Manuscript Editing

Gary Smailes | 1 November 2025

The Editing Spectrum for Books

Editing works best as a sequence. Big picture first. Sentence work next. Technical correctness after. Typos on laid-out pages at the end. Try to jump around and the process slows, costs rise, and sanity frays.

Four stages, four different jobs

• Developmental editing

  Structure, logic, pacing, and order. For fiction, plot and character arcs. For nonfiction, argument, chapter map, and evidence. Expect an editorial letter with clear priorities, plus margin notes that point to scenes or sections needing surgery. Decisions here shape the whole book.

• Line editing

  Voice, rhythm, imagery, transitions, paragraph flow. Repetition and filler leave. Awkward phrasing smooths out. Tone stays consistent. Edits appear in Track Changes with comments on choices, questions, and options.

• Copyediting

  Grammar, punctuation, spelling, usage, hyphenation, capitalization, continuity, and consistency. A style sheet grows during this pass. Entries include spelling choices, proper nouns, numbers rules, and preferred terms.

• Proofreading

  A fresh read on designed pages. Typos, bad line breaks, rivers, widows and orphans, misnumbered pages, and layout hiccups. Mark changes on PDFs or on paper galleys. No rewrites here, only corrections.

What deliverables look like

• Editorial letter

  A practical roadmap. Top issues, page references, and next steps. You get priorities, not a shrug.

• Inline comments with Track Changes

  Transparent edits plus questions in the margins. You accept or reject changes, reply to queries, and ask for alternatives.

• Query list

  A tidy doc with open questions grouped by theme. Easier to answer in one sitting.

• Living style sheet

  A single source of truth for names, terms, hyphenation, numbers, treatment of foreign words, and spelling choice, US or UK. This document follows the book through production.

Decide the rules before deep edits

Pick a style guide early. Chicago Manual of Style suits most books. Choose a dictionary as well, Merriam-Webster for US, Oxford for UK. Confirm US or UK spelling. Lock genre conventions and audience expectations. Agree on voice: formal or casual, spare or lush, slang-friendly or clean. Share all of this with your editor before the first heavy pass.

A quick setup checklist

• One-line pitch for audience and promise.
• Genre comps and boundaries you respect.
• US or UK spelling, style guide, and dictionary.
• Proper noun list and recurring terms.
• Any no-go language or sensitivity notes.

Do not polish too early

Line-level shine on a chapter that later gets cut equals wasted money. Fix structure first. Freeze chapter order before line editing. Freeze wording before proofreading. Every change late in the game ripples across schedules and budgets.

A cautionary tale

A novelist paid for a line edit on a flawless Chapter 8. The developmental pass arrived later and moved Chapter 8 into Chapter 3, then merged half of it into Chapter 9. Two thirds of the pretty lines went to the trash. Painful, preventable, and expensive.

A simple example across stages

Original paragraph

He sprinted down Elm Street, breathing hard, remembering the backpack he left at the bus stop, heavy and full of notes.

• Developmental note

  Why sprinting here? Stakes feel low after the calm coffee scene. Raise urgency or move this beat closer to the reveal. Consider trimming the coffee scene or inserting a time limit before this run.

• Line edit

  He tore down Elm Street, lungs burning, mind on the backpack at the bus stop, stuffed with notes.

• Copyedit

  He tore down Elm Street, lungs burning, his mind on the backpack at the bus stop, stuffed with notes.

  [Style sheet: bus stop lowercased, lungs burning allowed as a free modifier, backpack closed.]

• Proofreading

  Check line break after Elm Street to avoid a widow on the next page.

Each pass solves a different problem. No pass replaces another.

The real goal

Manuscript editing lifts clarity, coherence, pacing, and voice while protecting authorial style. Readers feel guided, not lectured. Pages turn. Jokes land. Arguments hold. Your voice stays yours, only sharper.

