Punctuating Children’s Fiction (Part 2)

This guide is Part 2 about punctuating children’s fiction. It follows on from Part 1. It is mainly for my clients who are independent (indie), self-publishing authors of children’s books because it answers the questions they ask about punctuation.

The rules, though, apply to any writer of fiction.

When I give feedback to indie authors who ask for help about how to punctuate, especially the dialogue in their book, this is my advice.

Covered in Part 1

capitalisation
dialogue (speech)
paragraph break
exclamation mark
question mark
comma
ellipsis
curly quote marks.

Punctuating further

Here in Part 2 are more advanced types of punctuation: colons, semicolons, hyphens and types of dashes (including the en dash and em dash), and brackets (parentheses).

These punctuation features are used in more complex stories and texts for older children and young adults. As children progress through upper primary school (Key stage 2), they learn how to read them, their function and effect, and how to apply them in their own writing.

colon (:)
semicolon (;)
brackets ( ) [ ] { }
hyphen/dash (-)
en dash (–)
em dash (—).

Colon (:)

A colon is used to introduce the information that follows it.

– Introducing a list: The colon is used before a list of items, examples, or explanations, eg There are three primary colours: red, blue and yellow.

– Introducing a quote or statement: When introducing a quote, a colon can be used, eg She had one motto: Never give up.

Semicolon (;)

A semicolon is used to connect two closely related but independent clauses, creating a stronger link than a full stop or comma. The main uses of semicolons are:

– Joining related independent clauses, eg She went to the party; he stayed at home.

– Separating items in a complex list. When a list already contains items with commas, semicolons can be used to separate the list items. For example, The colours available were red, blue, and green; other colours were unavailable.

I’ve seen much confusion in the use of colons and semicolons. Writers don’t remember the differences between them. If it looks wrong, if you’re in doubt, don’t use them. Or ask someone to check you’ve used them correctly.

Hyphen/dash (-)

The hyphen or dash is used to join words together to form compound words or to make nouns become compound adjectives when they are used to describe a noun.

Do you prefer ‘well-being’ or ‘wellbeing’? NODWE (New Oxford Dictionary for Writers and Editors) uses a hyphen; Collins Dictionary doesn’t. When you have decided on whether to hyphenate a word or not, keep the style for consistency.

Another common use is that adjectival words are hyphenated before a noun, eg well-known phrase, up-to-date regulations. Adverbs ending with -ly should not be joined with a hyphen to other words. But be alert for sneaky adjectives with -ly, like curly-haired.

En dash (–)

When the dash gets longer, it becomes the en dash/en rule (–) and em dash/em rule (—). Until I did my proofreading training with the CIEP I had no idea there were differences. I hadn’t looked that closely …

The en dash is the length of an N and is used in two ways in children’s books:

1. To represent a range of values, such as numbers or dates, eg pages 10–15, 1980–1985.

2. Instead of commas to show a parenthetical phrase, eg Alfie had fair hair that was far too long – making him peer under his fringe – and pale blue eyes. En dashes are used in the same way as brackets. Used mainly in UK fiction and non-fiction.

Em dash (—)

The em dash is the length of an M. It is more likely to used for parentheses in fiction published in the US. Again, it indicates a break in thought or to separate parenthetical phrases in a sentence. It provides emphasis, eg The weather—hot and humid—was unbearable. It can also be used to show interrupted speech, eg I thought for a while, then—.

Don’t worry too much about en dashes and em dashes in your book. Children don’t learn about them in primary school. There is no need to use them in your books for children up to age 11.

If you are an author and your editor spots that hyphens have been used instead of en dashes or em dashes, they have an efficient way of changing them as part of their editing service. So no worries.

Brackets (parentheses)

Parentheses are used to enclose additional information or explanations within a sentence. They provide extra detail or clarification, eg The conference (where there were over two hundred delegates) was very informative.

Ensuring readability and clarity

There we are. That concludes your author guide to punctuating children’s fiction, whether you’ve written a picture book, chapter book, or fiction for Middle Grade (MA) or Young Adult (YA) readers.

Remember to use punctuation marks thoughtfully and appropriately to improve the clarity and readability in your writing. Using a variety of punctuation will keep the reader interested.

But if there is a missing full stop, misplaced comma or quote mark, it will trip the reader up.

If you’re still unsure about how to use punctuation, go to a bookshop or library, pick up a book for the age and genre you are writing for, and look at how the punctuation is used.

Using my teaching experience

My experience of 30 years teaching in the primary classroom is valuable if you need advice on writing a children’s book.

Think of me as a fairy godmother placing that punctuation perfectly … Your book is in safe hands.

Fairy godmother sprinkling publishing confidence.

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What is a Good Question?

“Does anyone have any questions?” is a question often asked in a Zoom meeting in the networking groups I attend as part of running my business.

Tall Tartan Talks here … Questioning fascinates me. How does skilled questioning promote learning progress?

I continue my blog series on education exploring the primary curriculum, teaching and learning. I use my expertise to proofread for educational publishers and children’s book publishers

So, what is a good question?

Questioning

Questioning refers to the act of asking questions to acquire information, stimulate thinking, or prompt discussion. It is an essential tool for teaching, learning, and critical thinking. Effective questioning can engage learners, encourage reflection, and deepen understanding.

When I taught in the classroom, it was vital to ask the children a range of questions to widen and deepen their understanding, whether that was in English comprehension, Maths mastery, Science investigation, and so on. There were eagerly inquisitive children who asked cracking questions. My response when there was an interruption from an over-enthusiastic learner waving their hand wildly in the air was: “Hold that thought!”

Encouraging them to justify their answer further by asking “Because?” meant they didn’t just ‘parrot’ what the child next to them said. It prompted them to give their own explanation.

It thrilled me when a learner’s ‘lightbulb’ lit up – and new thinking progress was made.

Bloom’s taxonomy

When I wrote worksheets to enhance my teaching of curriculum subjects, I used Bloom’s Taxonomy, developed by educational psychologist Benjamin Bloom, as the framework of questioning to ensure all levels of cognitive complexity were addressed. It provides a structure to design and assess learning experiences.

Bloom’s Taxonomy is often represented as a hierarchical model with six levels, each representing a different cognitive process.

Not all levels are addressed in all activities (that would be exhausting!) but aiming for a balance of question types in a range of subjects over a week ensures maximum opportunities for learning.

