Style Sheets: What are they, Who Uses Them, and Why Are They Essential?
Businesses, authors, and editors use style sheets all the time. The reasons for use vary: (1) Companies create an in-house style sheet to ensure employees deliver a consistent message to their audiences. (2) authors use style sheets to help manage their manuscript details, and (3) editors use style sheets to note editing changes. We evaluate each in detail.
- Manuscript Editing
- September 18, 2023
Style sheets are an essential part of the writing and editing process for businesses, authors, and editors. Companies design a set of documents (known as in-house style sheets) to direct how employees should create and distribute consistent written communications for the company, regardless of which department it may come from. Authors make style sheets to reflect the vital details of a manuscript for easy reference (and may also expand their style sheets into what is known as a story bible). Editors create a style sheet during the editing process to note which decisions they make and why.
Although the style sheets used by businesses, authors, and editors differ widely, the primary goal is to create consistent and engaging manuscripts for the reader.
What is the Difference Between a Style Guide and a Style Sheet?
There are two significant differences between a style guide and a style sheet: one is a set of guidelines followed by the editor during the editing process, and the other is the company or author preferences during the writing process. Let us look at each in more detail.
Style Guides
A style guide (also known as a style manual) is a documented set of rules and guidelines created by a recognized (or authoritative source) for distinct types of writing projects. The most common style guides used in the United States today include The Chicago Manual of Style (CMS), The Associated Press Stylebook (AP Style), and the Modern Language Association (MLA).
There are other style guides available for specific specialties, such as the American Institute of Physics (AIP Style Manual), The Gregg Reference Manual (commonly used in business), The Economist Style Guide, and the Publication Manual of the American Psychological Association (among others).
The company or publishing house dictates which style guide they prefer, and the editor works within those parameters. Before beginning any editing project, an editor should clearly understand the guide preferences. That way, the editor does not waste anyone’s time (including their own).
Style Sheets
A style sheet is one of three things: (1) a documented way of creating and using content for an organization, (2) a document created by an author to help keep track of details within a manuscript, or (3) a document created by an editor during the editing process and shows notations about which decisions the editor made.
In-House Style Sheets
Companies design an in-house style sheet for employees to use while creating and publishing information for public consumption. A business may have a specific style guide (such as the Chicago Manual of Style or The Gregg Reference Manual), a dictionary (such as Merriam-Webster’s Collegiate Dictionary), and an English usage manual (such as Garner’s Modern English Usage or The Business Style Handbook) preferences, which they include in the style sheet.
They may also include specific preferences for typography, formatting, layouts, how and when to use the company logo and brand colors, and which technical jargon is acceptable. A business can put anything they want in this document and expect their authors (and editors) to follow the style sheet.
Author Style Sheets
An author may decide to create a style sheet to help keep the details of the manuscript clear and will often reference the material at any point during the writing process. Authors may design a brief document (which only shows pertinent details) or may decide to expand as much as needed, depending on the requirements of their project.
A story bible (see below for more details) is the expanded version of the author style sheet. While voluntary, an author may let an editor use a copy to help with the editing process.
Editor Style Sheets
An editor creates a style sheet for every project larger than five hundred words to show which decisions they made about the manuscript (or business document) and why. Often, an editor must decide which “correct answer” works best for the project. The editor notes their decision on the style sheet, and when the project is complete, a copy goes with the manuscript for the author and publishing house’s reference (as well as for other editors that may follow).
In-House Style Sheets
Just as every company has written ethical expectations for their employees, the business also has specific requirements for how each piece of copy leaves the premises. Because the public judges a business (rightly or wrongly) on everything they do, it is no surprise that companies will want to do everything in their power to direct positive awareness about their firm. To help with this, companies will create an in-house style sheet.
An in-house style sheet is a document that gives specific information on what is and is not proper within the written copy. Whether created by a large team or a single individual in a small business, an in-house style sheet becomes a valuable resource to reference during each project. An in-house style sheet gives each document consistency, so there is clarity about outgoing information.
The primary areas of interest in a business style sheet include:
Acceptable font sizes.
An alphabetical list of proper words.
Color palettes.
Design notes and formatting.
Formal vs. casual language preferences.
Industry-specific terms, abbreviations, and acronyms.
Information on numbers and numerals.
Logo information.
Other abbreviations (not related to the business).
Preferred reference materials.
Product names.
Punctuation requirements.
Special display information.
Style information.
Tables, figures, and caption information.
Treatment of websites and other necessary software.
Typographical information.
Further notes the business wants to include.
Creating In-House Style Sheets for Different Copy
Companies may create a fresh style sheet for diverse types of copy. In addition to the areas of interest already reviewed, each style sheet will reflect the specific needs of that project.
A notable example is how the marketing function in a business covers a spectrum of contact points, which means the needs for each contact point will vary slightly. Therefore, a company may create a style sheet for such areas as (1) blog posts, (2) social media posts, (3) website pages, (4) infographics, (5) whitepapers and eBooks, (6) email marketing campaigns, (7) digital and print advertisements, and others.
By creating specifications for each kind of marketing avenue, a system of consistent copy leaves the firm and helps to save time for the people writing the documents.
Author Style Sheets (and Story Bible)
An author’s style sheet is part of the worldbuilding process and essential for authors drafting a manuscript. The style sheet will show information on a wide range of topics such as (1) how the author tells the story, (2) which point of view they decide to use, (3) the level of detail they wish to give the reader, (4) where and when the story takes place, and (5) to whom the narrator is speaking to in the audience.
A style sheet allows an author greater leniency than a business might have. For example, organizational writing typically stays within the formal realm of discourse, which narrows (or focuses) the writing style. Business writing speaks to a specific audience, using a form of creative writing in certain circumstances. A business wants to convince consumers to buy a product or service and must pique the customer’s interest.
