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The Editing Blog: for Editors, Proofreaders and Writers

FOR EDITORS, PROOFREADERS AND WRITERS

What's the difference between a rule and a preference? Advice for new writers

24/7/2017

10 Comments

 
​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.

​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).
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with crime, mystery, suspense and thriller writers.

She is an Advanced Professional Member of the Chartered Institute of Editing and Proofreading (CIEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast.

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10 Comments
Liz Dexter link
24/7/2017 08:52:44 am

Great and useful post that I'm sharing right now. I make it clear at the top of my style sheet that I am recording the preferences I have chosen (usually based on their most-used choices) in order to make their text consistent, although if they have made an actual error consistently I will include a note about that, too.

With regard to ise/ize it always tickles me slightly that when I do localisation work from US to UK English, I HAVE to use -s- spellings even when the client asks me to use Oxford Style, because it's "British English". I do that, because the client wants to get their value, and I don't lecture them about Oxford -ize-, but it does amuse me.

Reply
Louise Harnby
28/10/2017 05:33:43 pm

That old '-ize is American spelling' thing is never going away, Liz! Like you say, you just have to roll with it!

Reply
Hilary Trick link
25/7/2017 10:51:38 am

Thanks for this very useful article, Louise. I've also downloaded the style guide template which is a great resource for writers of all types!

Reply
Louise Harnby
28/10/2017 05:35:09 pm

Thank you so much, Hilary (and sorry you got trapped in Pending)! I learned a big lesson today about checking the Pending folder in Weebly to ensure that nothing is held up. So sorry!

Reply
amandachen
21/10/2017 12:14:26 am

>Note that when used in this sense, it (the word 'however') should take a comma after it

Comma not required in CMOS style.

Reply
Louise Harnby
21/10/2017 01:02:52 am

Hi! I've just double checked CMOS 5.204. Its example of usage without a comma accords with my sense (b) in the above article (to mean 'in whatever way). My note about the comma refers to sense (a) (meaning 'Nevertheless').

Reply
amandachen
21/10/2017 04:49:32 pm

It's 6.55 in the 16th edition. I don't have the 17th yet.

Louise Harnby
22/10/2017 12:12:23 am

Hi again! So I'm seeing this in CMOS 16:

'6.55 Semicolons with “however,” “therefore,” “indeed,” and the like
Certain adverbs, when they are used to join two independent clauses, should be preceded by a semicolon rather than a comma. These transitional adverbs include however, thus, hence, indeed, accordingly, besides, therefore, and sometimes then (see also 6.56). A comma usually follows the adverb but may be omitted if the sentence seems just as effective without it (see also 6.36).'

For me, the last sentence in the CMOS 16 explanation is key; to exclude the comma after 'However' would render the sentence ineffective because it would risk the reader tripping over the intended sense. See also: CMOS 16: 5.207 Beginning a sentence with “however”.

Reply
amandachen
24/10/2017 11:13:29 pm

6.25 also explains that commas aren't required. That's just CMOS. It's okay if you have a different preference.

Reply
Louise Harnby
25/10/2017 12:23:57 am

Yup, and I agree with it, which is why I follow it!

6.25 (16th) says: 'Commas with “however,” “therefore,” “indeed,” and so forth. Commas—sometimes paired with semicolons (see 6.55)—are traditionally used to set off adverbs such as however, therefore, and indeed. When the adverb is essential to the meaning of the clause, or if no pause is intended or desired, commas are not needed.'

In my example (b), the use of 'however' is essential to the meaning of the clause because it's being used in to mean ‘in whatever way’ or ‘regardless of how’. In my example (a), it means something different ('nevertheless'), and so the comma is essential so that the reader doesn't trip and assume the meaning is of that given in (b).

In 6.25, CMOS offers examples of when the comma is needed and when it isn't. The one that uses 'however' with a comma illustrates the point I'm making in example (a) in my blog post.


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