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In this episode of The Editing Podcast, Denise and Louise discuss em dashes, or em rules, and how to use them in fiction and non-fiction writing.
Click to listen to Season 3, Episode 9
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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.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, connect via Facebook and LinkedIn, and check out her books and courses.
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In this episode of The Editing Podcast, Denise and Louise explain what a comma splice is, why you should usually avoid it, and how it can add clarity.
Click to listen to Season 3, Episode 8
Other ways to listen STITCHER | APPLE PODCASTS | SPOTIFY | CAPTIVATE Or check out the show via your favourite podcast platform. Don't fancy listening? Here are the nuts and bolts of our podcast chat, based on a transcript from the show. What is a comma splice? When two independent clauses – which could stand on their own as sentences and make perfect sense – are separated by a comma. For example:
Those two sentence above could be separated by a semi-colon, a dash, or a full stop and no one would be breathing grammar rules down your neck: Standard punctuation
However, if you use a comma to separate them, that heavy breathing will come from some quarters: Non-standard: comma splice
Why comma splices trip up readers Some people don’t know what a comma splice is and don’t care. But plenty do, and even if they don’t know what’s it called, they trip up. For those in the know, comma spliced sentences (sometimes) scream off the page for precisely that reason. That's because when readers see a comma they're inclined to think, This is the start of a list. A standard method for showing a reader that they’re coming to the end of a list is to incorporate a coordinating conjunction such as ‘and’, ‘but’, ‘though’ and ‘or’. It acts as shorthand for One more item’s coming. Then there’ll be a full stop. And so when only two items are separated by a comma, the reader’s expecting at least one more item in that list. When that third item doesn’t appear and the sentence finishes, the reader is jolted because they've placed the emphasis in the wrong place. Try reading these examples out loud:
Your intonation likely changed as you read the words 'but I think oranges are okay' because you knew you were finishing a sentence. In the second example, you were left hanging after 'hate pears' and likely hadn't placed the stress correctly. These kinds of stumbles are a distraction that, even if only for a split second, pulls the reader out of the writing. Now they’re thinking about where they placed the emphasis, not about our fabulous learning tool, enthralling plot line or groundbreaking academic research. When comma splices can work: fiction Comma splices are probably more prevalent in published fiction, and more acceptable. Sometimes, and with good reason. The comma doesn't always trip up readers. The key is to allow splices to stand when they serve a purpose. Narrative and rhythm Take this example from A Tale of Two Cities by Charles Dickens: ‘It was the best of times, it was the worst of times, it was the age of wisdom, it was the age of foolishness, it was the epoch of belief, it was the epoch of incredulity’ and so on. This prose is an experiment in rhythm. The splices work. But something else is going on too – the anaphora. Anaphora is a literary device that uses repetition for rhythmic effect. In the Dickens example, the repetition of 'it was' pulls us along on a beautiful booky wave. Editing in semi-colons or full points would destroy the rhythm and would qualify as an example of editorial hypercorrection. For a more detailed examination of anaphora, read: What is anaphora and how can you use it in fiction writing? Dialogue and mood While a comma splice will stick out like a sore thumb in a piece of academic research or an education textbook, that’s not always the case in dialogue. If the speech is truncated, or there's anaphora in play, a comma might well work. Imagine this scenario in a novel: two characters are having an argument. One says, ‘It’s not me, it’s you’. Strictly speaking, that's a comma splice. There are two independent clauses with a comma. Would it bother you? Probably not. The speech looks and sounds natural to the mind's ear. Changing the comma to a full stop would slow down the rhythm of the character’s speech and affect the emotionality in the dialogue. But most important, readers won't trip up; they'll place the emphasis correctly. And so while emotion and mood have been respected, this hasn't been at the expense of clarity. Summing up
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, connect via Facebook and LinkedIn, and check out her books and courses.
In this episode of The Editing Podcast, Denise and Louise discuss en dashes, or en rules, and how to use them in fiction and non-fiction writing.
Click to listen to Season 3, Episode 7
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Editing bites 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.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, connect via Facebook and LinkedIn, and check out her books and courses.
In this episode of The Editing Podcast, Louise and Denise demystify (and stand up for) one of the most misunderstood pieces of punctuation – the semi-colon.
Click to listen to Season 3, Episode 5
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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.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
In this episode of The Editing Podcast, Denise and Louise chat about 4 features of written language that are often thought to be Americanisms but aren’t!
Click to listen to Season 3, Episode 3
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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.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
In this episode of The Editing Podcast, Denise and Louise talk with linguist Rob Drummond about grammar pedantry, peevery, youth language, and non-standard language in context.
Click to listen to Season 3, Episode 2
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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.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
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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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.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
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 Quote marks are used in 3 ways in fiction:
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.
'What about your friends? Didn't they help?' Molly said.
Peter almost laughed. The last time his 'friends' had phoned or visited had been over six months ago. Two had wanted money, Another needed business advice. A fourth had spent the evening flirting with his now ex-wife. 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.