Levels

Remember: This level involves recalling or recognising information. Questions at this level focus on factual knowledge and require learners to retrieve information from memory. Example questions: Who…? What…?
Understand: This level involves demonstrating comprehension and interpreting information. Questions at this level aim to check if learners can explain ideas, concepts, or principles in their own words. Example question: What is the main idea of the paragraph you just read.
Apply: This level involves using knowledge or skills in new situations. Questions at this level require learners to apply what they have learned to solve problems or complete tasks. Example question: How would you demonstrate …?
Analyse: This level involves breaking down information into parts and understanding the relationships between them. Questions at this level focus on examining patterns, identifying causes and effects, or making connections. Example question: How can you sort the different parts?
Evaluate: This level involves making judgements or assessments based on criteria and evidence. Questions at this level require learners to analyse information, consider different perspectives, and form opinions. Example question: What are the implications of …?
Create: This level involves generating new ideas, products, or solutions. Questions at this level encourage learners to think creatively, design, and produce original work. Example question: How would you design …?

Bloom’s Taxonomy encourages higher-order thinking skills and helps learners develop a deeper understanding of the subject matter.

Bloom's Taxonomy Pyramid — *Bloom’s Taxonomy pyramid*

What is a good question?

Asking a good question means inquiring clearly in a way that is relevant, specific, and well-structured to gain informative and valuable responses. It involves the art of effectively conveying your curiosity or seeking information from others in a way that maximizes the chances of getting a meaningful answer.

Characteristics of a good question

Clarity: A good question is easy to understand and free from ambiguity. It should be straightforward and unambiguous, leaving little room for misinterpretation.
Relevance: The question should be pertinent to the context or topic at hand. It should address the specific issue you want to explore.
Specificity: Good questions are specific and focused, targeting particular aspects of the subject matter rather than being overly broad or vague.
Purpose: A good question has a clear purpose or objective. It should convey what you hope to achieve by asking it, whether it’s gaining knowledge or solving a problem.
Open-endedness: Open-ended questions allow for more in-depth and thoughtful responses. They encourage the person answering to provide detailed and comprehensive information rather than simple yes/no answers.
Conciseness: A well-phrased question is concise and to the point. Avoid unnecessary jargon, complexity, or unnecessary information that could confuse.
Respectful and non-leading: Ensure that your question is respectful and unbiased. Avoid leading the respondent towards a particular answer or expressing judgement in the question itself.
Thoughtfulness: Take a moment to consider if the question has already been answered or if it can be easily researched elsewhere before asking.
Context-awareness: Consider the background and knowledge level of the person you’re asking the question. Adapt the question complexity and terminology accordingly.
Follow-up potential: Ask a question that encourages follow-up discussion or elaboration, allowing for a deeper exploration of the subject matter.

By asking good questions, you demonstrate a genuine interest in learning and engage in constructive conversations. This can lead to valuable insights, improved understanding, and a more fruitful exchange of ideas.

Questions arising in business

Asking clients questions

Having trained first as a teacher then as a proofreader after I left the classroom after 30 years, I have become much better at asking questions, asking the text questions, and fact-checking. I don’t just accept that the text is correct.

I am most likely to ask questions when I want clarity with a freelance proofreading job that I have been offered by a publisher. It’s fine to check if a detail in the brief is unclear.

More often than not, the client will answer my question promptly with reassurance. Phew!

Clients asking questions

These days half of my clients are self-publishing, independent (indie) authors. They have many questions, especially if they are looking to publish their first children’s book (one of my specialisms).

I have written several blog posts for authors in answer to their FAQs to reassure them about the process involved in self-publishing. The most commonly asked question is: “How do I self-publish?” If I don’t know the answer to a question, I’ll know someone who does …

My question to you is: Are you inquisitive and curious? What do you want to find out? How will you do this?

Annie

Sprinkling publishing confidence

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Children’s Well-being and Mindfulness

When I taught in the primary classroom, it was vital for me to promote children’s mental well-being, boost self-esteem, and encourage mindfulness.

It is still important to me.

Tall Tartan Talks here … I continue my education series exploring the primary curriculum, teaching and learning. I emphasise how important it is to support the mental health of us around us.

A further benefit is how educational publishers and children’s book publishers can benefit from my expertise.

Well-being

More than ever children – and adults – need support to look after their mental health and well-being.

Promoting a child’s well-being involves creating a supportive environment that nurtures their physical, emotional, social, and cognitive development. They should be encouraged to feel worthy.

Developing strategies

When supporting the well-being of a child, whether at home or at school, here are key strategies:

Foster a healthy relationship by encouraging positivity. Promote open communication, active listening, empathy, and a growth mindset. A growth mindset is when failure is viewed as good (leading to improvement), not bad.
Help them recognise and express their emotions. Teach them coping mechanisms such as deep breathing. Create a nurturing and non-judgemental environment where they feel comfortable discussing their feelings.
Create a stimulating environment that encourages curiosity. Offer age-appropriate activities that promote cognitive development. Engage in conversations, ask open-ended questions, and encourage critical thinking.
Establish routines and boundaries by giving consistent routines and clear boundaries to provide them with a sense of security and stability. Set reasonable expectations and rules while allowing room for autonomy and decision-making.
Support their efforts towards independence. Allow them to develop self-confidence and a sense of competence.
Be a positive role model by modelling positive behaviour, such as kindness, respect, and resilience.
Demonstrate healthy ways of managing stress and conflicts to teach children effective coping mechanisms.

Once a child is aware of the state of their mental health and well-being, they can maintain a feeling of wellness and positivity by practising mindfulness.

Mindfulness

Here are some strategies to help children develop mindfulness and promote their self-awareness and present-moment focus. These strategies help them to cope with feelings of overwhelm. These strategies work for adults too!

Mindful breathing

Teach children to pay attention to their breath by taking slow, deep breaths and noticing the sensation of the air entering and leaving their bodies. Encourage them to do this for a few minutes each day, especially when they feel stressed or overwhelmed.

Being aware of body

Guide children in bringing awareness to different parts of their body. They can do simple exercises like stretching or yoga poses while paying attention to how their bodies feel in each position. This helps them develop a connection between their minds and bodies.

Mindful listening

Encourage children to listen carefully to sounds around them. They can close their eyes and focus on identifying different sounds, such as birds chirping, leaves rustling, other voices, or even their own breath. This practice enhances their ability to be fully present and attentive.

