Style sheets: What are they, and do I need one?

Style sheets are miniaturized versions of style guides, and yes, you need one. That doesn’t mean you need to make one yourself, though. Most professional editors create style sheets for their clients, and I am no exception.

If you’re a first-time author, let’s cover the basics. You may be asking yourself, “What is a style guide?” In high school or college, you probably heard mention of MLA format. It's a style of writing geared more toward academics, not manuscripts. The Chicago Manual of Style (CMOS) is the style guide that book editors refer to when they work through manuscripts. It is nearly impossible to memorize style guides cover to cover, so my physical copy of CMOS is within reach while I’m working away at my desk.

Editing-related books within reach at my desk, including CMOS, 18th edition

All-inclusive rules for punctuation can be found in The Chicago Manual of Style, including pages upon pages of comma usage. Ever wonder what a semicolon (;) is used for? It’s in there, too, along with rules on capitalization and when one should and should not spell out numbers. There’s also an entire section on manuscript preparation, editing, and proofreading.

The formatting of style sheets, on the other hand, varies from editor to editor. Before I began making style sheets for my clients, I searched the interwebs for templates. The style sheet I use is a compilation of a few I found online, and I've since made it my own.

Style Sheet Template for Fiction.docx

Download DOCX • 28KB

This style sheet is in MS Word format, so feel free to download it. If you’re an author, you can use it, too. Style sheets are a great way to keep all information about your book in one place for easy reference.

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At the top of my style sheet's first page is Book Title, Series Title (if applicable), Author, etc.

The first section on my style sheet is Language & Style:

This manuscript has been line edited with the following resources:

• Chicago Manual of Style, 18th Edition

• Merriam-Webster Collegiate Dictionary Online

Any style preferences specified by the author or editor have been outlined in the following guide. The manuscript has been edited following American English guidelines.

• The Chicago Guide to Copyediting Fiction, Amy J. Schneider

Next, I list Punctuation & Grammar:

The following rules have been applied to the manuscript:

• Serial (Oxford) comma

• Thoughts are italicized. (No quotation marks around thoughts—only italics.)

• Em dashes have no spaces on each side per Chicago Manual of Style, 17th Edition (—)

• When a name ends in “s” and is being treated as possessive, add ’s: Yates’s (as seen on page 21) (This is highlighted on the style sheet template as a call to action because it is subject to change based on author preference.)

• Comma before and/or after the word too. For instance, on page 22, “They serve brunch, too.” (This is highlighted on the style sheet template as a call to action because it is subject to change based on author preference.)

I also provide an inventory of characters, listing their features, if applicable; places; timeline; and world terms, if applicable. There is a comprehensive Spelling & Capitalization list in the form of a table, beginning with numbers.

Listed beneath Numbers are spelling preferences in alphabetical order. If I notice that my client uses alright instead of all right in most instances, this preference gets listed in the table. The same can be said of words such as

• ambiance vs. ambience

• moulding vs. molding

• grey vs. gray

• blonde vs. blond

• décor vs. decor

• glamour vs. glamor

• and so on.

And, yes, some expletives get put on this list as well, such as shitload, which, according to Merriam-Webster, is one word.

Yep! Shitload is in the dictionary!

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A style sheet will stay with a manuscript throughout its lifecycle, from editor to author, and from author to the next editor, and then to the proofreader. (Your proofreader, if you elect to hire one, will definitely need the style sheet.) Consistency and continuity are key elements in the publishing world. We don’t want our readers seeing shitload or grey on page 51 and shit load or gray on page 92.

These types of mistakes found in print scream amateur, and no author wants that.

Next time you’re in the market for a professional editor, make sure to ask if they create a style sheet for each manuscript they edit. If they don't, you may want to keep looking.

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Are you a first-time author who struggles with understanding the book editing process?

Gain a clear understanding from a professional editor by reading my July 2024 blog post titled "Don't Be Fooled: The 4 Stages of the Book Editing Process."

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Erika M. Weinert is a line and copy editor of fiction who lives in the Pacific Northwest (PNW) and is an active member of the Northwest Editors Guild—a regional, industry-specific association of editors. She mentors fledgling editors through the guild and on her own. When she’s not providing literary and business editing services to her clients and mentoring, Erika can be found at home with her wonderful husband and their precious daughter, whom they brought into the world the same year they were married, 2008. Erika treasures her family—including their two cats—and her career above all else.