NON-STANDARD (USING DOUBLES AS BASE STYLE)
"What about your friends? Didn't they help?" Molly said. Peter almost laughed. The last time his 'friends' had phoned or visited had been over six months ago. Two had wanted money, Another needed business advice. A fourth had spent the evening flirting with his now ex-wife. STANDARD (USING DOUBLES AS BASE STYLE) "What about your friends? Didn't they help?" Molly said. Peter almost laughed. The last time his "friends" had phoned or visited had been over six months ago. Two had wanted money, Another needed business advice. A fourth had spent the evening flirting with his now ex-wife. 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.
Jamie pulled the vinyl from its sleeve. The White Album. His favourite. Well, 'Back in the USSR' anyway. He'd never admit it but he didn't much care for the other songs.
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.
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:
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:
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 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.
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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
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
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. 
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
Macros enable us to edit faster and more consistently. For professional editors, that means a higher hourly rate, a more consistent output, and a happier client. If you want to use macros but don’t know where to start, read on.
Which macros, and when and why?
Which macros should you use? How does the Paul Beverley macro suite fit with an application such as PerfectIt? What should you use when? No one’s the same. We edit different subject/genres, carry out different types of editing, and have different styles of working. There’s no one size fits all. A conceptual approach, however, can help us decide which tools to use. Analysis: Tasks versus goals A task-centred analysis focuses on what we plan to do and deciding what tools will help with these stages. Thus, in the free book, Macros for Editors, I offer smorgasbord of macros that speed up a variety of specific tasks. However, when we look broadly at what we’re trying to achieve, we may discover different ways of working and different tools – new tools, maybe – that can help. One such contribution to this approach is the Alyse suite – analysis-type macros (DocAlyse, HyphenAlyse, etc.) that provide an overview that reports on the likely inconsistencies in a document without our even having to look at the files. 
Computer-aided editing: Teamwork
Think of computer-aided editing as teamwork – you and the computer working together, each playing to your own strengths, with a single aim: to improve communication between author and reader. A computer brings the following to the team:
On the downside, it lacks the ability to look beyond the data. It has no idea of meaning, significance, attitude, feelings – only humans can provide that. Mechanics versus meaning Editors spend a lot of time eliminating inconsistencies in the following:
This is the mechanical side of editing. Editors also spend a lot of time focusing on meaning. It matters little how consistent a document is if the meaning is clouded. Obscure the meaning, and communication between the author and reader is impeded. Using macros and related applications enables the editor to delegate some of the mechanical work to the computer – those mundane data-led tasks – and focus their minds on communication. A possible workflow Here’s one way it might look:
Here are the macros you might use in that workflow:
If you’re a PerfectIt user (see the Intelligent Editing website), you could use that instead at stages (3) and (5). Or continue to use FRedit for (3) but use PerfectIt for (5). The latter is a possible best-of-both-worlds approach if you like the idea of having two different tools, each working to spot errors that the other might have missed. False positives False positives are to be expected with any computer tool. We can reduce them by refining the FRedit changes list and PerfectIt’s style sheets. For best effect with global change macros, apply them to one chapter at a time, making adjustments that will make it more effective in succeeding chapters. Summing up To access all my line-level and analysis macros, download the free book. You can also watch almost 100 video tutorials on my YouTube channel. And if you want to know more about PerfectIt, visit the Intelligent Editing website. Please feel free to email me with suggestions and/or questions about macros.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
If your characters seem or appear to be doing or feeling something – probably, maybe, perhaps – then you might be using half measures to express a good chunk of that action or emotion. Uncertainty can drag a story down. Here’s how to edit for it at line level.
In fiction, tentative language can lead to the following:
Authors sometimes introduce tentative language into a novel because:
Tentative language: words to watch out for I’m not suggesting you remove every tentative word; some might be deliberate and necessary. More likely, you’ll be checking that your prose isn’t rife with them. Still, these little blighters can slip in accidentally and it’s worth taking the time to root them out and decide whether to give them space on your page or remove them. Here are some of the words (or word groups) to watch out for:
When there’s a problem, it can sometimes be fixed with a simple deletion, or a stronger verb. When viewpoint, tension and reader immersion are at stake, more intervention might be required. How to fix it without dropping viewpoint I see the likes of seemed, appeared, and looked as if creeping frequently into line editing projects for less experienced authors because they want to hold viewpoint. Hats off to them – I’ll take a seemed over a head-hop any day of the week! Still, there might be a better fix. Here’s a framework you can use to recast in a way that removes the uncertainty but keeps the narrative alive.
In the examples below, I’ve used this framework to craft a shown narrative rather than an assumed one. The original text is based on real examples that have been adapted to respect confidentiality.
EXAMPLE 1
Luke peeked around the headstone. The hooded man seemed frustrated.
Luke can’t know for sure how the other character is feeling, and the author covers this with seemed. That’s all well and good; removing it would flip the reader from Luke’s internal experience to the hooded man’s.
The sentence is flat though. Yes, we readers are still in Luke’s head but it’s not a particularly interesting space. There’s no tension in our observations from his hiding place. Here’s how the fixing framework helped me recast in a way that shows readers the hooded man’s assumed frustration, as seen by Luke: Luke peeked around the headstone. The hooded man glanced at his watch and swore under his breath. His foot lashed out, knocking over a grave vase. The stagnant water stunk and Luke wrinkled his nose.