A five-minute exercise

• Write one sentence about audience. Name a primary reader.
• List three genre expectations you intend to meet.
• Pick US or UK spelling, then choose a style guide and dictionary.
• Mark chapters you plan to move or cut. Hold off on line edits there.
• Start a style sheet with five entries: numbers, hyphenation, a tricky name, a recurring term, and a capitalization choice.

Do this before hiring. Editors work faster with clear targets. You save money, reduce churn, and end with a cleaner book.

Core Editing Levels and What They Fix

Each editing level solves a different problem. Work from structure to sentences, then to correctness, then to typos on designed pages. Skip the order and money leaks.

Developmental editing, structure first

Scope and purpose

• Architecture of story or argument.
• Plot logic, chapter order, pacing, theme.
• Character journeys in fiction. Claims and evidence in nonfiction.

Deliverables

• A thorough editorial letter with priorities and page references.
• Annotated pages with margin notes and questions.

What changes here

• Chapters move, merge, or vanish.
• Stakes rise. Slack scenes tighten. Timeline aligns.

Fiction example

• Before
  Chapter 12 reveals the killer. Chapter 13 returns to a calm dinner. Momentum dies.
• Editor note
  Move the reveal closer to the confrontation. Let dinner serve as fallout, not a pause before action. Trim two pages of small talk.
• After
  The reveal lands at the end of Chapter 11. Chapter 12 opens with the confrontation. The dinner shifts to Chapter 14 as a quiet reckon.

Nonfiction example

• Before
  Climate risk methods appear in Chapter 2, then again in Chapter 6 with new labels. Readers juggle two frameworks.
• Editor note
  Consolidate methods into one chapter. Add a summary table. Use one naming system across the book.
• After
  One methods chapter sets terms. Later chapters refer back with short reminders and page cues.

Quick self-check before this pass

• Who wants what, and why now.
• For nonfiction, the main claim in one line.
• Chapter map on one page. If the map looks tangled, the book reads tangled.

Line editing, voice and flow

Scope and purpose

• Rhythm, tone, imagery, paragraph logic, transitions.
• Repetition and filler leave without flattening voice.

Deliverables

• Track Changes on every line with explanations and options.

What changes here

• Sentences tighten. Rhythm supports mood. Metaphors stop colliding. Dialogue tags lighten.

Fiction example

• Before
  He began to start walking around the room, quickly, and he sort of looked for the keys.
• Revision
  He circled the room and searched for the keys.

Nonfiction example

• Before
  There are many studies which suggest leaders need to be transparent in order to build trust with their employees.
• Revision
  Many studies show leaders build trust through transparency.

Transition fix

• Before
  The market is volatile. We turn to case studies.
• Revision
  The market is volatile. Case studies show how teams respond under pressure.

Line-level checklist

• Overuse of qualifiers, sort of, almost, a bit.
• Filter verbs, thought, noticed, realized, seemed.
• Repeated sentence openings, He, There, I.

Copyediting, correctness and consistency

Scope and purpose

• Grammar, punctuation, spelling, usage, hyphenation, capitalization.
• Continuity across names, dates, and facts.
• Style sheet aligned with Chicago or a house standard.

Deliverables

• Clean markup with corrections and queries.
• A living style sheet which grows during the pass.

What changes here

• Errors vanish. Style choices lock. Numbers, dates, and titles follow one system.

Example fixes

• Punctuation
  Comma splices split into two sentences.
• Spelling
  US spelling with Merriam-Webster. Or UK spelling with Oxford. One choice, held everywhere.
• Numbers
  One through nine spelled out. 10 and above as numerals, unless a style decision says otherwise.
• Titles
  Magazine article in quotation marks. Book title in italics.

Style sheet snapshot

• hyphenation: decision making, noun open; decision-making, compound modifier.
• numbers: spell one through nine, use numerals for 10 and above.
• internet terms: email, website, Wi‑Fi.
• names: Dr. Hernández, accent required.
• capitalization: Black when referring to identity, per author preference.

Continuity check

• Character has green eyes in Chapter 1, blue eyes in Chapter 14. Flag for author.
• Bar named The Anchor in Part One, The Anvil in Part Two. Resolve.

