TCMOS – Manuscript Prep, Edit, and Proof – Chapter 2

Sunday, November 24th, 2019
Blog #3 of my learning from #TheChicagoManualOfStyle.

Part 1 – Preparing the Manuscript for Submission

Once you have exhausted all options of editing and polishing your work, you are ready to submit your work to publishers. Chapter two details all steps that follow, including the submission process.

Note: Save submitted manuscript (MS) at multiple locations. If you edit a submitted manuscript, let them know, as the publisher maintains a record of a version from this point on.

Checklist:

1. Formatting:
   1. Check the publishers’ submissions guidelines and the accuracy of the contents of your book. The URLs, illustrations, Table of Contents, title, etc. are accurate.
   2. The MS, endnotes, footnotes, lists, etc. should be double-spaced. Avoid extra line between paragraphs and place three asterisks where an extra line must exist (like scene breaks).
   3. Single character space between sentences.
   4. Indent the first line of all paragraphs except the first one of each chapter. The term “flush left“ means “don’t indent”.
   5. Eliminate all spaces after the final punctuation of a paragraph.
   6. Titles of chapters and scenes begin on a new page.
   7. Subhead => subtitle is on a new line and flushed left. Use font sizes to distinguish between levels of titles. No period appears at the end of titles and subheads except for run-in heads that italicized and have a period. Run-in head is a repeated headline that appears on consecutive pages of a book.
   8. Prose extracts. For quotations in your book, indent them using a word processor, not with a tab or paragraph first-line indent. Additional paragraphs of prose must appear with the first-line indent. They should follow the same line spacing as the rest of the book.
   9. Poetry extract. Indent on all lines using left indent on first and hanging indent on remaining. Run over lines are not indented. The same rule applies to lists.
   10. Use separate files to submit abstracts, a list of keywords, illustrations, and tables. Name separate attachments to include the author’s name and a descriptor.
   11. Number your manuscript pages
   12. Remove comments and revision marks
   13. Back up!

Part 2 – Manuscript Editing (with Publisher)

The Chicago Manual of Style (TCMOS) defines “line editing” or “copy editing” as “attention to every word and mark of punctuation in a manuscript.” Publishers use in-house or freelance editors to copy-edit accepted manuscripts. They may also ask for developmental editing first. Editing will entail the mechanics (spelling, capitalization, punctuation…)and substantive (organization…). As time progresses, the footprint of editing must shrink, as it gets more expensive with time to fix and track errors. For instance, editing that results in a change of page numbers in the Table of Contents. Hash out the time to edit in advance.

Stages of editing:
1. First and longest – the initial pass
2. Second – “review, refine and sometimes correct the editing.”
3. Third – the last pass after author review

Best practice: Publishers mustn’t start the editing without engaging the author first.

Just like the checklist before submitting, publishers follow similar checklist before production.

The Tools:
1. Standard word processing tools such as pdf
2. Document comparison software – to compare copies of edited MS. A simple google search lists paid product with free trials like docscorp.
3. Editing on paper. Familiarize yourself with the meaning of the following symbols:

1. Circles
   1. Circle marginal comments.
   2. Circle abbreviations to spell them out.
   3. Circle comma or colon to replace by period.
2. ^ is to insert.
3. Use V (inverted carrot) for apostrophes, superscripts, etc.
4. [ => flush left. ] => move right.
5. A for the first-level subhead.

Part 3 – Proofreading

The manuscript has been accepted (if not self-publishing) and edited. You are probably feeling good at this time.

Whether self-publishing or going the traditional route, it is important to establish that the primary person responsible for accuracy and errors in their work is the author. No matter what.

The editing process during proofreading is stingy. You don’t want to change the Table of Contents because of edits. Here are terms to familiarize while proofreading:

Widow: The last line of a paragraph is also the first line of a page. These must be removed unless the line is a full measure. Remove widows by adding or removing words.

Orphans: The first line of a paragraph is also the last line of the page. Orphans may appear but can also be avoided by adding or removing words. Keep in mind: Don’t change page numbers of your chapters as then you will also need to update the Table of Contents.

Just like copies of edits, you will maintain a galley of proofs, back them up, and compare proofs when errors arise.

When errors surface during the traditional publisher’s proofreading stage, they assign an owner, the party who caused them (during editing, etc.). If it’s the author, your contract will state terms around a percent of errors (say 5%) beyond which publishers will charge fees.

Just like the story, check the title for spelling in the book cover, jacket flaps, spine, cover, etc Because not all errors are equal. A mistake in a title will almost always result in a reprint cost.

Proofread the other pages around the book. For instance: the metadata page at a minimum should contain the title, author, language, and ISBN. Check the copyright page for the correct ISBN. If you have italics, bold, and other special characters, check them.

The following are front and center during proofreading:

1. Spelling: Breathe vs breath. Lead vs led. it’s vs its. out vs our. Their vs there. Make your checklist of commonly confused words now to be ready when you proofread. (Refer to TCMOS 5.250 on problematic words)
2. Word breaks: End-of-line hyphenation. URLs, etc.
3. Typeface and font: I once read a book where the chapter time was incorrect. That’s a missed error during proofreading. Ensure that titles are correct, your font is consistent. Because these elements hide in 100, 000 words easily.
4. Ensure page numbers and running heads are present
5. Appearance: No widows. No orphans. No three consecutive lines that end in hyphens.
6. TEST … TEST … TEST – Test on multiple platforms, pdfs, electronics ebook platforms, paper, etc.

Strictly limit the edits for corrections in this phase to fixing the errors and nothing else. The editing feedback mechanism is similar during proofreading as it is in the editing phase, except for a minimalist approach to fixing.

My Takeaway

You are authors and creators. These extra formalities may keep us from our love of writing but are essential in the success of our stories. Polish them whether you go the traditional route or not, because whether you self-publish or seek representation, you own your success and failure.

Source: The Chicago Manual of Style, SEVENTEEN EDITION.

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