In the revised version, we see the hooded man’s emotion through his action. That helps with the flatness but also with narrative distance; we stay close to Luke because we experience not only what he sees but also what he smells. It’s more immersive.
EXAMPLE 2
Thom turned and tripped over the blind guy’s white stick – Mikey, someone had called him. He looked at Mikey, who seemed almost to be picking out Thom’s facial features in his mind.
Thom is the viewpoint character so we can’t know what’s going on in Mikey’s head. And that means we can’t just remove the tentative words and change the verb to picked.
But there’s a problem. If Mikey were the viewpoint character, his imagining Thom’s face would make for an interesting narrative. However, it’s Thom’s head we’re in. In this case, the assumption seems off, too big to believe. When I listen to someone speaking, I tend to use my eyes to focus on their mouths; my friend with restricted vision tends to move his head so that his ears are more in play. Sighted people in his company need to be aware that his eyes don’t focus directly on a speaker even though he’s fully engaged. If we place this experience within the fixing framework, we can imagine Mikey’s physicality and the effect on Thom, the viewpoint character. Thom turned and tripped over the blind guy’s white stick – Mikey, someone had called him. Mikey tilted his head, gaze off-centre, ear trained on Thom’s blustered apology.
In the revised version, the assumption is gone. Instead, readers are shown what Mikey does and what Thom experiences. Viewpoint is intact, and the clunk has gone.
How to fix an insecure narrative voice In the examples below, the tentative words have crept in because the authors are still developing the confidence to make every word count. Useful tools of the trade include deletion, stronger verbs, smoother recasts, and free indirect style. The fixes below are suggestions only, offered so you have an idea of what to look out for and how you might tackle the solution. The approach you use will depend on your writing style and the mood of the scene. When tentative language creates a flat sentence In these examples, the tentative mood is justified but the sentences are rather flat. We need to inject tension.
When tentative language creates a woolly sentence
In these examples, the tentative words relate to viewpoint characters’ experiences. The uncertainty introduces distance because it pulls the reader out of their experience. It makes us say, ‘Why the lack of commitment? Doesn’t the viewpoint character know?’ Once more, I’ve used real examples and adapted them to disguise the originals.
When tentative language works
In these examples, the tentative words work. They show the reader that the viewpoint character is guessing. She glowered as if to say, You really think there’s enough meat on that plate? Mark glanced at the blue car. There were two people inside, neither familiar. Might be undercover cops, but he legged it anyway … just in case. A haze hung in the air – maybe brick dust from the fallen building or ash from the fire. It stung his eyes and irritated his throat. The news knocked the breath out of her. Jamie had seemed happy the last time they’d met. Ecstatic even, what with the new job, the kayaking holiday, that girl he’d met the week before. She combed the beach for Ben’s blue sun hat, pushing the unthinkable to the back of her mind. Thought it through. Probably with Mark at the rockpool. The café maybe. Or the groyne or the dunes. Her head spun left, right, left again. Summing up As soon as a writer or editor begins line editing fiction, subjectivity comes into play. It’s rare that there’s a right or a wrong way. With that in mind, don’t ban tentative language in your prose; just watch out for it. It may well have the right to be there, though it shouldn’t trump tension or add clunk. If removing it messes with viewpoint, use the fixing framework to craft an alternative shown narrative.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
Denise and Louise talk to Beth Hamer, a professional proofreader and the Society of Editors and Proofreaders’ conference director. Beth chats about how to organize a successful editorial conference.
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Music credit ‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License http://creativecommons.org/licenses/by/3.0/
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
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:
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:
The next day I scrounge a Lambert & Butler off Rose in the Foreign News section, smoke it at my desk and get a real hit off it, then feel disgusted with myself and vow that’s the last one I’m going to smoke.
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:
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):
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
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
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:
Detective Harnby typed up the report and dumped it on the desk in the chief-super’s office (and what a sty that was).
Detective Harnby typed up the report and dumped it on the desk in the chief-super’s office. (And what a sty that was.)
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:
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:
A mirror reflects the Veneering crest, in gold and eke in silver, frosted and also thawed, a camel-of-all-work. The Heralds’ College found out a crusading ancestor for Veneering, who bore a camel on his shield (or might have done it if he had thought of it),
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:
Spaced en dash
With that taken care of, Holly went down to the hotel restaurant and ordered a light meal – no way was she paying room-service prices. Closed-up em dash With that taken care of, Holly went down to the hotel restaurant and ordered a light meal—no way was she paying room-service prices. Semicolon With that taken care of, Holly went down to the hotel restaurant and ordered a light meal; no way was she paying room-service prices. Full point With that taken care of, Holly went down to the hotel restaurant and ordered a light meal. No way was she paying room-service prices. 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.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
Are your hyphens, en dashes and em dashes giving you the run-around? Here’s a guide to conventional usage in UK and US fiction publishing.