Proofreading on designed pages

Scope and purpose

• A final pass on PDFs or galleys after typesetting.
• Typos, layout glitches, page numbers, running heads, table and figure labels.

Deliverables

• Annotations on the PDF or marks on paper proofs.

What changes here

• No rewrites, only corrections. Words freeze. Layout errors vanish.

Examples from page proofs

• Widow on page 112, single word on last line. Adjust spacing.
• Bad hyphenation, re-sign vs resign. Force line break earlier.
• Figure 3 caption repeats Figure 2 language. Correct label.
• Running head shows Chapter 5 on a Chapter 6 page. Fix folios and heads.

Checklist for proofs

• Every heading matches the table of contents.
• Folios climb without gaps.
• Scene breaks survive page turns.
• Images sit near references.

Specialized and adjacent services

Sensitivity reading

• Focus on representation and bias. Feedback on language, tropes, and context. A memo with examples and alternatives.

Fact-checking and permissions

• Verify quotes, dates, names, data. Clear images, lyrics, and long quotations. Track sources and licenses.

A Practical Workflow from Draft to Proof

Editing works best in a clear sequence. Here is a workflow which saves time and preserves voice.

The sequence, step by step

1. Beta reads or a manuscript assessment

   • Purpose. Reality check on structure, stakes, argument, and audience fit.
   • What to ask. Where did you skim. Where did you feel hooked. Which claims need proof. Which character or idea felt thin.
   • Deliverable. Notes from trusted readers or a short editorial memo.

2. Developmental edit

   • Purpose. Structure, logic, pacing, order, and theme.
   • Deliverable. An editorial letter with priorities, plus annotated pages.
   • Your move. Triage changes. Color code by effort. Green for quick cuts, yellow for medium lifts, red for rewrites or reorders. Build a revision plan with dates.

3. Author revision

   • Purpose. Implement structural decisions. Lock order, shape, and stakes.
   • Rule. Freeze structure before any sentence work. Move scenes now, not later.
   • Tip. Keep a log. Date, chapter, change, reason.

4. Line edit

   • Purpose. Voice, rhythm, imagery, transitions, paragraph logic.
   • Deliverable. A file with Track Changes and comments.
   • Your move. Review edits in batches. Accept mechanical trims in one sweep. Sit with higher-level suggestions which affect tone. Reply to queries in comment threads to preserve history.

5. Copyedit

   • Purpose. Grammar, punctuation, spelling, usage, hyphenation, capitalization, continuity. Style sheet enforcement.
   • Deliverable. A marked file plus a style sheet which captures decisions.
   • Your move. Answer open queries. Approve style choices. Freeze wording after you accept all final changes.

6. Typesetting or layout

   • Purpose. Build pages for print and ebooks. Set headings, figures, tables, notes.
   • Deliverable. PDF proofs or galleys.
   • Your move. Scan for layout problems, not rewrites. Note page numbers when you flag issues.

7. Proofreading

   • Purpose. Final pass on laid-out pages. Typos, bad breaks, widows and orphans, captions, folios, running heads, table of contents alignment.
   • Deliverable. Marked PDFs or paper proofs.
   • Your move. Use page-by-page notes. No new sentences. Fix errors only.

8. Final fixes

   • Purpose. Apply approved proof corrections. Update files for press or upload.
   • Deliverable. Clean final PDF and EPUB, plus a correction log.

Plan your passes and freeze points

• One to two passes per stage keeps momentum. More passes invite churn.
• Freeze structure before line and copy work. Skip this and you pay twice to re-edit moved chapters.
• Freeze wording before proof. New sentences shift line breaks, which creates new errors.
• Pencil for early stages, pen for late stages. Flex early. Lock late.

Mini exercise

• Create three lists before a revision. Keep, change, cut. Force every scene or section into one list. If you hesitate, it lands in change.