Practising gratitude

Teach children to increase gratitude by reflecting on things they are thankful for. This can be done through daily gratitude journals or by sharing what they appreciate during mealtime or bedtime routines. It helps shift their focus to the positive aspects of life.

Mindful walking

Guide children to take mindful walks, where they pay attention to the sensations of each step. Encourage them to observe their surroundings, look up at the sky, notice the colours, textures, and sounds, and feel the ground beneath their feet.

Mindfulness games

Introduce fun mindfulness games and activities designed for children. For example, ‘mindful colouring’ where they engage while focusing on the present moment.

Using guided meditation

Use age-appropriate guided meditations or mindfulness apps that offer guided sessions tailored for children. These resources can help children relax, improve focus, and develop mindfulness skills.

Being a role model

Children learn by observing the adults around them. Practice mindfulness yourself and demonstrate mindful behaviours in your daily life. This sets an example for them to follow and encourages them to incorporate mindfulness into their own routines.

Remember, consistency is key when helping children develop mindfulness. Encourage them to practice by making sure it remains enjoyable and not forced.

By doing a variety of the activities above, the child will:

Recognise and acknowledge when different emotions arise.
Realise how to manage difficult emotions such as anxiety, overwhelm and anger.
Empower themselves to deal with life’s challenges.
Become more emotionally resilient.
Create a more positive mindset.

Support a child by helping them to put their worries into perspective – therefore boosting their self-esteem. Failing does not make them a failure. Failing is the first step to success. Assure them that they are worthy.

Giving the child self-help techniques will help promote a willingness to learn. In my experience children can’t learn if they are worrying. Isn’t that true of all of us?

As a freelance proofreader, one of my proofreading specialisms is the non-fiction genre of well-being, mental health, and mindfulness.

Sprinklng publishing confidence,

Annie

Children's well-being and mindfulness. You are worthy.

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Education blog posts

See the links to the other posts in my series on education and teaching:

Philosophy for Children

Punctuating Children’s Fiction

This guide on punctuating children’s fiction is for those of my clients who are independent, self-publishing authors of children’s books. They ask me for guidance about how to use punctuation.

Tall Tartan Talks here … When I give feedback to indie authors about how to punctuate their book, especially the dialogue, this is how I answer their questions.

Punctuating children’s fiction

Children’s fiction usually follows the same rules as punctuation in adult fiction, especially when writing dialogue (speech).

If you are an author of children’s books, here’s how you can make sure the punctuation in your story is used correctly.

Use age-appropriate language
Capitalisation
Punctuating dialogue (speech)
Paragraph
Exclamation mark
Question mark
Comma
Ellipsis
Curly quote marks.

Using age-appropriate language

Children’s fiction often targets specific age groups, so the language and punctuation should be suitable for the intended readers.

Younger children’s books will have simpler sentences and less complex punctuation while books for older children will have a variety of sentence structures (long phrasing contrasted with a short, snappy sentence before or after) to create dramatic effect, tension or humour.

A gripping fiction story will have a selection of action, description and dialogue.

If any of the story is punctuated incorrectly, your reader will spot it and ‘trip up’, which will spoil their enjoyment of the story.

Capitalisation

Capitalise the first letter of a sentence, proper nouns, and the pronoun ‘I’. Avoid excessive capitalisation for emphasis, as it can be distracting and disrupt readability.

Punctuating dialogue (speech)

There are particular rules when punctuating dialogue/speech between characters. In the sentence “I love ice cream,” said Sarah, the dialogue is “I love ice cream”. The dialogue tag is said Sarah.

When punctuating dialogue, use quotation marks to enclose the spoken words. That is, all dialogue goes inside the speech/quotation marks.
There is always closing punctuation before the closing quote mark, eg a full stop, comma, question mark (?), or exclamation mark (!).
Place a comma before the closing quotation mark when a dialogue tag (eg said, asked) follows the dialogue. For example: “I love ice cream,” said Sarah. “Can we go to the park?” asked Tom.
There is always a comma before the opening quote mark if the character tag is first. For example: John muttered, “I can’t believe you’re going to do that.”
Only the speech goes inside quote marks. The character speaking stays outside the marks.

Paragraph

Use paragraphs to indicate changes in speakers during dialogue or shifts in the action or setting. This helps young readers follow the story more easily and keeps the text visually appealing.

A simple way to remember how to set out dialogue: new speaker = new line.

Exclamation mark

Children’s fiction often includes enthusiastic and expressive language. Exclamation marks can be used to convey excitement, surprise or strong emotions. However, it’s important not to overuse them. Selectively include exclamation marks for impactful moments. And, I suggest, use only one at a time. Four is overkill …

Question mark

Use a question mark at the end of a question. Begin the next sentence with a capital letter, eg ‘How did he get there? He couldn’t have done it alone.’

A question generally starts with one of these five words – What? Where? When? How? Why?

Comma

Use commas to separate two or more items or adjectives in a list of description, eg She packed her favourite toys, books and snacks.

In longer children’s fiction, consider contrasting a long sentence (with commas placed for breathing pauses between clauses) after a short sentence, for dramatic impact.

A serial comma (Oxford comma) is often used before ‘and’ in a list. For example, from the sentence above, ‘She packed her favourite toys, books, and snacks’, I’ve added a serial comma here. Some would argue the serial comma is not needed as the meaning is clear. However, in other contexts, the comma would add clarity. Whichever style you choose, ensure consistency throughout your manuscript.

If a sentence contains two independent clauses, avoid using a comma to separate them.

❌ I loved walking, I tried to walk for an hour each day.

This is called a comma splice. It doesn’t work. Separate the two sentences with a full stop.

✔️ I loved walking. I tried to walk for an hour each day.

Ellipsis

An ellipsis (3 dots: …) can be used in dialogue to indicate a pause or speech stalling. It can help convey hesitation or suspense. For example: “I’m not sure … Maybe we should wait.”

Make sure you use three dots, not two or four dots, that is three individually typed dots (…) or the three dots character (…) using Alt+0133. Decide how you’re going to use space around the ellipsis: no spaces / no space before and one after / one space before and one after. Whatever spacing you use around your ellipses (plural), make it consistent throughout your manuscript.

Curly quotation marks

Quotation marks, also called inverted commas, are of two types, single (‘ ’) and double (“ ”), and can be curly, like these examples, or straight.