Terminology
Dashes are sometimes referred to as ‘rules’, especially in the UK. Oxford’s New Hart’s Rules (NHR) refers to the ‘en rule’ and the ‘em rule’ whereas The Chicago Manual of Style (CMOS) discusses ‘en dashes’ and ‘em dashes’. Both terms are acceptable but I’ll use ‘dash’ in this article. A word on exceptions Take a look at the likes of CMOS and you’ll see plenty of exceptions to the rules, which is why I don’t much like rules when it comes to fiction editing! What I’ve given you here is what I think you’ll need to know most of the time for most of your novel writing. What do the dashes look like? There are four dashes you’re most likely to use in fiction:
Dashes that set off text and replace alternative punctuation The EN DASH and the EM DASH can be used to set off an augmenting or explanatory word or phrase in a sentence that could stand alone without the insertion. Brackets, commas and colons can act as alternative forms of punctuation. Here are some examples that demonstrate how it could be done:
That old dog (the black one) is as sweet as they come.
That old dog, the black one, is as sweet as they come. That old dog – the black one – is as sweet as they come. That old dog—the black one—is as sweet as they come. She knew the name of that old dog – everyone did. She knew the name of that old dog—everyone did. That sweet old dog had a name – Patch. That sweet old dog had a name: Patch. In the UK, it’s conventional to use a SPACED EN DASH. This is not the law, not a rule, not the only way or the right way. It’s just the style that many UK publishers choose, though not all. Here’s an example from my version of Stephen King’s The Outsider (p. 171):
The yard – every single blade of grass seeming to cast a shadow in the moonlight – was empty.
In the US, it’s conventional to use a CLOSED-UP EM DASH. Again, this is not the law, not a rule, not the only way or the right way. It’s just the style that many US publishers choose, though not all. Here’s what King’s sentence looks like when amended according to US convention:
The yard—every single blade of grass seeming to cast a shadow in the moonlight—was empty.
Some style guides even ask for SPACED EM DASHES, though I see this usage less frequently:
The yard — every single blade of grass seeming to cast a shadow in the moonlight — was empty.
I recommend you stick to spaced en dashes or closed-up em dashes in fiction because that’s what your readers will be most familiar with. As for which style you should choose, think about:
If you’re publishing internationally, pick one style and be consistent. Dashes in number spans In fiction, number spans are often written out, though again this is convention rather than a rule that must be adhered to. Number ranges might make their way into emails, texts, letters and reports in your story, and they’re perfect for date ranges. A CLOSED-UP EN DASH between number spans is standard in publishing, whether you’re writing in British English or US English:
Morning registration: 9.30–11.30 (full stops more often used in time styles in UK English)
Morning registration: 9:30–11:30 (colons more often used in time styles in US English) See pp. 86–95 The 1914–18 war was the war to end all wars 07/03/1967–26/06/2019 (day/month/year; standard in UK English) 03/07/1967–06/26/2019 (month/day/year; standard in US English) Note that the en dash means up to and including (or through in US English). CMOS and NHR both recommend using EITHER the closed-up en dash in a number range OR a from/to or between/and construction, but not a mixture of the two:
Read from p. 86 to p. 95 (standard)
Read pp. 86–95 (standard) Read from p. 86–95 (non-standard) The war lasted from 1914 to 1918 (standard) The war lasted from 1914–18 (non-standard) I’ll be there between 9:30 and 11:30 (standard) I’ll be there between 9:30–11:30 (non-standard) Dashes as alternative speech marks The CLOSED-UP EM DASH can act as an alternative to speech marks (or quotation marks) in dialogue in both UK English and US English. Sylvain Neuvel uses this technique in Sleeping Giants and it works because the scenes in which it occurs take place in a secret location with an anonymous (even to the reader) agent running the interrogation. Each speaker’s turn is indicated with an em dash. The agent’s speech is rendered in bold.
Excerpt from the Kindle edition:
—There is no need to get angry. —I’m not angry. —If you say so. You have a problem with authority. —You don’t need a test to work that one out. It can be an effective tool for fiction that’s dialogue driven – almost like a screenplay – but it gets messy when there are more than two speakers in a conversation, and becomes unworkable if you want to ground your dialogue in the environment with narrative (action beats, for example). And, of course, the dialogue needs to be standout because that’s all there is. Dashes that indicate end-of-line interruptions To indicate that a speaking character has been interrupted, use a CLOSED-UP EM DASH, whether you’re publishing in US or UK English. Here’s an example from Mick Herron’s Dead Lions (p. 115)::
‘I got the guys at the Troc to pick it up on Clerkenwell Road. They tracked—’
‘You got the guys—’ ‘Yeah yeah. Catherine got the guys at the Troc to pick them up.’ And another from Linwood Barclay’s Parting Shot (p. 380):
“Ms. Plimpton,” Duckworth said. “I don’t know if you remember me, but I’m Detective Barry—”
“I know exactly who you are,” she said, and reached out and took his hand in hers. Dashes for dialogue interrupted by narrative description Dashes offer clarity when dialogue is broken by narrative description and the speaker hasn’t finished talking. Here’s how it could be rendered in US English using CLOSED-UP EM DASHES:
“We’ve talked about this monstrosity before”—he jabbed at the flock wallpaper—“and I’m telling you, it has to go.”