Files, version control, and clean handoffs

Work in Word with Track Changes for edits. Mark up PDFs for proofs. Keep files clean and named in a consistent way.

• File naming. Title_V03_DEV_2025-03-02.docx. Title_V04_LINE_2025-04-10.docx. Title_Proofs_R1_2025-06-01.pdf.

• Change log. A simple table in your notebook or a text file works.

  • 2025-03-05, Ch. 7, merged with Ch. 6, pacing.
  • 2025-04-12, trimmed passive constructions in Ch. 3, clarity.
  • 2025-05-02, style decision, email not e-mail.

• Track Changes etiquette.

  • Use Comments for questions, not edits inside comments.
  • Reply in thread, do not start new threads for the same issue.
  • Accept global cleanups in bulk, double spaces, extra returns, stray tabs.

• PDF markup basics.

  • Use sticky notes for comments, highlights for text, call out page and line numbers when precision matters.
  • Collect all changes into one list if your designer prefers a corrections sheet.

Indie and traditional paths

Indie authors

• Build a calendar which aligns edits with design and release tasks.

  • Cover design briefing during line edit.
  • Formatter booked for one to two weeks after copyedit.
  • Proofreader lined up for seventy-two hours after layout delivery.
  • ARC distribution four to six weeks before pub date.
• Budget time for metadata, retailer uploads, and print proofs. Physical prints take longer than you think.

Traditional paths

• Your publisher manages stages. You still review every query.
• Expect a production schedule with deadlines. Hit them. A missed window delays a whole list, not only your book.
• Keep your own style sheet and log, which helps during publicity when excerpts and permissions requests arrive.

A quick timeline sketch

• Developmental edit, four to eight weeks, plus two to four weeks for your revision.
• Line edit, two to four weeks, plus one to two weeks for your review.
• Copyedit, two to three weeks, plus one week for queries.
• Layout, one to two weeks.
• Proofreading, one week, plus two to three days for fixes.
• Build in more time for illustrations, tables, or heavy notes.

Extra buffer for nonfiction with citations and figures

• Permissions. Lyrics, long quotes, images. Start early. Rights teams move slowly.
• Citations. Pick a system, Chicago notes-bibliography, Chicago author-date, APA, or MLA. Apply one scheme everywhere.
• Figures and tables. Number them once pages exist. Cross-references require page checks during proofs.
• Data verification. Dates, totals, labels, sources. A separate fact check stage saves embarrassment.

Common snags and how to avoid them

• Mid-pass rewrites. Pause the edit, then batch your changes. Resume after agreement on scope.
• New chapters late in production. I once watched an author rebuild Chapter 7 during proofs. He paid twice, and errors slipped through. Resist the urge.
• File chaos. One filename, one owner, one stage. Archive older versions in a folder named Old. Never edit two copies in parallel.
• Ignored style sheet. Every unanswered choice returns later with interest. Decide once, then document.

A smooth workflow respects order, limits rework, and keeps energy for readers. Move from architecture to polish. Make decisions visible. Protect voice at every step.

Prepare Your Draft for a Professional Edit

A clean, organized draft speeds the edit and keeps your voice intact. Think of this as clearing the workbench before the joinery starts.

Format that behaves

Editors work faster in tidy files. Follow standard book layout.

• Double spaced throughout, including block quotes.
• 12-point serif type, Times New Roman or similar.
• One-inch margins on all sides.
• First-line paragraph indents set with styles, not tabs or spaces.
• One space after periods.
• Scene breaks marked the same way every time.

Example scene break

• Blank line
• Three asterisks centered
• Blank line

Use auto-numbered headings for chapters. Avoid manual line breaks for spacing. Leave images out of Word for now and note [FIGURE: filename] where each one belongs.

Mini check

• Turn on Show/Hide in Word. If you see tab arrows before every paragraph, fix indents with styles.
• Search for double spaces. Replace with singles.

Give your editor a map

Context trims guesswork and prevents slow email threads. Package a few short documents with your manuscript.

