Editing  & Proofreading Cheat Sheet

There’s a fic on fanfiction(.)net that I’ve kept tabs on for years to see if it’s been updated or not. While I’m no longer even in the fandom it’s written for, it just has one of the greatest storylines I’ve ever read. Last time it was updated was 2011.

The other day, I decided to reread the entire thing and leave a very in-depth review of what I thought of each chapter. I also mentioned how I started reading it when I was 13 and am now 21, but always came back to see if it was ever finished because I loved it so dearly.

Today, said author sent me a private message saying that her analytics showed that the story was still getting views even after all these years, but no one ever bothered to leave reviews other than “update soon!!!”, so she never felt motivated enough to finish it. She said that me reviewing every single chapter with lengthy paragraphs made her cry and meant the world to her. She also mentioned that she felt encouraged to write the two remaining chapters needed to complete the story and that she would send me a message the night before she updates the fic.

I’m literally sobbing. I’m so excited :’)

Please always remember to leave a review when reading fanfiction!!! It means a lot to a writer.

The Editing Agenda: Those Darn Dashes

When it comes to formatting and punctuation issues, hyphens and dashes take the cake. Their use in books is incredibly inconsistent, which leads to a lot of confusion for anyone trying to learn them. This article will give a thorough breakdown of each kind and their uses as they pertain to fiction. Keep in mind that the rules I’m covering are the ones that are the most beneficial for fiction writing—there are some that won’t be addressed in this post. And all rules mentioned are based on The Chicago Manual of Style, 16th Edition.

Hyphens

Phrasal Adjectives

Phrasal adjectives are a short group of words (usually two but sometimes three or more) that link together to modify another noun. They typically precede the noun and are very common in fiction writing.

Example 1: rose-colored glasses

Example 2: four-chambered heart

A fantastic resource for this can be found on The Chicago Manual of Style website: http://www.chicagomanualofstyle.org/16/images/ch07_tab01.pdf

This chart shows you the breakdown of various combinations of adjectives and how they should be punctuated, including permanently hyphenated words and exceptions. The CMOS advises following Merriam-Webster’s dictionary for determining which words and phrases should always be hyphenated. Some of examples of this are the words life-form, run-down (not to be confused with rundown, which holds a different meaning), and short-lived.

Compound Name

Hyphens are also used for compound names, including surnames, first names, and other names.

Example 1: Merriam-Webster

Example 2: Mary-Kay

Example 3: Theta-Gamma

Word Division

The most common word division breaks where you’d find hyphens would be line breaks, syllable breaks (often used for pronunciation purposes), and prefixes and suffixes. Which isn’t all that common in fiction writing. However, you will often see it in dialogue, particularly with stuttering.

Example: “W-w-where’d you l-l-leave it?” Tom asked.

Separators

Hyphens can also be used to separate letters and numbers. That’s that type of thing you see with phone numbers, ID numbers, and the like. However, a great use for separation hyphens in fiction writing if when have a word that you need to spell out completely or partially.

Example: The sign read: “C-A-U-T.” The rest had long worn off.

En Dashes

Dates, Times, and Page Numbers

The en dash’s main purpose is to replace the word to. The most typical occurrence of this would be with dates, times, and page numbers.

Example 1: He held office from 1929–1932.

Example 2: The event is Saturday, 2:30p.m.–4:30p.m.

Example 3: Tonight’s assignment is to read pages 32–45.

You also might see this with scoring/votes and with an unfinished number range.

Example 4: We won our last game 13–2.

Example 5: The magazine (2003–) has produced six volumes so far.

However, you should always use the word “to” instead of an en dash if “from” precedes the range.

Example 6: He joined us from 11a.m. to 12p.m. but had to leave for lunch after that.

Directions and Compound Adjectives

En dashes are also sometimes used with words, as can be the case with directions.

Example 1: I took the London–Paris train last week.

And sometimes—very rarely—an en dash is used with compound adjectives. This is where it gets tricky because the intended meaning can often get muddled by using this method, so it’s usually best to reword and find a more elegant solution when possible.

Example 2a: I’d like to find more Taylor Swift–style music.

Example 2b: I’d like to find more artists like Taylor Swift.

Version 2b of the above example flows much better and is less confusing than the first, so it’s definitely the better choice.

And with two sets of compound adjectives where the sets are acting as coordinate adjectives to each other, a comma is the best option.

Example 3: This run-down, high-maintenance property will end up costing a lot of money.

Universities

The last use of en dashes is one that you probably won’t find in most fiction writing, but it’s useful to know nonetheless. You will sometimes find universities with multiple campus locations using an en dash to include the location name.

Example: I put my application in for Fordham University–Westchester.

Em Dashes

Em dashes are used to set off phrases and clauses in a manuscript that require an abrupt break, either to draw attention to it or because there is a large shift in the train of thought. This is one of the most useful tools an author has in fiction writing when it’s used correctly and sparingly. Note that em dashes should NOT be substituted with ellipses; the two serve different purposes.