And if you’re following UK English convention, use SPACED EN DASHES:
‘We’ve talked about this monstrosity before’ – he jabbed at the flock wallpaper – ‘and I’m telling you, it has to go.’
Notice how I’ve also used double quotation marks in the US version and singles for the UK one. Again, this isn’t about being right or obeying a rule; it’s a convention, and one that’s not always adhered to. Consistency is king. Dashes that indicate faltering speech If your character is out of breath, taken aback, caught off guard, frightened, or nervous, you might want to indicate faltering speech with punctuation. There are no absolute rules about how you do this; it depends on the effect you want to achieve. If you want to denote a staccato rhythm, HYPHENS are a good choice. This works for sharper faltering where the character stammers or stutters. If the faltering related not to letters but to phrases, you could use a CLOSED-UP EM DASH (US style) or a SPACED EN DASH (UK style). Ellipses are another option. They're not dashes but they're handy for faltered speech that has a pause in it. You can use these with your dash of choice.
Hyphens (staccato):
"No. I-I-I mean, not really. It was an accident. I just s-s-saw him standing there and I flipped," Marion said. Closed-up em dash for faltering phrasing (US style): "I can't—I mean I shouldn't—well, it's difficult to know what to do." Spaced en dash for faltering phrasing (UK style): 'I can't – I mean I shouldn't – well, it's difficult to know what to do.' Ellipses for pauses (in conjunction with dashes): 'I can't – I mean I shouldn't – oh God ... you know what? It's d-d-difficult to know what to do.' "No. I ... I mean, not really. It was an accident. I just s-s-saw him standing there and I flipped," Marion said. Dashes as separators HYPHENS are the tool of choice here. They’re short and sharp, and are perfect in fiction when you want to spell out words or numbers:
‘No,’ Louise said. ‘That’s not how you spell it. It’s T-O-M-A-S.’
“That doesn’t make sense. The extension he gave me is 1-9-1-8. Are you sure it’s a five-digit number?” Number separation comes in handy when you want to ensure your reader reads the numbers as distinct digits rather than inclusively. Compare 1918 (nineteen eighteen) with 1-9-1-8 (one, nine, one, eight). Dashes that indicate connection, relation or an alternative We use EN DASHES in place of to and and/or to show a connection between two words that can stand alone and that together are modifying a noun:
They’d nurtured that author–editor relationship for years.
“Those two have had an on–off relationship for over a decade. I wish they’d make their minds up!” ‘I’m going to get the Liverpool–Belfast ferry. There’s one at ten thirty.’ Danny would take the money and Sheryl would get her promotion. It was a win–win. I couldn’t see us winning the England–Brazil match but I put a tenner on us anyway. Just for fun. Amir was an Asian–British scholar and something of a polyglot. ‘Languages float on the wind in my grandparents’ village,’ he once told me. Dashes with adjectival compounds Either EN DASHES or HYPHENS are used here, regardless of where you live. When one adjective modifies another adjective, these words create a compound. If this compound is placed before a noun, it usually takes a HYPHEN for the purpose of clarity. When the compound comes after the noun and a linking verb, the hyphen can be omitted:
He buttoned up a navy-blue shirt.
but His shirt was navy blue. “That well-read woman you were talking about? She’s called Sally.” but “Sally sure is well read, no doubt about it.” Care should be taken, even in fiction, with regard to weighting. Let’s revisit the example of our polyglot Amir. Consider the differences between the following:
Amir was an Asian–British scholar and something of a polyglot. ‘Languages float on the wind in my grandparents’ village,’ he once told me.
Amir was an Asian-British scholar and something of a polyglot. ‘Languages float on the wind in my grandparents’ village,’ he once told me. Amir was an Asian British scholar and something of a polyglot. ‘Languages float on the wind in my grandparents’ village,’ he once told me. Amir was a British Asian scholar and something of a polyglot. ‘Languages float on the wind in my grandparents’ village,’ he once told me. In the first example, with an EN DASH, Amir’s Asianness and Britishness have equal weighting. In the second, with the HYPHEN, ‘Asian’ is modifying ‘British’ and carries less weight. In the third and fourth, where the dashes are omitted, the weighting is ambiguous. The dash of choice (or its omission) can tell us something about Amir’s identity – how he, or the narrator, or the author perceives this – so it needs to be used purposefully. Dashes indicating omission You might want to omit words, fully or partially, because they’re profane, or to indicate that some of the letters are illegible, or to disguise a name. There are several options for managing omission: em dashes, 2em dashes, en dashes and asterisks. Spacing comes into play. There are different conventions for US and UK style. NHR recommends the following for UK style:
To indicate partial omission of a word, and the number of letters that have been omitted, choose the SPACED EN DASH (or unspaced asterisks):
‘The scandal featured a certain Mrs H – – – – –. Can you believe it?’ ‘I told you to p – – – off!’ he said, spittle flying. ‘I told you to p*** off!’ he said, spittle flying. To indicate partial omission of a word with a single mark, choose the CLOSED-UP EM DASH: ‘The scandal featured a certain Mrs H—. Can you believe it?’ ‘I told you to p— off!’ he said, spittle flying. To indicate complete omission of a word with a single mark, choose the SPACED EM DASH: ‘The scandal featured a certain Mrs —. Can you believe it?’ ‘I told you to — off!’ he said, spittle flying. CMOS recommends the following for US style:
To indicate partial omission of a word, choose a CLOSED-UP 2EM DASH:
“The scandal featured a certain Mrs H⸺. Can you believe it?” “I told you to p⸺ off!” he said, spittle flying. To indicate complete omission of a word, choose the SPACED 2EM DASH: “The scandal featured a certain Mrs ⸺. Can you believe it?” “I told you to ⸺ off!” he said, spittle flying. Summing up Using dashes purposefully, and according to publishing convention, will bring clarity to your fiction writing. Think about your audience and what they’re used to seeing on the page, then choose your style and apply it consistently. Consider, too, whether your choice of dash will amplify or reduce the significance (or weight) of your words when you’re using dashes as connectors or modifiers. And if you’re still bamboozled, ask a pro editor. We know our dashes!