For fiction

• One-page synopsis. Beginning, middle turn, ending. Names spelled once, consistently.
• Chapter map. Chapter number, location, purpose, word count, POV.
• Character list. Role, age, relationships, key traits, name pronunciation if tricky.
• Timeline. Major events by date or sequence.

For nonfiction

• Outline with headings and subheads. One line on purpose for each section.
• Thesis or central claim in one clear sentence.
• Key claims with sources attached or flagged as pending.
• Reference list. One citation system chosen and applied.

Flag sensitive material or research gaps. Use TK in the text to mark missing facts. Add a short note, TK list attached, so nothing hides.

Do a focused self-edit sweep

You are not aiming for perfection. Clear the brush, then let the edit do its job.

• Redundancy. Cut repeated points or merge them. Say it once, say it well.
• Filler words. Search for intensifiers and hedges, quite, rather, kind of, sort of, pretty. Keep only what affects tone.
• Dialogue tags. Prefer said and asked. Use action beats to vary rhythm.
• POV and tense. Pick a lane and stay there. Mark any deliberate shifts.
• Clichés and throat clearing. Scrub openings like As you know or In many ways. Replace dead idioms with fresh detail.
• Continuity. Track names, distances, ages, time of day, and props. Fix contradictions.
• Names and places. Confirm spellings and diacritics.

Ten-minute drill

• Pick one chapter.
• Read aloud at a steady pace.
• Strike one adjective from every paragraph.
• Mark any sentence you stumbled over. Smooth those only.

House decisions upfront

Set the rules before deeper edits begin. Document choices on a simple style sheet.

Pick a spelling system

• US or UK, not a mix.

Choose a dictionary and guide

• Chicago Manual of Style for books.
• Merriam-Webster for US. Oxford for UK.

Decide common forms

• Email or e-mail. Choose one.
• Percent or %. Set a threshold for numerals versus words.
• Numbers zero through nine spelled out or all numerals in data-heavy sections.
• Hyphenation for terms you use often, health care or healthcare, decision-making or decision making.
• Capitalization for internal terms and roles, Board, Internet, Spring.

Voice and tone notes

• Formal, neutral, or conversational.
• Slang and idiom tolerance.
• Swear words allowed or avoided.
• Regional spelling and punctuation preferences.

Sample style sheet snippet

• email, not e-mail
• website, not web site
• Numbers zero through nine spelled out outside tables
• em dash closed, no spaces
• New York Times, the Times on second mention
• chapter titles in title case

Share this sheet with every collaborator. Update after each stage.

Assets, rights, and accessibility

Line up permissions and metadata before layout. Late surprises cost money.

Images and figures

• Placeholders in text, [FIGURE: smith_01.jpg].
• A folder with filenames that match your list.
• Captions, credit lines, and source for each image.
• Resolution notes for print versus ebook.

Permissions

• Song lyrics, poetry beyond brief excerpts, long quotes. Request permission early.
• Public domain or licensed stock noted clearly.
• Keep a log with request dates and responses.

Citations

• One system across the book, Chicago notes-bibliography, Chicago author-date, APA, or MLA.
• Include DOIs or stable URLs where available.
• Verify every quote and stat against source PDFs, not screenshots.

Accessibility

• Alt text for each image, one to two sentences describing purpose, not only appearance.
• Tables labeled and kept simple. Complex data moved to an appendix if needed.
• Clear heading hierarchy for ebooks.

Submission-ready checklist

• Clean, standard formatting throughout.
• Context packet attached, synopsis, maps, lists.
• One self-edit sweep complete, with notes on any open questions.
• Style sheet started, dictionary and guide chosen.
• Assets organized, permissions in progress or secured.
• File named with version and date, Title_V01_Draft_2025-06-15.docx.

Hand over a tidy draft, and your editor spends time on substance rather than cleanup. That trade pays off on every page.

Collaborating Effectively with an Editor

Working with an editor works best as a partnership. Clear roles, shared goals, and a few house rules prevent drift and cut stress. You want momentum, not ping-pong.