Straight quote marks are the easiest to type (just use the keyboard). However, curly quote marks are the convention in fiction publishing. A setting in Word will automatically turn them curly as you type.

Ensure consistency of use, ie single or double quotes, not a mixture.

If you’re unsure, your editor/proofreader will change them to curly quotes as part of the editing process.

There are other types of punctuation that I will cover in another post, eg colons, semicolons, hyphens, and brackets (parentheses) which children learn to recognise and use in upper primary school.

Giving a smooth reading journey

It is vital you give your readers a smooth reading journey and that they enjoy your book without the distraction of punctuation errors.

Ensure punctuation is used correctly and consistently. List your style choices on a style sheet to help you remember what decisions you’ve made. Give this list to your editor/proofreader so they know the styles you prefer.

If you don’t have a style sheet, editors will create one for you by listing what we find as we read, advising on the most consistently used styles in your writing.

Always consider the age group of your intended audience to ensure the punctuation enhances the readability and enjoyment of the story.

Using my teaching experience

My experience of 30 years teaching in the primary classroom is valuable if you need advice on writing a children’s book.

Children build on their writing skills through primary school, developing complexities in punctuation as they approach Year 6 (age 10/11).

It is vital that punctuation is correct in children’s books. They learn from reading good examples. Then they can apply a range of punctuation in their own writing.

Learning from published children’s authors

Another tip. I advise new indie authors to go into the children’s books section of a bookshop. Open a book for the age range you are writing for, one that tempts you by the cover, and study how the punctuation is used. In other words, learn from a variety of published children’s book authors.

Me? I research the releases of new books for children, keeping an eye out for authors / illustrators who have published stories that are recommended.

Personally, I adore the skill in well-illustrated picture books, especially for older children, that carry profound messages.

Finally, think of me as a fairy godmother sprinkling publishing confidence. Placing that punctuation perfectly …

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4 Tools for Writing and Editing Efficiency

Whether you are writing or editing, your productivity is aided immensely by using tools which will assist your efficiency.

Tall Tartan Talks here … I describe four software tools I use to make writing and editing quicker.

The tools will also save using the mouse and lower your risk of Repetitive Strain Syndrome (RSI).

Productivity tools

The tools I use are:

TextExpander
Keyboard shortcuts
PerfectIt
Macros

There are more, of course, but four are described here for brevity.

TextExpander

TextExpander is “Customisable and shareable snippets of text that allow you to fly through repetitive tasks quickly by expanding the things you type regularly” (textexpander.com). I pay for this software, but there are other free phrase expander apps.

The software has access to your keyboard. When a preselected snippet is typed, it writes the message in full, thereby saving much time and effort. You choose your opening code.

I have a range of phrases listed, from those needed in general situations, like typing my email address, to using a phrase repeatedly in the comments of certain proofreading projects, eg ‘Insert comma’ (snippet: zic). Another favourite snippet to insert is my mobile number (snippet: z0). All my snippets begin with ‘z’ as it’s rarely used as an initial letter in my writing.

Another example is when an indie client emails to ask if I am available to proofread their book. I have a snippet that produces an email with FAQs such as deadline, genre, word count, and request for a sample (even though these points are all listed on my Contact me page as requirements when emailing).

Phrase expanders are also useful for when a diplomatic email is needed. Save the preferred wording and reduce the thinking angst, increasing efficiency.

I have saved particular snippets in specific project files in TextExpander; I keep my snippets software open when I am using them for a job, rather than trying to remember them all!

Keyboard shortcuts

In Microsoft Word for PC there are many keyboard shortcuts.

Some well-known ones are:

Ctrl+S: Save
Ctrl+X: Cut
Ctrl+C: Copy
Ctrl+V: Paste
Ctrl+Z: Undo

These shortcuts work across many programmes, not just in Microsoft Word. Ctrl+Z has helped me out of trouble on numerous occasions in numerous places!

PerfectIt

PerfectIt is proofreading software for professionals, purchased from Intelligent Editing. An add-on in Microsoft Word, when activated and launched, it finds inconsistencies in style preferences. All style choices can be checked or specific checks selected. It gives a summary of possible errors at the end of the check.

It now includes a link to the Chicago Manual of Style (CMOS), which, if you edit in US English, many editors working internationally have found invaluable.

PerfectIt is not free, but there is a discount if you are a member of the CIEP (ciep.uk). Find discounts in the Members’ area. It is worth the price for the convenience of speed and efficiency.

Macros

Another option for efficiency is to use macros instead of / as well as PerfectIt.

Macros are freely available from Paul Beverley’s website: www.wordmacrotools.com

A macro is some coding that tells Microsoft Word what you want to check. Paul has made 1,000s of macros over the years all for public use. I use a couple; my favourite one is DocAlyse which finds inconsistencies in styles (in the same way as PerfectIt).

Being more efficient

Most of my proofreading is done on PDFs as the publishing workflow of the publisher or indie author nears the end. But, for efficiency’s sake, I will convert a PDF to Word and save my copy just to be able to run PerfectIt and my favourite macros to speed up finding inconsistencies.

If you’re writing or editing, what tools do you use to be more efficient and productive? Remember to experiment with different software options for efficiency to find what speeds up tasks for you.

The idea is to be more efficient, letting the software do the ‘grunt’ work – the routine editing tasks – so that we editors, the trained experts, have more time to make specific editorial decisions. That is, prioritising the human side of editing.

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What is Proofreading?

I am often asked the following questions:

What is proofreading?

What does a proofreader do?

Are you a proofreader or copyeditor? Or do you do both? What is the difference?

Are you a fellow freelancer or a new author wondering what these terms mean?

Tall Tartan Talks here … This blog post answers those questions.

Do I need proofreading or copyediting?

Proofreading is checking for errors in writing. Read on for tips about proofreading your own writing materials.

The tips are aimed at freelancers and authors. Indeed for anyone who writes.

Publishing workflow

Let’s start with the traditional publishing process. How do copyeditors and proofreaders fit into this workflow?