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
Denise and Louise discuss how to use quote marks (or speech marks) in writing ... and when not to use them.
Click to listen to Season 2, Episode 10
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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. Denise and Louise Music credit ‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
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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Summary
Listen to find out more about:
Editing bites
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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 Denise and Louise
Music credit ‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License http://creativecommons.org/licenses/by/3.0/
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
In this episode of The Editing Podcast, Denise and Louise discuss four different kinds of writers and how identifying what kind you are can help you work out the kind of editing that’s the best fit for you.
Click to listen to Season 2, Episode 2
Can we ask a favour of you? Would you rate and review us on iTunes, please? It would mean a lot to us. Thank you!
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Summary
Listen to find out more about:
Editing bites
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
Music credit ‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License http://creativecommons.org/licenses/by/3.0/
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
In this episode of The Editing Podcast, Denise and Louise discuss how to prepare your book file for editing ... whether you're doing it yourself or working with an editor.
Click to listen to Season 2, Episode 1
Can we ask a favour of you? Would you rate and review us on iTunes, please? It would mean a lot to us. Thank you!
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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:
Editing bites
Other resources
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
Music credit ‘Vivacity’ Kevin MacLeod (incompetech.com). Licensed under Creative Commons: By Attribution 3.0 License http://creativecommons.org/licenses/by/3.0/
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
Are you spending too much time on your novel’s text design? Here’s how to use the Styles function in Microsoft Word to ensure the various elements are formatted consistently.
In this article, I’ll walk you through the following:
What is the Styles tool? The Styles tool allows you to apply design consistency to the various text elements in your book. In a novel, you might want to create different styles for the following:
Microsoft Word has a handy suite of on-board styles, though it’s unlikely they’ll match your specific requirements. Modifying these is still a little quicker than creating fresh styles so take a look at the properties and work out what you’ll retain and what you’ll change. What properties can you influence? You can influence every property of your text when you assign a style to it. However, in a novel, you’ll most likely focus on the following:
How to access the Styles tool There are two ways to access the Styles function onscreen:
The gallery in the ribbon offers a preview of how the style appears. If I’m working with a lot of different text elements in a document, I find these visual clues useful when I want to locate a style quickly.
On smaller screens, less of the Styles gallery will be visible. To access the previews of all the styles in your gallery, click on the MORE arrow (circled). 
A new window will appear containing the full gallery.
Why you should format with styles
Using styles gives you control over design, consistency and formatting time. Time is money, so when you do the job instead of asking other professionals to do it, your book budgets goes further. Perhaps you can invest a little more time or money on cover design, sales and marketing, or learning how to improve writing craft. Can you format manually? Of course, but you could be making a lot of unnecessary work for yourself. Scenario 1 You complete the writing, drafting, and editing, and get cracking on designing the layout. Now that there are 85,000 words in place, your thriller’s looking more like a textbook thanks to the font you’ve chosen for your main text: Arial 14. A serif font like Times New Roman would be easier on your reader’s eye. The problem is, you can’t select all the text in the file with CTRL A and change it in one fell swoop because that would affect the chapter headings and the emails your transgressor is sending to the police, all of which are formatted differently. Instead, you have to work through the file, locate the main text elements manually, and change the font. If, however, you’ve assigned a style to your main text, you can modify that font property in just a few clicks. The change will automatically change all the main text, and only that element, to your new font. Further down, I’ll show you how. Scenario 2 You’ve written 12 additional paragraphs for your book but they’re in another document. You copy and paste the writing into your book file. Now you have to manually format the new sections so that they match the existing work. If you’ve assigned styles, however, it’s as simple as cut, paste and left-click. Job done. How to create a style There are several ways to create a style in Word:
1A. Manual method Open the styles pane and left-click on the A+ button in the bottom-left-hand corner. 