Choose an editor who fits the book

Start with evidence, not vibes.

• Genre experience. Ask for two or three relevant titles, with a sentence on the editor’s role for each.
• Portfolio sample. A before-and-after page tells you more than any bio.
• Testimonials. Look for comments on reliability and communication, not hype.
• Memberships. EFA and CIEP signal training and a professional network.
• Sample edit. Two pages with Track Changes on a middle chapter, not the polished opener.

Green flags

• Notes that name a problem and offer at least one solution.
• Respect for voice. The edit tightens sentences without rewriting you out of the page.
• Honest scope and timeline. No miracle promises.

Red flags

• Guarantees of agent interest or sales.
• No contract or vague terms.
• Resistance to a sample edit.
• Heavy rewrites on sample pages that flatten voice.

Quick test

• Send a one-paragraph pitch and ask, How would you approach this stage for my goals?
• Watch for clarity and alignment. You want specifics, not slogans.

Lock down scope in writing

A good scope reads like a map. No guesswork, no surprise invoices.

Include

• Total word count and level of edit, developmental, line, copyedit, or a mix.
• Deliverables, editorial letter length, Track Changes with comments, a style sheet, a query list.
• Number of passes per stage.
• Timeline with milestones.
• Payment terms, deposit, schedule, and refund or kill-fee policy.
• File format and tools, Word with Track Changes, PDF for proofs.
• Confidentiality or NDA, if needed.

Sample scope snippet

• Project: The Bird Almanac, 82,000 words, nonfiction, US English.
• Stage: Line edit, one pass, plus light restructure notes where flow blocks meaning.
• Deliverables: Edited Word file with Track Changes, margin comments, style sheet v1, 1–2 page edit memo.
• Timeline: Start 10 Feb, mid-point check 17 Feb, delivery 28 Feb.
• Payment: 40 percent to book, 40 percent at mid-point, 20 percent on delivery. Late fee after 10 days.

Ask for a clear estimate tied to the word count you hand over. If you add 15,000 words later, expect a change order before work continues.

Build a communication plan that saves days

Queries multiply fast. Set rules before version one moves.

Agree on

• Where queries live. Margin comments in Word, plus a separate query log for bigger issues.
• Response windows. Example, editor sends queries Fridays by noon, author replies by Tuesday.
• Check-in milestones. Short calls or emails at set points, not daily pings.
• Who signs off. One author voice responds on behalf of a team.

Reduce back-and-forth

• Batch replies. Answer comments in one sweep rather than piecemeal.
• Use headings in replies, Big-picture, Style decisions, Facts to verify.
• Triage. Fix easy wins in-file. Park knotty questions in the log for a call.

Template for a weekly update

• Status: Chapters 1–6 edited, queries logged.
• Risks: Chapter 4 source missing, see TK list.
• Needs from author: Confirm UK spelling, confirm term healthcare vs health care.
• Next delivery: Chapters 7–10 by Friday.

Protect voice and intent

State what voice should feel like. Then defend it on the page.

Create a brief

• Register, formal, neutral, or conversational.
• Rhythm, short punchy sentences or longer periodic lines.
• Humor boundaries.
• Contractions, yes or no.
• Regional spelling and punctuation, US with serial comma, or UK with logical quotes.

Share a few anchor passages you love from your own draft. Ask the editor to preserve those choices elsewhere.

Use “stet” with purpose

• “Stet” means leave as set. Use this in replies where the original wording stays.
• Add a short note, Stet for cadence, or Stet for legal precision.
• Overuse weakens the partnership. Keep for lines where voice or meaning would suffer.

Practice change control

Mid-pass rewrites blow up budgets and schedules. Freeze the right things at the right time.

• During developmental work, focus on structure and argument. No polishing yet.
• Before line editing, freeze chapter order and major content.
• Before proofreading, freeze wording. Minor fixes only after typesetting.