Em Dashes vs. Ellipses

Em dashes are used for interruption or to set off an explanatory element. An ellipsis is used to indicate hesitation or trailing off.

Example 1: “Lucy, where did you put—”

“It’s none of your business!” Lucy shouted from the other room.

Example 2: I stumbled down the stairs—the power had gone out earlier that evening—before I found my way to the bathroom.

Example 3: “I don’t know…” I admitted. “I hadn’t really thought much about it.”

Interrupted Thoughts

Sometimes the interruptions can come in the form of narrative thoughts.

Example: Justin’s feet pounded against the ground as he blazed down the trail. Awesome. If he kept up the pace, he’d beat—a tree root caught his foot, and he was sent sprawling into the dirt.

And if you have a character that is having trouble forming a sentence due to the circumstances at hand and/or heighted emotions, em dashes can be used to indicate stammering between words (not syllables).

Example: “What I meant was—why can’t we—oh, just forget it,” Julie spat out.

Words and Phrases

An em dash can also be used to set off noun or pronoun at the beginning of the sentence.

Example: Cowards—they were the ones who sought power.

Another common use for the em dash is before the phrases “namely,” “that is,” “for example,” and others similar to those.

Example: We spent most of the afternoon in the garden—that is, until the heat got to be unbearable.

Note: You should never use em dashes within or immediately following an element that already has a set of em dashes. Not only would this look terrible aesthetically, but it could also cause potential misinterpretation.

Interrupted Dialogue

The last use of em dashes for fiction is probably one of the trickiest, but it can also be the most useful. If you have a line of dialogue that is split up by an action in the middle, you can use em dashes to set off that action.

Example 1: “Well, the thing is”—Tommy quickly turned his attention to his feet—“it’s just not working out between us.”

Note that the em dashes go outside of the quotation marks in such a case, and the quotation is a continuous line of dialogue that is being split. The first word of the dialogue after the split should be lowercase. You can’t use this method if you have two separate sentences that have an action in between. In that situation, you’d use periods.

Example 2: “You really mean it.” I could hear my voice catch in my throat. “I just don’t understand what happened.

Two-Em Dash

One type of em dashes that is not commonly used in fiction writing that is probably my favorite is the 2-em dash. The 2-em dash is used to omit words or parts of words that are missing or illegible, or to conceal a name. Two em dashes are most useful for the genres of fantasy, thriller, and mystery, where characters might come across documents that have damage to them. The example below is from a snippet of a work in progress of mine: book one of the Ansakerr series.

My dearest I——,                                                                        

If you are reading this, I have long since p—— away. I can only pray that my —— box and this letter have fallen into your hands and your hands alone. There is much you have yet learn to about me. There is still a D——k O—— out there, one more dangerous than you can imagine. For now, you are protected, but be on your toes, my girl. One day soon, I fear the p—— will fade, and you’ll need to be ready. He is coming.

The key will lead you to A——. It will hold the answers you’re looking for.

Deepest love and affection,

Grandma Bea

Notice that most of the missing parts are for key elements, including names, places, and very specific items that are clearly key for the plot. If you craft these parts well, you can purposely mislead a reader in the narrative, giving a bit of a twist to your story.                                                                                  

Formatting and Stylistic Use

No spaces should be used around hyphens or dashes except in the case of the 2-em dash when it is being used to completely omit a word. This is probably the most common error regarding formatting of hyphens and dashes that I come across. Though there is some debate about spacing among various sources, the CMOS is pretty clear about it. But again, as with anything else in writing, consistency is the most important.

As for formatting the different dashes, mainstream word processors include symbols for each that you can insert into your document. In fact, some of them even automatically convert two hyphens used together into an em dash. While most publishers will accept em dashes in the form of two hyphens (in fact, some even request that you submit manuscripts that way), when it comes to actual printing and online publishing of the material, you’ll want to make sure they’re replaced. Your document will look more professional when you use the correct symbol, and your readers will likely notice as well.

Tip: To quickly find and replace any stray instances of two hyphens with an em dash symbol, use your word processors Replace function.

Lastly, when it comes to use with other punctuation, a question mark or an exclamation mark can precede an em dash, but never a comma, colon, or semicolon. In other words, if you use an em dash where one of the latter punctuation marks would typically be used, the dash takes the place of the punctuation.