In traditional publishing this process is as follows:

Planning. An author will have planned a concept for a book which will get commissioned by a publisher. This could be fiction or non-fiction. The publisher will have questions: Who is the intended audience? When is it needed by? How will it be published?
First draft. There will be a rough, unfinished first draft. The important thing is to get all the ideas included. The finer details and polishing come later.
Development. Editorial input means some details may be cut and/or moved around to fit the concept and make a structure for the book. It may also be adapted for clearer expression.
Final draft. The book will be in a much more finished state, although there will be more editorial work to do.
Copyediting. This stage is preparing the manuscript for publication and tailoring it to the needs of the audience. The copyeditor will ensure consistency of style, readability, and accuracy. They improve the flow and tone of the text.
Design. Either a designer or typesetter will prepare the layout of the document by cutting and fitting the text using software like Indesign.
Proofreading. Proofreading gives text the final polish. A proofreader will carry out an objective check to ensure there are no glaring errors. The manuscript should be as error-free as possible.
Publication. The book is finally sent out into the world in print and/or electronic format. Editors may still be involved by implementing any changes to future editions.

Source: a poster featured in Editorial Excellence, the bimonthly newsletter of the Chartered Institute of Editing and Proofreading (CIEP).

Recently, developments in self-publishing mean that an author has more choice about publishing their book without the need for a traditional publisher. It has become easier to self-publish. This doesn’t mean, though, that an editor or proofreader isn’t needed …

Editorial roles

What does a copyediter do?

Copyediting is dealing with the raw text, formatting the book to prepare it for publication. The headings, paragraphs, and any tables and figures will be formatted for the designer; spelling patterns applied (UK, US, or other English); grammar and punctuation styles applied; cross-referencing of text and images; and checking the text for accuracy and sense to ensure consistency of style.

The publisher may provide a house guide or style sheet.

The manuscript will be sent to the typesetter who will format the book for printing as a paper publication, then use software to format the manuscript for digital publication, e.g. on e-reader such as Kindle.

What does a proofreader do?

Proofreading is working on the final manuscript just before it is published. It could involve checking all page elements and styles have been correctly and consistently applied; checking hyperlinks work; ensuring that the table of contents and index are formatted consistently; and doing a final sweep for errors, including inconsistencies in spelling, punctuation, grammar and sense.

Catching errors at proofreading stage, even tiny ones, is cause for a happy dance. Imagine finding an italic full stop when it should be roman (upright). In summary, a proofreader will find anything that trips up the reader and spoils the reading experience.

If you are an indie author, the process towards self-publishing is different and less complicated.

What is the genre?

Non-fiction has different elements to fiction. Editors and proofreaders may specialise in one or the other. For example, punctuating character dialogue is a major feature of fiction. Not all copyeditors or proofreaders will have been trained in the features of fiction.

Further, each genre of fiction, e.g. romance, science fiction, thriller, will have specific elements which the editor or proofreader will check have been included.

Proofreading tips

Here are tips for proofreading your own writing before you click Send or Publish. Consistency is key.

Errors creep in when you edit your text and when you’ve changed your mind about the order of words in a sentence. I should know – it has happened to me more times than I care to say, especially when writing a blog post …

When I write a blog post I write it first in a Word document. After a couple of days away, I come back to it afresh, and copy and paste it into my WordPress site. I find errors easily this way as I see the writing on my website with fresh eyes.

Almost everything I learned about proofreading I learned from the highly regarded CIEP (see the website link above). I trained extensively to add value to my freelance business.

Read it aloud.
Read it backwards from the end. Errors become glaring.
Change the colour of the background of the text. (The default colour white isn’t always helpful.)
Change the font to a serif font.
Check each sentence for full stops, etc. It’s surprising how often they get forgotten as you edit your words.
Don’t try to proofread everything at once. Read for errors, then read for sense. Do a pass for each element you are checking, e.g. headings, page numbers.
Use the ratio 20:20:20 for general eye health – after 20 minutes of work, look away from the screen for 20 seconds, to a distance of 20 metres (e.g. looking out of the window). Your eye muscles will thank you.
Leave it alone for a couple of days then read it again with fresh eyes.
Know when to stop tweaking your writing. Stop now!

Checking proofreading spelling, punctuation and context

Spelling

UK or US English? Do you use ise or ize, e.g. realise or realize?

Use a dictionary to remove any doubt. Apps like Grammarly might not recognise the wrong word if spelt correctly, e.g. selling/spelling.

Are names consistently spelt correctly? Check spelling of place names, if appropriate.

Punctuation

UK or US punctuation?

Double or single quote marks

Oxford (serial) comma, i.e. comma before ‘and’ in a list.

Ellipsis = 3 dots (…) Do insert a space after. Or even insert a space either side ( … ). No need for a full stop if it’s at the end of a sentence. Whatever style you choose, use it consistently rather than mix up the number of dots.
One exclamation mark (!) is fine for dramatic purposes. Use sparingly. Two at the end of a sentence is too much.

Context with the bigger picture

Is the style consistent? Formal or informal? Businesslike or chatty? Be yourself. Show personality. Be rich in content and readable in blog posts. Stay in style.

Have you ensured clarity, correctness and convention? Only use jargon if your audience understands it, or you have explained what it means.

Is the text sound in terms of accessibility, inclusivity and legality?

Clarifying misconceptions

Editors and proofreaders don’t just find typos; we do much more than that.

We are not ‘grammar police’ or ‘grammar pedants’. Your writing is your voice; editors and proofreaders polish your voice. We make suggestions to improve your writing, but, in the end, it’s your choice.

We are an understanding and sympathetic bunch; we collaborate, not compete. If I can’t help, I’ll know someone who can. You need to feel confident that your writing is ready for publication.

Also, although I describe myself as an editor in my marketing, my only editing role is voluntary (for my local, 32-page parish magazine). I have done basic copyediting training, but it’s not my main interest.

I much prefer to proofread texts; I have much more training and experience in that area.

I know copyeditors who won’t consider proofreading because they prefer to copyedit and clarify the text, especially in traditional publishing.

Sprinkling publishing confidence

A fellow networker said that he saw me in the role of fairy godmother. I thought it suited me. So next time you’re feeling overwhelmed with your writing and need a sprinkling of publishing confidence, I might be able to help.

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Emailing

Contact me by email to find out my availability for proofreading non-fiction and children’s books.

Further sources of the information found in this post: CIEP Guides

If interested, the networking group of freelancers where I shared these tips is called Drive the Partnership Network. We meet on Zoom every Thursday morning from 10 to 11am. The international group meets on the last Tuesday of the month from 4pm to 5pm for those who prefer the later time or who are in the western hemisphere. Ask me to find out more.

