Importance of Style Sheets

Veteran editors and writers know the importance of a style sheet for a project. A style sheet—not to be confused with the styles used in word processing or layout software—is a document that lists how words are used in a project. For example, is health care one word or two? You might ask, isn’t this what the dictionary is for? Yes, but only to a point. A quick check of the dictionary will tell you that health care is indeed two words.

Where a style sheet comes into play is to record how words and phrases not commonly found in the dictionary are used. Sticking with the example, of health care, many organizations in that industry actually set the word solid. In this case, the style sheet should indicate that healthcare is to be set solid. If the writer does not add this to the style sheet, the editor will likely “correct” every instance of the word. If the editor does not include this in the style sheet given to the copyeditor and proofreader, they will likely flag every instance to be set solid. Even though the dictionary shows correct spelling for words, a nonfiction project will still have a style sheet to indicate usage, spelling, or even meaning for unusual words and phrases.

Similarly, a work of fiction should have a style sheet. For example, in chapter one, a character says, “Hi ya’, Hon! ” If in chapter three the character again says Hon, it should be capitalized. Likewise, every time the character uses the word ya’ it should be rendered as y-a-apostrophe.

Consistency is the purpose of a style sheet. Throughout a project, words and phrases should be treated the same each time they appear. This is the sign of a well-written and well-edited project. The old saying in technical writing is, it’s okay to be wrong as long as you are consistently wrong. Readers expect the language to remain consistent throughout a written piece. Additionally, in fiction, consistency in how a character speaks or thinks helps to build a vivid picture in the reader’s mind. Strive to always use a style sheet in your writing projects. Doing so will help you as a writer and help to create a cohesiveness in the project as a whole.

Tin Whiskers Publisher is a member of the Independent Book Publishers Association (IBPA). IBPA’s mission is “to lead and serve the independent publishing community by providing advocacy, education, and tools for success.” IBPA is a not-for-profit membership organization serving and leading the independent publishing community. Founded in 1983, it is the largest publishing trade organization in the United States. IBPA members pledge to uphold the organization’s code of ethics.