Example: He bent down to tie his shoe—but he stopped when he saw Alyssa approaching.

things i have to remind myself (writer edition)

writing doesn’t get easier.

sometimes you have to write for the sake of writing.

plot should be allowed to change.

the story in your mind will never perfectly translate into text and that’s okay.

characters change, they’re supposed to change.

you’re supposed to enjoy what you write.

educate yourself about the different cultures you write about.

your friends shouldn’t be your critics.

the side character you love so much? sometimes they need to be cut from the story.

write what you want to read and not what you think people want to read.

there is no age limit in publishing, you have all the time in the world.

not every idea will grow into a story, sometimes you need to let go.

love your story, because it will be just the two of you for a while.

it’s okay to not write every day, that doesn’t make you less of a writer.

helpful sites for writers

i have a little collection of websites i tend to use for coming up with ideas, naming people or places, keeping clear visuals or logistics, writing basics about places i've never been to, and so on. i tend to do a lot of research, but sometimes you just need quick references, right? so i thought i'd share some of them!

Behind the Name; good for name meanings but also just random name ideas, regardless of meanings.

Fantasy Name Generator; this link goes to the town name generator, which i use most, but there are lots of silly/fun/good inspo generators on there!

Age Calculator; for remembering how old characters are in Y month in Z year. i use this constantly.

Height Comparison; i love this for the height visuals; does character A come up to character B's shoulder? are they a head taller? what does that look like, height-wise? the chart feature is great!

Child Development Guide; what can a (neurotypical, average) 5-year-old do at that age? this is a super handy quickguide for that, with the obviously huge caveat that children develop at different paces and this is not comprehensive or accurate for every child ever. i like it as a starting point, though!

Weather Spark; good for average temperatures and weather checking!

Green's Dictionary of Slang; good for looking up "would x say this?" or "what does this phrase mean in this context?" i love the timeline because it shows when the phrase was historically in use. this is english only, though; i dig a little harder for resources like this in other languages.

Showing 'Anticipation' in Writing

Fingers tapping rhythmically on a surface.

Shifting weight from one foot to the other.

Checking the time frequently.

Eyes darting to the door or window expectantly.

Taking deep, excited breaths.

Biting the lower lip in nervous excitement.

Rubbing hands together eagerly.

Whispering, “I can’t wait” to themselves or others.

Fidgeting with objects, like twisting a ring or playing with a pen.

Heart pounding with eagerness.

Perking up at any noise that might signal the anticipated event.

Smiling slightly, as if imagining the future moment.

Knees bouncing up and down while seated.

Glancing at their phone or watch repeatedly.

Clutching a piece of clothing or accessory tightly.

Standing on tiptoe to get a better view.

Ears straining to catch any sound.

Swallowing nervously, throat dry with excitement.

Humming or softly singing to pass the time.

Practicing a speech or action they are looking forward to.

Reactions to tragedy

In real life, pretty much everybody reacts to tragedy differently. So why is it that every author has their pet reaction to tragedy that all their characters use? Not only is it unrealistic, but it takes away the chance for the characters’ different reactions to reveal things about themselves.

Possible reactions to tragedy (not an exhaustive list):

Distracting oneself with mindless activities

Distracting oneself with others’ humor

Distracting oneself by making jokes

Distracting oneself by reading/watching/playing stories

Distracting oneself with hard mental work

Distracting oneself with hard physical work

Distracting oneself with creative endeavors

Distracting oneself by chatting with friends about normal things

Talking to friends about the tragedy

Talking to authority figures about the tragedy

Talking anonymously with strangers about the tragedy (if possible)

Getting wrapped up in others’ problems

Staying unusually silent

Screaming

Crying loudly

Crying silently

Doing everything possible not to cry

Pacing

Taking unhealthy risks

Going for revenge against whoever one can blame

Punching random objects

Throwing random objects

Lashing out against friends and family members

Trying to prevent a similar tragedy from happening

Eating more than usual

Not eating

Taking mind-altering substances

Getting in unhealthy relationships

Isolating oneself

Obsessing over routine

Numbness combined with apathy

Numbness combined with going through one’s normal motions

Trying to get things back the way they were

Denial

No reaction at first but a reaction hits later in greater force

No reaction at all. Emotions relating to the tragedy just fail to load. Note that this can happen to anybody and does not mark a character as a sociopath.

Characters can have more than one reaction at the same time, one reaction after another, or different reactions to different tragedies.

hey writers! OneLook Thesaurus lets you find that word you can’t think of but can describe! go check it out!

Body language cues for a few emotions

Happiness:

Smiling genuinely, with crinkles around the eyes.

Open body posture, with relaxed arms and shoulders.

Leaning forward slightly towards the person or object of interest.

Making eye contact with a warm and engaged expression.

Anger:

Tightened jaw and clenched fists.

Furrowed brows and narrowed eyes.

Standing or sitting with a rigid and tense posture.

Pointing fingers or aggressive gestures.

Raised voice or speaking through gritted teeth.

Sadness:

Downcast eyes and a drooping posture.

Slumped shoulders and shallow breathing.

Avoiding eye contact and withdrawing from social interaction.

Sighing or a subdued tone of voice.

Tearfulness, with watery or red eyes.