Version control

• Use clear filenames, Title_LINE_v02_2025-03-18.docx.
• Keep a change log, a quick list of big decisions and terminology shifts.
• One master style sheet shared by all parties.

Sample change log

• 12 Mar, switched to US spelling per author. Merriam-Webster selected.
• 14 Mar, hyphenation settled, decision-making, healthcare, high school.
• 16 Mar, Numbers zero through nine spelled out in narrative, numerals in tables.
• 20 Mar, Chapter 8 moved before Chapter 6 for pacing. Cross-references updated.

When scope shifts, pause. Write a short change order, new word count, new fee, new dates. Both parties reply “agreed” before work resumes.

Make queries painless

Good queries are short, neutral, and aimed at decisions.

Query recipe

• One question at a time.
• A sentence on the problem.
• A proposed fix, so the author responds faster.

Example

• Query: The timeline places the gala on Friday, but Chapter 12 calls it Saturday. Move the gala to Friday and update Chapter 12, or shift Chapter 7 mentions to Saturday?

As the author, answer with decisions, not essays. Yes, gala Friday. Update Ch. 12. Add a note if a later scene depends on that Saturday reference.

Small habits that keep goodwill high

• Reply on schedule, even if the reply is a hold note with a date.
• Say when a comment will get a later answer. Add “parking” tags in the log.
• Restrain late-night tinkering on the live file. Use a copy and send a single update.
• Say thank you for catches that saved a headache. Generosity helps.

Collaboration checklist

• You vetted fit with samples, references, and memberships.
• You agreed on scope, deliverables, passes, timeline, and payment in writing.
• You set a query system, response windows, and check-ins.
• You shared a voice brief and used “stet” with clear rationale.
• You froze structure and wording at the right stages and kept version discipline.

Do this, and the edit spends energy on substance. Fewer loops, fewer bruised sentences, more progress toward a book you are proud to sign.

Tools, Standards, and Quality Controls

Good editing runs on clear rules and calm habits. Set standards first. Use tools with intention. Build checks that catch what human eyes miss, then read it cold like a stranger.

Set standards before you touch a comma

Pick a style guide and a dictionary, then stick to them.

• Books in English often follow The Chicago Manual of Style.
• Pick a dictionary, Merriam-Webster for US, Oxford for UK.
• Decide regional spelling from the start, US or UK, then hold the line.

Now build a style sheet. It is the book’s rulebook, living and shared. Track choices the guides leave open.

Style sheet basics

• Spelling and terms: email, not e-mail. OK, not okay. Adviser, not advisor.
• Hyphenation: decision making as a noun, decision-making as a modifier. Long term as a noun, long-term plan.
• Numbers: zero through nine spelled out in narrative, numerals from 10. Dates as 5 May 2025 or May 5, 2025, not both.
• Capitalization: Internet lowercased. Government lowercased unless part of a proper name.
• Punctuation: serial comma in lists. Ellipses with spaces on both sides in dialogue.
• Names: Dr. Sara P. Khan on first mention in a chapter, Dr. Khan later.
• Italics: book titles italic, song titles in quotes. Foreign words italic on first use only.
• Formatting: scene breaks as three asterisks on a line. Chapter titles in Title Case.

Add notes as they arise. When the style sheet earns a new entry, cheer quietly. You have prevented twenty small arguments later.

Use the right tools with a light touch

Track Changes in Word gives transparency. Comments hold questions and short explanations. Keep both on.

Guidelines that save time

• Edit in Track Changes. Accept or reject in batches after a round, not mid-pass.
• Write comments in plain language. One issue per comment.
• Reply inside the thread so the history stays together.
• Keep a separate query log for big-picture issues.

Helpful add-ons

• PerfectIt for consistency sweeps tied to your style sheet.
• Simple macros for repeated chores, straight quotes to smart quotes, or double spaces to single.
• A spelling list loaded with your main character names, place names, and house terms.

Wildcard moves that clean pages fast

Word’s wildcard search turns hours into minutes. Test on a copy first.