5 Most Read Blog Posts

As it’s the start of a new year I have been using Google Analytics to investigate the statistics of my website.

Tall Tartan Talks here … What did Google Search Console tell me are the most popular blog posts and pages on my website?

Content marketing

I was interested to see which posts are the most popular and how my content is helping others, whether that’s fellow freelance editorial colleagues or clients (including self-publishing authors).

This analysis is aiding me in planning content; I’m spending some admin time planning blog posts for the next six months, thinking of ways to show my expertise. How to answer questions that I see being asked on social media or in online support groups. Or, indeed, am asked directly by email. Writing blog posts is an effective way to answer those questions.

Questions asked

Questions I’ve been asked frequently are concerned with running a business as a freelancer:

How do I become a freelance proofreader or copyeditor? What training should I do? Where can I get support? Clue: join a professional body like the Chartered Institute of Editing and Proofreading (CIEP) which gives discounts to members for training courses, as well as supportive forums and local groups, etc …
How do I set up a website?
How do I cope with feelings of overwhelm when setting up a new business?
How do I keep my inbox manageable?

5 Most read blog posts

I investigated the Google Analysis results and the 5 most read are seen below with links to each post. It also acts as a prompt in case you missed one and want a chance to visit the post.

4 Most popular website pages

These pages of my website are ranked as having the most visitors:

3 Favourite blog posts to write

The following posts were my favourite to write over the last few years because they show my expertise to prospective clients:

How I teach English (theme: education)
Writing a children’s book? (a guide for children’s authors)
Episode 5-Training (theme: training)

For publishing confidence

Why blog? Having a blog post ready when a query pops into my email box makes it much easier and quicker to answer questions that are asked by fellow freelancers and clients, particularly independent authors. In short, giving the link to the post is more efficient and effective. And gives them confidence that I can help.

If you don’t have a website, sending a prospective client a link to your up-to-date LinkedIn profile will inspire confidence in that client that you have the training and expertise they need.

Two related questions I’ve been asked (to be turned into a blog post) are: What does a proofreader do/not do? And: Do you have any tips on how can I proofread my own marketing materials/writing?

If there is any topic you would like me to write a blog post about, let me know. I’m listening.

Review of 2022

This year I have been on a mission. A quest, if you like, to notch up as many proofreading hours as possible by gaining experience working freelance for publishers.

Tall Tartan Talks here … My quest? To cold email publishers every month since January 2022. I had been direct marketing to some extent since I started my freelance proofreading business in 2017. This year I have been dynamic in my mission.

The spreadsheet to record my cold emailing over the last 12 months has grown substantially. My strategy has worked. I’ve had more freelance work this year because I told publishers in my niche that I am available. Interested? Read further to explore my strategy.

To illustrate how my marketing year has been successful, I’ve chosen an acrostic using the letters of my name – ANNIE.

ANNIE

Adaptability

Networking

New opportunities

Inspiration

Endeavour

Adaptability

Being adaptable and completing work to fluctuating deadlines is essential to fit in with the requirements of any client, in this case, publishers.

Without a background in publishing, it was even more vital for me to ask questions if I was unsure of anything. If a contract wasn’t mentioned when I had expressed availability and interest in the project, I asked if one would be sent or if I should send my Terms & Conditions. It should be said here that an email agreement does constitute a contract, but I like to have one ready depending on the type of client. Half of the publishers who contacted me sent a contract for me to sign. The rest asked me to send mine.

Another variation was the style sheets. It was interesting to see how they varied from publisher to publisher. Some were basic. Some were extensive. When there was a lot of information to absorb, it was more manageable to make a note of the exceptions to style guides such as New Hart’s Rules. (Relevant to my UK publishers.) This way it was easier to keep track, maintain consistencies, and not get overwhelmed.

Networking

In January 2022 a small group of fellow networkers, part of the Drive the Partnership Network, began our Quest – weekly goals for January to April. Drive is a group of like-minded small business owners.

To facilitate accountability, we met once a week on Zoom for updates and motivation. We were also available via Slack messaging to share challenges and wins. It was a collaborative process: I asked for advice and offered my tips in return. It was what I needed to kick-start my mission. Thanks to Ann Hawkins and Thor Rain (First Aid for Feelings by The Helpful Clinic) for support. If you want to join the tribe at Drive get in touch with me or Ann to find out more.

New opportunities

Up until January this year I had done very little publishing work. The requests that had come through my website were mainly from self-publishing children’s authors. But, by contacting publishers in my specialist areas, eg education, English Language Teaching (ELT), and children’s books, I found that they valued the expertise evident on my website. This has led to exciting new opportunities.

One debate which occurs regularly in the editing world is whether to generalise or specialise. Personally, I have found that narrowing in by using my specialism has had huge benefits. If you are a career-changer with an expertise which makes you stand out from the editorial crowd, you are a useful person to know. Tell people!

This year, in my niche, I have carried out freelance proofreading for an ELT publisher, a publisher of history books, a packager, an educational publisher, and an NGO (charity) publishing a book for international primary schools. Interestingly these enquiries came through my website after I had done a batch of cold emailing, and not, at first, from the publishers I had contacted … Perhaps they had seen that I had shown availability on LinkedIn? I did always ask where they had found me if they didn’t mention it. Anyway, there was something in the air …

Inspiration

As well as being inspired by the members of Drive, I was pleased and proud when it transpired that some members of Drive had found my motivation to be an inspiration to them. I am a natural helper (former teacher!) and keen to help when I can. I have learnt much from others about owning and running a business, and I like giving back.

Endeavour (or 3Ps)

To me, the word endeavour encompasses the 3Ps: patience, persistence, and perseverance.

These are skills to practise in any sphere of life, but they are a lifebelt that I cling to in the running of my business. No-one said marketing would be easy.

Every quarter, when I did another batch of cold emailing, I would ensure I had added another training course to my CV. This year my Continuous Professional Development (CPD) with the Chartered Institute of Editing and Proofreading (CIEP) has been the Editing Digital Content course, and How to Mark Up PDF Proofs with Denise Cowle Editorial (a discount is available to both CIEP members and those in the ELT Publishing Professionals directory.

Completing training courses to add to my range of skills has made me a more trusted professional, giving publishing confidence to new clients.