Fear:

Widened eyes with dilated pupils.

Raised eyebrows and a tense facial expression.

Frozen or rigid body posture.

Backing away or seeking physical distance from the perceived threat.

Trembling or shaking, especially in the hands or legs.

Surprise:

Raised eyebrows and widened eyes.

Mouth slightly agape or forming an "O" shape.

Leaning forward or recoiling backward in response to the surprise.

Quick inhalation or gasp of breath.

Rapid blinking or blinking more than usual.

Disgust:

Curling the upper lip or wrinkling the nose.

Narrowing the eyes and raising the upper eyelids.

Turning the head away or physically distancing oneself from the source of disgust.

Covering the mouth or nose with the hand or a tissue.

Expressing verbal disgust through phrases like "ew" or "yuck."

These are just some examples, and individuals may display variations in their body language based on their personality, cultural background, and the specific context of the situation.

Showing 'Anger' in Writing

Clenched fists and knuckles turning white.

Eyes narrowing to slits, brows furrowed.

Jaw muscles tensing visibly.

Speaking through gritted teeth.

Taking deep, sharp breaths.

Pacing back and forth, unable to stay still.

Pointing a finger accusingly.

Voice raising to a shout or a growl.

Kicking or punching nearby objects.

Lips pressed together in a thin line.

Rapid, agitated movements.

Slamming doors or throwing objects.

Standing with arms crossed tightly.

Glaring intensely without blinking.

Face turning red or flushed.

Breathing heavily and erratically.

Snapping at others for minor things.

Shaking with barely contained rage.

Muttering or growling under their breath.

Eyes blazing with fury.

Writing Description Notes: Mental Pain

Updated 3rd June 2024 More description notes

The hallucinations were the same as being tortured for real, all of the emotions, all of the trauma, and none of the empathy that would come with such a real life ordeal.

There was something in that shout, a pain behind it. John watched. He watched Jane’s eyes. Then he knew. The anger was nothing but a shield for pain, like a cornered soldier randomly throwing out grenades, scared for his life, lonely, desperate. He breathed in real slowly. What if nothing blew up? What if there were no consequences? Wouldn't John have to calm down? Wouldn't the shield clatter to the ground and let the pain tumble out?

John sees Jane. He does. He sees pain in her eyes. It has sat there for her lifetime, trapped in the confusion we all carry. He sees love too, the love she would have given were it not for the scars. It's still there, and one day he will set her free. John is not perfect, yet he loves her, and he knows what love means. He asks for a chance to find his feet, to stop his own head from spinning, and he will prove it. There is so much of her life that is a hell for her soul, and she stays there from strength rather than weakness, he knows. So he wants to join her in that pain, walk with her, feel the same torture he knows she bears. And one day, he will find just the right way to bring her home, his love.

Jane's emotional pain seeps out in her words, and it hurts John to hear them, hurts to read them. He senses what is inside that troubles her, yet also there is so much goodness there too—bravery, tenacity. She holds on like a fighter, every morning rising at the ringing of "the bell." All he can offer her is a brighter horizon, a hope that one day she will be free of all this. One day there will be choice, freedom, and security of food, shelter on a healthy Earth. 

Emotional pain leaves invisible scars, yet they can be traced by the most gentle of touch.

Nobody wants to hurt, yet if John's pains can be used to help others, he feels blessed. Anyhow, perhaps his scars are his road-map; maybe he would be lost without them.

He turned towards him, a pained expression plastered across his face, teeth clenched as he tried to steady his breathing.

Gripping the ground as hard as he could to take some of the pain away.

It was as if a thousand needles of doubt and self-loathing were piercing her heart with each passing moment, leaving behind a tapestry of scars that only she could see.

It was as though a veil of sadness had been draped over her eyes, distorting her perception of the world and casting everything in shades of gray.

The weight of sorrow was a constant companion, pressing down on his shoulders until he felt he might collapse under its burden.

Her mind was a battlefield, each thought a landmine ready to explode with memories she wished she could forget.

The storm inside his head raged on, a relentless barrage of thoughts and fears that left him feeling exhausted and defeated.

It was as if a dark cloud had settled over his soul.

Her chest felt hollow, a yawning emptiness where joy and peace once resided, now replaced by a gnawing ache.

His mind was a prison denying him the freedom to live fully.

She felt like she was drowning in an ocean of despair, every attempt to surface met with another wave of hopelessness.

Every laugh felt hollow, every smile forced, as if she were playing a role in a play she didn't want to be in.

She felt like a ghost, wandering through life unnoticed, her pain invisible to everyone but herself.

The nights were the worst, when the darkness outside matched the darkness within, and sleep was a distant dream.

It was like a fire burning within, consuming all that was good and leaving behind nothing but ashes of what used to be.

The pain was a silent scream, a cry for help that no one could hear.