Common fixes

• Double spaces. Find: two spaces. Replace: one space.
• Space before punctuation. Find: space followed by a comma or period. Replace: the punctuation with no space before it.
• Straight quotes. Find: " and '. Replace with smart quotes, turn on AutoFormat As You Type first.
• Spaced ellipses. Decide your style. Then Find: three periods with no spaces. Replace: space dot space dot space dot, or the single ellipsis glyph.
• Em dash spacing. Decide closed-up or spaced. Then normalize with Find and Replace.
• Hyphen vs en dash in number ranges. Find: hyphen between digits. Replace: en dash between digits if your style wants it.
• Italics on titles. Search for key titles and tag them with character style Italic.

If this feels fiddly, write the steps down once. Next time, run the list.

Accessibility and inclusivity

Books should read well for every reader.

• Alt text for every image in ebooks and on the web. Describe what the image tells the reader, not decoration.
• Clear heading hierarchy. H1 for book title, H2 for chapters, H3 for sections. No fake bold for headings.
• Descriptive links. “See Chapter 3,” not “click here.”
• Sufficient color contrast. Do not hide text in pale gray.
• Table structure with headers. No screenshot tables.
• Respectful language. Avoid slurs, outdated labels, and casual stereotypes. If unsure, bring in a sensitivity reader early.
• Pronouns, honorifics, and names used consistently. Confirm with the subject when possible.

A quick test, read aloud with a screen reader for ten minutes. Friction will reveal itself.

Legal and ethical hygiene

Clean rights work avoids late panic.

• Quotes and data. Verify the source, page number, date, and wording. If quoted language is long, seek permission.
• Lyrics and poetry. Even short lines often need clearance. Flag early.
• Images. Check license, creator credit, and usage terms. Keep receipts.
• Permissions log. Track who, what, where, and the status of every request.
• Attributions. Endnotes or footnotes formatted to your style.
• Plagiarism checks when appropriate. Useful for anthologies or works with many sources.

When in doubt, ask a rights professional. It costs less than a takedown after publication.

Quality assurance that catches gremlins

Build a two-step finish, then look again on laid-out pages.

Before layout

• Second pass or cold read by fresh eyes. No editing, only note issues.
• Consistency sweep with PerfectIt or your macro bundle, run against the style sheet.
• Fact spot-check on names, dates, titles, and figures.
• Cross-reference check. Table of contents, chapter titles, figure numbers, and in-text mentions match.

On designed pages

• Read from the PDF or proof copy at 100 percent zoom. If print, use a ruler to track lines.
• Typos and spacing errors. Watch for double spaces that survived.
• Bad breaks. Avoid headings at the bottom of a page. No widows or orphans.
• Hyphenation. No ladders of hyphens. Breaks follow syllables and sense.
• Rivers and stacks in justified text. Adjust tracking or hyphenation settings if needed.
• Captions, running heads, folios, and page numbers all correct.
• Tables, figures, and callouts placed near mentions.
• Links and QR codes tested in digital editions.
• Index entries match page numbers. If the book includes an index, these checks save hours later.

Mark corrections on the PDF using standard proofing marks or sticky notes. Batch small fixes, then send one clean list.

Two tiny exercises

• Build a one-page style sheet from your last chapter. If an entry appears more than twice, promote it to global.
• Run a ten-minute wildcard sweep in Word. Fix double spaces, normalize ellipses, convert straight quotes, and unify dash spacing. Note how many changes landed. That is silent labor removed from the proof stage.

A short checklist to tape above your desk

• Style guide chosen and dictionary set.
• Style sheet started, shared, and kept current.
• Track Changes on, comments clear, query log in place.
• Consistency tools run before handoff.
• Accessibility steps applied to images, headings, and links.
• Rights verified and logged.
• Second pass done by fresh eyes.
• Proofread on laid-out pages, not in the manuscript file.

Do this, and your edit moves from guesswork to discipline. The prose sharpens. The pages hold together. Your future self thanks you.

Frequently Asked Questions

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