CPD and networking this year also included attending the hybrid CIEP annual conference in person in Milton Keynes, and the ELT Freelancers’ Awayday in Oxford. Both happening in September!

Marketing success

If you want success in your marketing, I recommend using my strategy for marketing directly with prospective clients. I wrote it for fellow business networkers in Drive.

If the above image doesn’t open a new page, use this link which opens the PDF on the Marketing Mindset page of my website.

Children’s book authors

I have helped at least three self-publishing children’s authors publish their children’s books. Three other books have been proof-edited (proofreading with additional suggestions for improvements) and are at the pre-publishing stage.

Of the children’s book publishers I have worked with this year, Black Poppies by Stephen Bourne, published by The History Press about the story of Britain’s Black community in the First World War, is a recommended read for primary schools. It was a fascinating project.

To see the other projects I have worked on see the following pages on my website and my gallery:

My previous yearly reviews

I think it’s interesting to look back and review achievements from previous years. Here are my last reviews – in 2020 and 2019.

Notes:

2019: The bank of proofreading exercises I reviewed is available as a blog post here (written in 2022).

2020: The proofreading mentoring scheme mentioned is not currently available.

Next year

So to 2023 … Direct marketing to publishers continues.

Whatever your circumstances, here’s to a peaceful future.

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Emailing

Contact me by email to check my availability for proofreading non-fiction and children’s books.

CIEP 2022 Conference

I travelled to Kents Hill Park in Milton Keynes for the 2022 annual conference of the Chartered Institute of Editing and Proofreading (CIEP).

As a hybrid event (also available to online delegates on Zoom), not only could delegates meet in person, but those with access issues as well as our international membership (over 20%) could ‘conference’ too. This brought extra meaning to our theme this year Editing in a diverse world which focused on the diversity aspect of editorial work.

The CIEP conference is held in September every year. The conference provides a range of interesting, relevant and stimulating workshops and seminars, as well as plenty of opportunities for networking with other delegates.

My sixth conference was certainly this. It provided great company with fellow editorial colleagues, learning in the form of continuous professional development (CPD), and laughing … so much laughing!

Pre-conference tour

I arrived on the Saturday afternoon to join the pre-conference tour to The National Museum of Computing (TNMOC) next to Bletchley Park. According to its website, it is home to the world’s largest collection of working historic computers. A mind-blowing selection from the very first to the very modern … and everything in between. To see Colossus in action was truly impressive.

Katherine May – author

The conference began with an impressive first speaker. Katherine May wrote The Electricity of Every Living thing about her experience of finding out she was autistic at the age of 39. She explained how she decides whether to tell people she meets … It depends. It can cause unnecessary angst and stress, which was sad to hear. An inspiring talk about someone adapting their life to cope with being neurodiverse.

My conference session choices

I chose which sessions to attend based on my career needs at this present time.

The sessions I chose

Live Proofreading
Creating accessible PDFs: Discoveries, pain points and practical steps
Websites that win clients: How to create or update your online home
Using referencing tools
What to expect when working with educational materials.

Live Proofreading

It was interesting to be in the Live Proofreading session to proofread real manuscripts and discuss what should be corrected or queried. We discussed using ‘pre-flight’ tools, or tools we use to clean up text in Microsoft Word (the industry standard) before the real scrutiny of the text begins. Tools such as PerfectIt and macros. One shortcut I’d not come across before – Shift F3 – is a quick fix for capitalising and uncapping letters.

Creating accessible PDFs: Discoveries, pain points and practical steps

We learnt of features to let all have equal access to PDFs. Factors to bear in mind were structure and navigation of PDFs, including alt text on images, recording using voice recognition, colour contrast on images and websites, reading order and correct linking of website hyperlinks. The majority of my work is in PDF format. It helps if styles are formatted correctly before the document is converted to a PDF.

Websites that win clients: How to create or update your online home

My website (proofnow.co.uk) has been searchable since I first built it when my business was born. I rebranded to update my branding image. Clients find me most often through the contact from on my website, so I know it works and is seen. I’ve written a couple of blog posts about 6 Website features you should check.

However, I felt it was time to modernise it as I direct publishers towards Proofnow, my shop window, to show my availability for proofreading projects.

The session reminded me of the impact my website must make and how I can influence that impact. For example, declutter by reducing word count, use quality images, design call to action (CTA) buttons with branding colours instead of using hyperlinks, reduce ‘Click here’ links (label what the links actually do, and … make best use of space. Tweaking my website will be my first business priority after conference.

Using referencing tools

Having carried out proofreading for students in the past, being reminded about referencing tools and software to increase speed in finding errors and inconsistencies was very useful. I was reminded of Word formatting tools and software for reference completeness and correctness.

What to expect when working with educational materials

As a former teacher, I was aware of all the elements that make up the material for educational packages for schools and colleges. From student books to pedagogy CPD, not forgetting the cultural considerations of … PARSNIPS. Two of my specialisms are Education and ELT so my second business priority is to investigate opportunities for freelance proofreading in these areas.

Enjoying the gala dinner and guest speaker

The food at the conference was delicious and in plenty. The gala dinner 3-course meal was exceptional and was rounded off by a speech by Rev Richard Coles of BBC fame. He was entertaining, as you’d expect, and he giggled with glee after telling each anecdote. He preferred not to talk about his first novel Murder Before Evensong with editors in the room.

Watching recorded sessions

Spare time after conference will be spent catching up with recordings of the sessions running concurrently.

That’s the huge benefit of a hybrid conference: all sessions are available after conference has ended! My thanks to all the conference team, the speakers, and especially to Ben Dare and his assistants for handling the visual and audio technology, including relaying the comments and questions from the online delegates to the in-person room. Watching them in action was awesome.

Learning from my main takeaways

My background for context: my proofreading clients are educational publishers, English Language Teaching (ELT) publishers, children’s book publishers, and self-publishing authors of children’s books. I also proofread non-fiction for adults, such as business books.

This conference has added to my learning and awareness that we should be sensitive in our use of language in areas of diversity.

I chose sessions that will benefit me and my clients at this point in my freelance business. Working with me will give my clients publishing confidence. Being a CIEP member means that I am a safe pair of hands.

Attending the annual conference reminds me that I’m proud to be part of a collaborative community who learns and laughs together. Conversations with edibuddies, both established and new (especially recent career-changers), are always valuable.