On the other hand, authors draft a manuscript to tell an engaging story to the audience. An author wants to engage the reader from the first word to the last and design an entire world for them to immerse themselves in. To achieve this goal, an author uses a vast arsenal of writing techniques to hold a reader’s interest.
Therefore, when an author sends their manuscript to an editor, it may help both parties to send a copy of the author’s style sheet, allowing the editor to reference the document and make detailed suggestions based on their findings and the background materials supplied.
The Story Bible
The story bible is an expanded version of the author’s style sheet and typically includes various documents in different formats for unique purposes. As any creative author knows, keeping track of the multiple names, locations, timelines, religious factions, and other areas of interest can be challenging. The level of complication is especially true for authors intending to create a series rather than a single novel. By creating and referencing the expanded story bible, an author has a better chance of keeping the details straight later in the writing process.
There are other kinds of material an author might want to have handy on both the style sheet and story bible, including (1) the writing style; (2) how they organize the material for easy reference (such as within journals, notebooks, three-ring binders, and even handwritten notes); (3) their intended audience; and (4) the materials they are using to help draft the manuscript (such as research notes).
The information in the story bible covers a wide range of topics such as
Character Arc Themes
Character Interactions
Character Questionnaires
External Conflicts
Genre Notes
Inciting Incidents Themes
Novel Premise
Outlines
Perspective
Plot & Subplots
Point of No Return
Protagonist-Antagonist Relationship
Research Notes
Setting
Themes in Dialogue
Themes in Symbolism
Timelines
Worldbuilding Details
And more
Authors will also include other information based on what they consider essential to telling their story. The best part is that there is no right or wrong way to create an author’s style sheet or story bible. Have the documents as detailed as necessary or the bare minimum. Only the author will know how much information is too much.
Editor’s Style Sheets
An editor’s style sheet shows what changes (or recommendations) an editor made for a particular document or story. The style sheets an editor creates will differ depending on the editing they complete.
Manuscript Critiques (or Editorial Assessments)
A manuscript critique looks at the overall picture of a manuscript and avoids detail while focusing on general information. The topics of interest to an editor might include (1) a breakdown of the manuscript, (2) the manuscript premise, (3) in-line commentary notes, (4) general strengths, (5) areas for further improvement, (6) specific manuscript notes, (7) marketability, and (8) the next steps (for the author to take).
Manuscript critiques range from 7–15 pages, depending on the editor and the length of the manuscript. An editor’s recommendations for what to add and remove often help the author fill in areas lacking detail or clarification. (For more information, see What Is a Manuscript Critique? blog.)
Developmental Editing
Developmental editing broadens the areas of interest editors look for within a manuscript critique but looks deeper at the work’s overall clarity, organization, consistency, and completeness.
- Clarity. The editor looks at whether the audience understands what the author is trying to say and will ask a broad series of questions to help figure out if a point or scene should receive added attention (either by including more detail or removing detail).
- Organization. An editor will look at whether the story progresses naturally, skips around disorientingly, or needs added background detail to help the story.
- Consistency. An editor will look at the point of view and tenses to see if they are consistent and will notate irregularities.
- Completeness. An editor looks at whether the story is complete or missing certain aspects.
Depending on the type of project and editor, developmental editing may occur at any point in the writing process. Because each editor has different skills, they may offer (1) to help an author organize and outline a manuscript before writing a single word; (2) work with the author during the drafting process, answering questions about what the author should or could include; or (3) offer editing services only after the final draft is complete.
Copyediting
Copyediting looks at the mechanical aspects of the manuscript and finishes the editing process by fixing (or recommending) grammar, punctuation, and spelling errors. A good copyeditor will read the manuscript at least five times during their edit process, which includes (1) pre-formatting for easier reading, (2) a preliminary read, (3) a first thorough read, (4) a second full read to catch mistakes missed the first time, and (5) formatting the manuscript for the author after the editing is complete.
A copyeditor style sheet includes everything an author will want to know about the editorial decisions made and why. Depending on how the author drafts the manuscript, their style, genre, and the intended voice, the styling recommendations shown in style guides might follow something other than what an author intends. It is up to the copyeditor to ensure the author’s voice or intent does not change during the editing process, giving them leeway to decide what is “correct” about the manuscript’s styling.
Other Types of Editing
In addition to the editing processes discussed, other editors may offer line editing (which evaluates and corrects the creative wording of the manuscript), proofreading (the final phase before publication), fact-checking, indexing, academic, and even business editing. Every decision the editor makes must appear on the style sheet, which the author approves or rejects. The final product of each editing phase is what we finally hold in our hands.
The writing process is complicated, and for editors who read the manuscript and help polish the piece, a style sheet will offer valuable information for the author during the rewriting and clarification processes. An editor’s job is to (1) help the author create a readable manuscript, (2) ensure the manuscript makes sense, and (3) grab the attention of the audience from the first word. Editors will follow the preferred style guide, dictionary, and in-house style sheet (if available) and design their style sheet for each editing project they complete.
Style sheets name potential errors or miscommunication and how to fix those errors. They help the author during the rewrite process and query those areas that must have clarification. Style sheets also give the editor a specific way of ensuring the manuscript stays consistent throughout the editing process.
Authors who want to keep track of their manuscript details will create an internal author’s style sheet (or story bible), so they do not lose essential information or forget specific details. Authors may send their style guide to an editor (typically during the developmental editing stage) so the editor can ensure the data appears when needed.
Atwood LLC offers editing services to businesses and authors. For more details, check out the Manuscript Editing Services page. If you have questions about which editing your manuscript might need, schedule a 30-minute no-obligation consultation and send your manuscript for a sample edit (see pricing pages for more information on the word count and submission form).
Until next time.
