Why you need a style sheet

I was watching a TV show recently (it was Gilmore Girls, if you must know) in which the main character’s hairstyle kept changing from scene to scene. This went on for a while – and it drove me nuts. I couldn’t stay focused on the storyline. All I could think about was her hair!

But if you know how video editing works, it's not surprising. Video editors use multiple takes to build a scene – and the best takes don’t always blend seamlessly. In fact, they often result in continuity errors, which can be frustrating for viewers.

A similar thing happens when you're writing. Chapters can be written at different times, swapped around or rushed, leading to consistency errors. For example, you could be using:

a mix of US/AU spelling and usage
different spellings of names and places (e.g. Brian Smith vs Bryan Smith)
different capitalisation styles (e.g. Government vs government)
both title case and sentence case in headings
both numerals and written numbers
a mix of en dashes and em dashes to set out information
both double quotes and single quotes for speech
the wrong style guide.

There are others I could mention, but you get my drift. Of course, there are times when some inconsistencies are appropriate, such as when you're quoting American content in an Australian book. Or playing with syntax in an experimental novel. It all depends on context and style preferences.

So how do you know if a particular spelling or style decision is intentional? By keeping a style sheet, of course!

What is a style sheet?

A style sheet is a tool that outlines all the style choices made in a book or document. It includes the style guide and dictionary used for the edit, as well as other decisions about numbers, punctuation, acronyms and capitalisations that may deviate from the style manual or aren’t covered by it. It also contains an extensive word list with preferred spellings.

Note: While an editor can use a well-known style guide like the Australian Government Style Manual or the Chicago Manual of Style, each project has different needs that may override accepted rules. If they're consistent and don't interfere with the writing's readability, those choices can be retained.

Benefits of a style sheet

Creating a style sheet is an essential part of the editing process. Here's why:

It helps the copyeditor keep track of changes: If there are any unusual spelling or style preferences, these can be noted in the style sheet as they come up. This saves the copyeditor from checking them repeatedly (don't rely on your memory, trust me!) or making changes that contradict them and cause confusion.
It improves consistency: A style sheet highlights preferred spellings and styles that help improve the accuracy and quality of the manuscript, align with the publisher’s style, and keep the readers immersed.

It helps the proofreader: A style sheet tells the proofreader what choices were made so they don’t waste time checking dictionaries or making changes that affect the integrity of the manuscript.

It minimises author queries: By explaining their choices in a style sheet – and citing sources – editors won't need to explain every spelling or punctuation change, which saves time and misunderstanding.

What does a style sheet look like?

Style sheets can differ depending on the book and the editor. (I know this because I see plenty when I proofread books for publishers!) Some have a dictionary layout. Others use a grid. Personally, I prefer a grid format. It’s easy to follow and helps me group the words for easy reference.

As I go through the edit, I mark any places, companies or people’s names that have unusual or easily confused spelling. (This happens during the fact-checking phase of my edit.) Then I note an author’s spelling preference for common words. For example, ‘wellbeing’ and ‘well-being’ are both acceptable in Australia. If the author uses the former more frequently, I’ll add that to the style sheet and change the others accordingly.

At the start of the style sheet, I’ll include my resources, such as the style guide, house guide and preferred dictionary. I’ll also note any preferences about numbers, hyphenation, italics, capitalisation and punctuation. For more specialised titles, like cookbooks, I may include recipe style preferences, such ‘1 x 400 g can crushed tomatoes’ instead of ‘1 x 400 g tin crushed tomatoes’ or ‘2 litres’ instead of ‘2L’.

Extract from a style sheet — Extract from a non-fiction style sheet

How detailed should a style sheet be?

A style sheet isn’t meant to be too long – or too short. So what’s the sweet spot? It depends on the book. For fiction, you may need to include the characters (and their appearance), locations and a timeline of events – in addition to a relevant word list. For academic non-fiction, you’ll need to include terminology and the referencing style. For business writing, there may be important notes about formatting and brand voice that aren’t included in official guidelines.

That said, you shouldn’t include every name, place, brand or event that appears in the manuscript – or style decisions that are already covered by your style manual (unless it’s a subtle point you want to include for easy reference). This would make the style sheet long and unnecessarily repetitive. It’s best to concentrate on unusual or easily confused spellings, and choices that deviate from accepted rules.

Can a writer create a style sheet?

You don’t have to be an editor to create or use a style sheet. In fact, you’d be doing your editor a favour if you started one yourself. Not only does it help you write more consistently, but it can also be adapted into the editor’s own style sheet and reduce corrections. (Don’t worry, they’ll still do some checks to make sure all the spellings are correct.)

Is a style sheet just for books?

Style sheets aren’t just limited to books. They’re also useful for longer projects, like reports, handbooks, newsletters and website copy. It ensures that a business’s content is consistent and recognisable across channels. And if you hire new writers or editors, they can get up to speed quickly and avoid time-consuming rewrites or edits.