you're an author, you might like to visit Louise’s Writing Library to access my latest self-publishing resources, all of which are free and available instantly.

If your client wants sensitive end-of-line word-breaks in their text, and they will if they're asking you to proofread for print, this online tool will help you decide where to break the word and insert the hyphen.

For example, Oxford Dictionaries recommends the following: 

There's always the trusty New Oxford Spelling Dictionary, an authority on spelling and word division. However, if you have clients that want every end-of-line hyphen checked, you'll need something more efficient than a book.

Perhaps you work on magazine articles, three columns to a page. Word breaks abound. And since the client pays on a flat-fee basis for each job, looking up these darn things impacts on your hourly rate in no small way.

Oxford Dictionaries includes online access to its dictionaries and thesauri, New Hart's Rules and Pocket Fowler's Modern English Usage. 

It also includes a function for checking word-breaks. 

I'm not chucking away my print book quite yet. There are limitations to the online version. For example, 'wingless' doesn't have its own entry, but is part of the definition of 'wing', so the preferred break (wing | less) isn't offered. 

Still, productivity increases are only a click away if you have to check end-of-line word-breaks frequently.

To access, go to Oxford Dictionaries.

You might have to pay for an account. However, if you're a member of a UK library, access is free. Pop in your library card number (1) and click on the LOGIN button (2).

Now select the language.

Type in your word, then scroll down to FOR EDITORS AND PROOFREADERS. There you'll find the recommended break where the word should be broken and the hyphen inserted.

Sentence First is an English-language blog hosted by scientist, writer and editor Stan Carey. What I love about this blog is the fact that Stan, in addition to being informative, interesting, and sometimes amusing, always offers a fat dose of good old-fashioned common sense.

Oxford Reference is one of my all-time favourite sites and proofreading tools. Not only does it provide online access to OUP's renowned dictionaries and thesauri; it also has a section for writers and editors that enables full searchable access to the excellent New Hart's Rules and Pocket Fowler's Modern English Usage, two of my well-thumbed bookshelf staples.

If you’re a member of a public library in England and Northern Ireland, you have FREE access to this resource. All you need to log in is your library card number (and the three-letter prefix identifying your county). Otherwise you'll need to pay. An individual subscription costs £42 per year.

Says Fogarty on her website, 'Grammar Girl provides short, friendly tips to improve writing. Covering the grammar rules and word choice guidelines that can confound even the best writers, Grammar Girl makes complex grammar questions simple with memory tricks to help you recall and apply those troublesome grammar rules.'