When editing or proofreading the writing of a client, there will be times when you want to query their use and consistency of styles in punctuation, spelling, or context. Here are some dos and don’ts for writing author queries.
Querying is a subtle skill and requires training, diplomacy and empathy.
Tall Tartan Talks here … The freelancer must be aware of the client’s style and to be self-aware.
Querying situations
There are several scenarios involving querying which depend on whether you have direct contact with the author or not. If you edit for indie, self-publishing authors, your contact will be solely with the author.
When I proofread for publishers, I usually have no contact with the author – all communication is with the project manager, or equivalent. On completion, I return my marked-up PDF and invoice. And move on.
One of my proofreading jobs for a publisher was unique, for me so far, because it involved liaising with the author via the desk editor. As the non-fiction book was substantial, I was to send queries in batches to the author, collate their responses written on their version of the PDF with my typesetter instructions on my PDF. Then send my final, annotated PDF proof to the desk editor. Intriguing.
Responding with comments
For context, my querying while proofreading happens when I am commenting on PDFs using the tools in Adobe Acrobat Reader. I mark up anything that trips me up. If it trips me up, it will trip up other readers.
The tips which follow also apply when copyediting using Track Changes in Microsoft Word.
The abbreviation AQ means Author Queries. When collating and indicating the author responses as separate to my typesetter instructions, I use AU to introduce each author response. That way the responses are easily seen.
When considering whether to query or not, consider these three main response types:
- Mark errors for change as per the agreed publisher’s style guide or freelancer’s style sheet.
- Query for the author to stet (keep) or change. Perhaps suggest alternative phrasing.
- Flag issues to make them aware.
Querying clearly
❌ Don’t be vague in your queries.
✅ Do be clear and concise.
When writing queries, put one issue and write one clear sentence with one point. Avoid adding too much detail and making the query overwhelming. Asking or suggesting is standard practice and gives the author control over how they respond. It is their book after all.
Giving pointers as to your editing schedule is helpful to the author so they know when you expect their responses to your queries.
Querying with diplomacy
❌ Don’t be pushy.
✅ Do be polite.
I learnt from many established editors and proofreaders about the art of writing author queries, during my proofreading training, when attending conferences run by Chartered Institute of Editing and Proofreading (CIEP), and by networking with colleagues.
Diplomatic phrasing includes starting sentences with:
- Could … ?
- Perhaps … ?
- Should …?
- I suggest …
Rather than writing, ‘This sentence needs to change’, write an alternative solution to the issue: ‘I suggest changing (X) to (Y) because …’
Your effort will be appreciated and it may spark the author into writing their own solution if they don’t take up your suggestion. It is their book, after all.
Using a text expander with access to your bank of standard queries will make it quicker to write and tweak them for individual clients, especially for those comments that require more thought.
I use ‘please’ with most queries because … it’s polite.
Querying efficiently
❌ Don’t send emails in daily, random messages with no system in place.
✅ Do query in batches.
When a desk editor asked me to query the author in batches, I remembered a process that a fellow editor used as a way to send queries. They recorded them in a table. It gives the author the opportunity to write their response next to the query. (See the link at the end.)
Here is my template. Remember, I am proofreading PDFs so my headings may look slightly different to a copyeditor’s queries using Word.
Querying selectively
❌ Don’t fight every battle of style.
✅ Do look for the most consistently used style and apply.
The author’s voice will be in the author’s preferred style. Some style issues won’t be worth a battle.
Some queries need to take spacing into account at final proof stage when working with publishers. Major changes this late in the process will have a knock-on effect, so should be considered carefully.
Collaborating and compromising
I have learnt a great deal about being diplomatic when writing queries and asking questions. It is pleasing when the respect is mutual.
Clients appreciate having errors and issues spotted and are grateful. It gives them publishing confidence.
Communication and compromise are key. Their book, their choice. Collaborating with authors gives a sense of pride for a job well done.
Sprinkling publishing confidence,
Annie
Further reading
- From the Knowledge Hub of the Chartered Institute of Editing and Proofreading (CIEP): What are queries, and how should an author respond?
- Word table for queries tweaked from the example in the blog post by Sue Littleford: 7 golden rules for writing author queries
Blogging on a similar theme
Here are links to blog posts I have written that started the topic of collaboration.
Emailing
Email me to check my availability for proofreading non-fiction and children’s books.
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