Q. While copyediting a scholarly manuscript, I’m having trouble with the author’s very frequent use of key terms (which he puts in quotation marks and I then change to italics). I know the rule is to put the word in roman after first mention. The MS is nearly 500 pages, and I’m wondering if there are instances in which I should reintroduce the key term—that is, put it back in italic—if it has been quite a number of pages since its last mention. Also, in a similar vein: Some of the terms, if not italicized, don’t fit semantically into the sentence. So, should I put them in italic even after first mention (and despite the amount of space since last mention) if it will help clarify meaning for the reader? I have only a few weeks left to finish this book, and I’m agonizing over how long it’s going to take me to go back and fix places in which I might’ve been remiss.
A. There is no rule that a term must be put in roman every time after its first occurrence. And even if there were, it is wrong to enforce any rule when the result is confusing for the reader. Although it’s a good idea to put key terms in roman after the first occurrence because repeated italics can become annoying, italics should be used whenever they are helpful. Please read CMOS 7.56 and 7.63 for more guidance.
[This answer relies on the 17th edition of CMOS (2017) unless otherwise noted.]
Q. What is “flush-and-hang style”?
A. The normal style for paragraphs indents the first line only. Flush-and-hang style does not indent the first line (and thus the line remains “flush left”), but it does indent all the rest of the lines (“hanging” them). This style is often used for numbered or bulleted lists. You can find more information about flush-and-hang style by looking in the index at the CMOS Online site under F. Or type “flush hang” into the Search box.
[This answer relies on the 17th edition of CMOS (2017) unless otherwise noted.]
Q. Dear ChiMoS, I am currently struggling with a writing style that I’ve not been able to find a reference on. The writing has to do with radio voice communications of pilots while in flight. These communications use a kind of jargon that is akin to a code. Example 1: “Eagle 12, shackle 242.” Example 2: “Eagle 12.” The first example appears to be an imperative from one pilot to Eagle 12, while the second example appears to be an acknowledgment of the imperative by Eagle 12. Does anyone know where I can find any documented standards or rules regarding the writing of these types of coded radio communications?
A. Although we don’t know of a style manual for writing radio voice communications, there are style guides written specifically for transcribing oral histories that might be of use to you. Here are two, one at Baylor University and the other at Tigerfish.
[This answer relies on the 17th edition of CMOS (2017) unless otherwise noted.]
Q. Would it be permissible to standardize a format within a publication that otherwise generally adheres to Chicago? I would appreciate any light you could shed on this.
A. If you are obliged to follow Chicago strictly for some reason (such as its being required by your dissertation office), then it is not permissible to change it. Otherwise, you may adapt Chicago’s guidelines to fit your needs (as we have recommended since our first edition in 1906).
[This answer relies on the 17th edition of CMOS (2017) unless otherwise noted.]
Q. My publisher has asked me to contact you. Do you have any experience as to whether various publishers of books will use a different style manual, say AP, for back covers and marketing copy (e.g., no serial comma, certain styles for word usage) than is used within the book (CMOS style)? Do publishers use different word spelling on a book’s cover than is used inside the book (e.g., openpit vs. open pit; socio-economic vs. socioeconomic, Website vs. website)? I work for a company whose marketing department has set their own style guide for marketing copy and book cover design that differs from that of the publishing department, who edits the body of the books. Does anyone else do this that you know of?
A. I can only speak for the University of Chicago Press, where we strive for consistency in our books, cover included. The jacket copy is copyedited by a book manuscript editor, just for that purpose. Occasionally the marketers will win the right to depart from style in a certain matter, but on the whole, we assume that readers would notice discrepancies and chalk them up to sloppiness.
[This answer relies on the 17th edition of CMOS (2017) unless otherwise noted.]
Q. I have just received a manuscript for copyediting. The authors have left many references unfinished. They also used initials for first names in each and every reference (along with not including issues/volumes of journals, not putting chapters in quotation marks, etc.). As there are over 1,000 references, looking up all of this and fixing it will take some time, and I have another book scheduled right after this one. I may be wrong, but it seems to me that if the authors supply a reference list that is, basically, unusable, they should fix it.
A. If the publisher requires a certain style, then sometimes authors will be asked to revise. Certainly it is not usual for a copyeditor to supply missing citation data, and if the publisher is flexible about accepting a different style, you might be off the hook for the heavy copyediting. You should consult the assigning editor before you proceed. Incidentally, it would be a good idea to look at a guide like Charles Lipson’s Cite Right, which shows examples of citations in all the major styles. You will learn there, for instance, that in some styles it’s normal to use initials for first names and to omit quotation marks for chapter titles.
[This answer relies on the 17th edition of CMOS (2017) unless otherwise noted.]
Q. Style dictates no paragraph indent on the first line of an extracted quote. When there is dialogue, it looks awkward to leave out the indent on the first line, but I have always done that true to style. Could you verify that? Also, I now have a case of dialogue using em dashes instead of quotation marks. I assume the same is true: The first line has no paragraph indent but subsequent dialogue has normal paragraph indents. Again, please verify.
A. If you are talking about dramatic dialogue, in Chicago style, each paragraph normally begins with the name of a speaker and is set in flush-and-hang style, so there’s no question of a first-line indent. (Please see CMOS 13.46.) In any case, when following a style looks awkward, the last thing we want you to do is use it anyway. We try hard to discourage writers and editors from forcing our guidelines into unsuitable situations!
[This answer relies on the 17th edition of CMOS (2017) unless otherwise noted.]
Q. I’m a young writer who is the editor and journalist for a small publication and school newspaper. I was never taught how to write or how to write an article, so my question is how do I seek help or improve my means of editing and writing without support?
A. This is a tough question. Usually people aren’t asked to run before they can walk. Unfortunately, there’s no magic way to bring someone up to speed in the craft of writing or editing without a great deal of practice. Take an editing or writing class if you can, but for now, read everything you can get your hands on that’s similar to the material you’re supposed to be writing and editing. Read every issue of your school newspaper that you can find. In addition, read high-quality literature in whatever area interests you. When you read, your mind absorbs the sound and feel of the writing, and it becomes easier for you to write in the same way. It’s like learning a song. Imitating the writing of others is the first step to becoming a writer. You’ll find your own voice later. To learn about editing, read The Chicago Manual of Style and Strunk and White’s The Elements of Style. That will help you know what kinds of problems to look for. And if you find all this reading to be a burden or boring, you’ll know you’re in the wrong line of business.
[This answer relies on the 17th edition of CMOS (2017) unless otherwise noted.]
Q. I am the first and only technical writer at this company. Since they do not have any style guides, I know legally there are no issues in using the Chicago Manual of Style. But is it legally OK to use the Microsoft Manual of Style?
A. I suppose that depends what you use it for. (How heavy is it?)
[This answer relies on the 17th edition of CMOS (2017) unless otherwise noted.]
Q. Looking at how CMOS (chapter 1) divides a book into parts, where would you place a donor (or donation) page?
A. You could put a list of donors on page ii, or if it’s more than a page long, you could put it at the back of the book before the index. Acknowledgment of a single donor could appear on page ii or on the copyright page.
[This answer relies on the 17th edition of CMOS (2017) unless otherwise noted.]