A new window will open (CREATE NEW STYLE FROM FORMATTING). Now you can give your style a name (1) and assign properties to the font, paragraph spacing and page flow (2 and 3).
1B. Manual method B
Alternatively, right-click on a piece of text that’s already formatted according to your preferences. A mini toolbar will appear. Click on the Styles button. 
A new window will appear. Left-click on CREATE A STYLE.
Name your style, modify if you wish, and left-click OK.
2. Updating method
Select a piece of text that’s already formatted according to your preferences. Now head up to the Styles gallery in the ribbon, or the Styles pane, and right-click on an unused style that you’re happy to update. Hover over UPDATE [STYLE] TO MATCH SELECTION, then left-click. 
How to modify a style
There are two ways to modify a style in Word:
1. Styles gallery Go to the Styles gallery in the ribbon and right-click on the style you want to modify. 
Left-click on MODIFY and amend the properties of your style. Note that this will change every piece of text assigned with that style.
2. Styles pane
Go to the Styles pane on the right-hand side of your screen and right-click on the style you want to modify. 
Left-click on MODIFY and amend the properties of your style. Again, bear in mind that this will change every piece of text with that style assigned.
How to assign a style to an element of text If a piece of text isn’t formatted correctly, left-click the cursor on a word or in a paragraph, or select it by double-clicking. Now head up to the Styles gallery in the ribbon, or the Styles pane, and left-click on the preferred style. Your style will be assigned. If you’re working on a smaller screen, you’ll probably find it easier to use the Styles gallery in the ribbon because it takes up less space than the Styles pane. To close the Styles pane and free up some screen real-estate, left-click on the X in the top-right-hand corner. 
Troubleshooting
Here’s how to fix some of the more common problems that arise when working with styles. 1. Styles gallery or pane isn’t visible If the Styles gallery isn’t visible, make sure you’re in the HOME tab in the ribbon. 
If the Styles pane isn’t visible, left-click on the small arrow in the Styles gallery.
2. Style not showing in gallery
If you’ve created a style and it’s not showing in gallery, head to the Styles pane and right-click on the missing style. This opens the MODIFY pane. Make sure that the ADD TO THE STYLES GALLERY box is checked. 
3. The gallery is cluttered with unused styles
If your gallery is busy with styles you don’t need to access, there are two ways to remove them. The quickest method is to right-click on an unwanted style, then left-click on REMOVE FROM STYLE GALLERY. 
An alternative is to right-click on the unwanted style and left-click on MODIFY. Then uncheck the ADD TO THE STYLES GALLERY box.
4. You’ve renamed a style but Word’s default name is still displayed in the pane
If you’re using the Styles pane to apply styles, the list might appear cluttered if Word’s default names are displaying, even though you've modified them. To fix, left-click on the OPTIONS button. 
Check the HIDE BUILT-IN NAME WHEN ALTERNATE EXISTS box, then left-click on OK.
Your list will now display with your modified names.
Heading styles and navigating your Word file
One of the advantages of using the Styles tool for a novel is navigation. To access the Navigation pane, press CTRL F on a PC. Now, left-click on the HEADINGS tab. Any style based on one of the in-built heading styles will show up in the menu. 
I use this function when I’m editing and want to check that chapter headings (and subheadings) are formatted consistently, assigned the correct level of priority, and numbered chronologically.
Headings with arrows next to them indicate lower-level subheadings. You can expand or collapse subheadings by left-clicking on the arrows. Furthermore, if you want to shift a headed or subheaded section to another position in your document, left-click on the relevant heading and drag up or down the menu. Summing up Styles let you focus on your writing rather than fretting about internal text design. Applying a style to an element of your book file takes a fraction of the time required for manual formatting. And because any style can be tweaked, you get to change your mind as often as you like. If you have any problems with using Word’s Styles gallery and pane, drop me a note in the comments and I’ll do my best to fix the issue. Fancy watching a video tutorial? Visit my YouTube channel and watch: Self-editing Your fiction in Word: How to Use Styles.
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn.
Semi-colons are disliked by some, misused by others, and avoided by many. If you want to keep them out of your writing, that’s fine. In this article, I show you how they work conventionally. That way, you can omit them because that’s your preference, not because you daren’t include them!
What is a semi-colon?
It’s one of these: ;3 ways to use a semi-colon There are 3 situations in which you’re likely to use a semi-colon in fiction:
Here, I focus on parallelism and clarity, but sentence pacing comes into play too – a useful addition to any fiction writer’s toolbox. A little bit of grammar Above, I mentioned independent clauses. An independent clause is a group of words that contains a subject and a predicate. In case you don’t know what they are – and many writers know how to write extremely well without knowing grammar terminology so there’s no shame in that – here’s an overview. Subject A subject is the thing in a sentence that’s doing something or being something. In the examples below, the subject is in bold.
If you’re not sure what the subject of your sentence is, try this trick: change the subject into a question that you can answer yes/no to, as in the examples below.
Predicate
A predicate is the part of a sentence that contains a verb and that tells us something about what the subject’s doing or what they are. In the examples below, the predicate is in bold.