Next year

Next year we meet in Glasgow – my birth home. Tall Tartan hopes to see you there. And, yes, someone did greet me this year with, “It’s Tall Tartan!” So my branding is working 🙂

For my previous conference blog posts, follow these links: 2021 (online), no 2020 blog post, 2019 (Birmingham), and my first blog post about the second conference I attended in 2018 in Lancaster: Why SfEP conference is cool

Tall Tartan

Here are my hashtags if you haven’t seen them and want to find my content on LinkedIn or Twitter. Simply type them into Search in your favoured social media channel, then follow or save.

#TallTartanTips: My tips on owning and running a freelance business

#TallTartanTalks: Blog posts

#TallTartanTimes: Newsletter

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Gardening Your Business

Do you ever think about how you garden your business?

Tall Tartan Talks here … Gardening or growing your business should be both proactive and reflective.

Mindful gardening

This blog post was inspired by a whole day I spent on mindful gardening. It was organised by a good friend and she inspired me with her content. I could relate everything she said to running my freelance proofreading business, change, and the effects on my mental health.

The participants had access to a large garden with room for ten participants to sit with space, to be still, and to be silent.

It was a luxury to close my laptop for the day and just stop. Just. Be.

Gardening themes

We were guided by her short reflections on the theme of gardening:

seeds
plants
compost
pruning
weather and seasons

Planting seeds

The seed of my freelance business was planted in January 2017 when I launched my business website (proofnow.co.uk) and joined the Chartered Institute of Editing and Proofreading (CIEP).

I planted more seeds by training and telling everyone I knew that, having left teaching, I was looking for proofreading clients. I watered those seeds thoroughly with marketing and publicity.

Growing plants

If you’re lucky, those seeds grow into seedlings and become stronger plants.

What has helped you to grow in your life? How have you changed as a person as you have become older? How have your life events shaped and changed you?

My ‘toddler’ business got noticed as my marketing became stronger and more confident. I built on my training. Students, businesses and a charity became my clients. Voluntary proofreading gave me experience and confidence. I added to the testimonials on my website.

Feeding compost

Seedlings and plants thrive when they are given the appropriate compost, soil, and feed.

How do you feed your life? What nutrition does your life need to stay healthy physically and mentally?

How do you feed your business? What does your weekly or monthly feed routine look like? Do you ensure all the (plate-spinning) elements of running a business are in place: emailing clients, keeping up-to-date invoices and expenses, updating admin spreadsheets, marketing, doing CPD (training)?

Two years after starting my business, I started writing my blog. My posts demonstrate my expertise, specialisms, and experiences of running a business. These posts are shared on social media for a wider reach. They have aimed traffic (potential clients, other editors, and freelancers) to my website. It’s ‘Gro-Sure’ for my business!

Pruning

At regular times in the year, pruning is needed to keep plants under control, otherwise they become untidy, too big, and take moisture from smaller plants underneath or nearby. Plants can be trained through pruning to grow in a symmetrical, balanced way or in a certain direction. Or dead stems can be removed.

What have you cut or pruned in your life? What wasn’t working and had to be removed? How has your life changed direction? How did you preserve your physical and mental health?

Every quarter I review the direction of my business. Looking back, I evaluate how much I have achieved of my annual plan and then review. I ask myself, what do I have to do more? What can I do less? The next quarter’s plan is tweaked. And my website is brought up to date.

I like the term ‘pivoting’. (Think of that scene in Friends when Ross is trying to get the sofa up the stairs with the ‘help’ of his friends. “Pivot! Pivot!”) It means a change in direction.

A life-changing prune happened in my life in December 2015 when I left the classroom with health issues. It took a year for me to work out what direction that prune would have on my family, career, and future. I had been the main wage earner during my 30-year teaching career.

I’m satisfied that what came next was the best outcome. That painful prune led to greatly improved mental health.

Patterns of weather and seasons

Winter, spring, summer and autumn give the garden it’s natural seasonal pattern and rhythm. Plants and people respond to different levels of light and warmth.

How do you feel when the number of daylight hours is at its lowest? What is your favourite season? When is your mood at its best?

What season is your business in? Sometimes I feel I’m in the springtime of my business: the number of clients is increasing; I am reaching out to publishers and accepting new, regular clients. I am reaching out to those clients I want to work with. Marketing is helping me to grow my business.

Do your clients react to seasons? Are some months quieter than others? Do some months need more marketing to attract clients? How do you plan for when there are quiet times in your business? In the gaps, can you take a spontaneous week’s holiday … or do some training?

How do you cope with a deluge of rain or storms? How do you juggle busy times when your services are in demand? Or when projects are delayed then land together? How do you schedule projects?

‘Twine’ to round up

How do we respond to the physical and mental hurly-burly of everyday life?

Have you got a garden? Does gardening help your mental health?

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Emailing

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Reading further

For a Quiet Garden near you: quietgarden.org/

Covered in Part 1

Punctuating further

Colon (:)

Semicolon (;)

Hyphen/dash (-)

En dash (–)

Em dash (—)

Brackets (parentheses)

Ensuring readability and clarity

Using my teaching experience

Subscribing

Emailing

Further reading

Questioning

Bloom’s taxonomy

Levels

What is a good question?

Characteristics of a good question

Questions arising in business

Asking clients questions

Clients asking questions

Further reading

Subscribing

Emailing

Well-being

Developing strategies

Mindfulness

Mindful breathing

Being aware of body

Mindful listening

Practising gratitude

Mindful walking

Mindfulness games

Using guided meditation

Being a role model

Subscribing

Emailing

Education blog posts

Further reading

Punctuating children’s fiction

Using age-appropriate language

Capitalisation

Punctuating dialogue (speech)

Paragraph

Exclamation mark

Question mark

Comma

Ellipsis

Curly quotation marks

Giving a smooth reading journey

Using my teaching experience

Learning from published children’s authors

Subscribing

Emailing

Further reading

Productivity tools

TextExpander

Keyboard shortcuts

PerfectIt

Macros

Being more efficient

Subscribing

Emailing

Do I need proofreading or copyediting?

Publishing workflow

Editorial roles

What does a copyediter do?

What does a proofreader do?

What is the genre?

Proofreading tips

Checking proofreading spelling, punctuation and context

Spelling

Punctuation

Context with the bigger picture

Clarifying misconceptions

Sprinkling publishing confidence

Subscribing

Emailing

Content marketing

Questions asked