If you’re not sure what the predicate is in a sentence that’s a question, turn it into a statement, as in the example below. The result might be clunky but it’ll show you what’s what. The subject is in bold and the predicate in italic.
Independent clauses
Quick recap: an independent clause is a group of words that contains a subject and a predicate. The subject is in bold, the predicate is in italic, and the full independent clause is in red.
Parallelism and the semi-colon Take a look at these two independent clauses.
The second sentence is related to the first because the gravel that’s digging into the agent’s elbows is what she experiences after falling to the ground. We can therefore use a semi-colon to indicate this relationship, if we wish.
Note that the first word of the clause after the semi-colon does not take an initial capital letter. Could we use a colon? A colon is non-standard because colons introduce additional/qualifying information about the first clause, not new information. Think of the information they introduce as subordinate, if it helps. I recommend avoiding colons to join parts of a sentence that are equally weighted.
Could we use a comma?
A comma is non-standard when joining two independent clauses. Sentences using commas in this way are said to contain comma splices. I recommend avoiding this usage.
Clarity and the semi-colon
Heavily punctuated sentences can be confusing and clunky. For the reader, it can mean limping through your prose rather than moving at a pace dictated by narrative intent. Take a look at this example from Mick Herron’s Dead Lions, p. 88. There are two semi-colons in the original version, but for this example I’m focusing only on the first (see the section in bold).
1. Amended with en dash
He was bald, or mostly bald – a crop of white stubble gilded his ears – and gave off an air of pent-up energy, of emotions kept in check – the same sense Lamb had had watching the video of him, shot eighteen years ago, through a two-way mirror in one of Regent’s Park’s luxury suites. Joke. These were underground, and were where the Service’s more serious debriefings took place; those which it might later prove politic to deny had happened. 2. Amended with comma He was bald, or mostly bald – a crop of white stubble gilded his ears – and gave off an air of pent-up energy, of emotions kept in check, the same sense Lamb had had watching the video of him, shot eighteen years ago, through a two-way mirror in one of Regent’s Park’s luxury suites. Joke. These were underground, and were where the Service’s more serious debriefings took place; those which it might later prove politic to deny had happened. The en dash in the first alternative version looks awkward because we already have two parenthetical en dashes in play. What happens if we introduce a comma instead? The sentence is already comma-heavy. All we’ve done is bring in yet another to muddy the waters. The semi-colon works best. It effectively links the clauses it connects, but in a way that subdivides the sentence clearly. However, pacing comes into place here too. There’s more on pacing below but, for now, compare the original and the version amended with a comma. The creepy voyeurism is starker when set off by the semi-colon. More on pacing and the semi-colon The semi-colon is harder than the comma. It lengthens the pause or increases the distance between two clauses that could have been linked with a comma, making them both stand out. The semi-colon is softer than the full point. It shortens the pause or reduces the distance between two clauses that could have been linked with a full point, indicating a stronger, more intimate relationship. Back to Herron for a closer look at the second semi-colon (see the section in bold) and some alternatives we could try:
Original
He was bald, or mostly bald – a crop of white stubble gilded his ears – and gave off an air of pent-up energy, of emotions kept in check; the same sense Lamb had had watching the video of him, shot eighteen years ago, through a two-way mirror in one of Regent’s Park’s luxury suites. Joke. These were underground, and were where the Service’s more serious debriefings took place; those which it might later prove politic to deny had happened.
1. Amended with comma
He was bald, or mostly bald – a crop of white stubble gilded his ears – and gave off an air of pent-up energy, of emotions kept in check; the same sense Lamb had had watching the video of him, shot eighteen years ago, through a two-way mirror in one of Regent’s Park’s luxury suites. Joke. These were underground, and were where the Service’s more serious debriefings took place, those which it might later prove politic to deny had happened. In the original, the semi-colon acts as a super-comma, subdividing the whole sentence into two more readable chunks. However, more marked is the impact on the pace. The semi-colon forces us to slow down. That’s important because the clause that comes after it is about the denial of interrogations. The semi-colon makes us pause a little longer, which makes the sinister information that follows stand out. Semi-colons and dialogue Some authors resist the use of semi-colons in dialogue, usually on the grounds that the reader can’t hear the punctuation. Does that mean you shouldn’t use them? A novel’s dialogue isn’t real-life speech; it’s a representation of it. Speech, like narrative, has rhythm. The writer’s job is to create speech that’s clear and well paced. If a semi-colon helps you to do that, why wouldn’t you use it? Here’s a great example from David Rosenfelt’s New Tricks, p. 316:
Both versions work but Rosenfelt elects to use a semi-colon because he wants to show the relationship between the two independent clauses. A full point would pull the clauses a little further apart and reduce the intimacy between them. Should you use semi-colons in your fiction? Some authors prefer to omit semi-colons for a variety of reasons: they're deemed pretentious, confusing, interruptive or ugly. But I’m not sure we should judge them so harshly:
Further reading and cited works
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with independent authors of commercial fiction, particularly crime, thriller and mystery writers.
She is an Advanced Professional Member of the Society for Editors and Proofreaders (SfEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast. Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. |
