But Can I Start a Sentence with "But"?

1. Style Requires Judgment, Not Just Rules

So much of editing goes beyond merely applying rules. It requires judgment.

Beyond Correctness. Editing isn't just about adhering to a rigid set of rules; it's about exercising sound judgment. What's considered correct in one context, such as a legal document, might be entirely inappropriate in another, like a graphic novel. The best editors understand this and avoid blindly applying rules that stifle a writer's voice.

Context Matters. The key to effective editing is understanding the specific needs and goals of the text. A legal document demands precision and formality, while a blog post might prioritize readability and a conversational tone. Editors must adapt their approach to suit the context.

Voice and Style. Overzealous copyediting can strip a piece of its unique voice and style. The goal is to enhance the writing, not to homogenize it. Editors should be mindful of preserving the author's intent and personality while ensuring clarity and accuracy.

2. Consistency vs. Common Sense

When consistency gets silly, you can rebel.

The Limits of Consistency. While consistency is generally desirable in writing, it shouldn't come at the expense of common sense. There are times when strict adherence to a style guide can lead to awkward or nonsensical results. In such cases, it's best to prioritize clarity and readability.

Breaking the Rules. Style guides are meant to be helpful, not prescriptive. Editors should feel empowered to deviate from the rules when doing so improves the overall quality of the writing. This requires a deep understanding of both the rules and the underlying principles they're meant to serve.

Reader Experience. The ultimate goal of editing is to create a positive reading experience. If strict consistency hinders comprehension or enjoyment, it's time to reconsider the approach. The needs of the reader should always come first.

3. Capitalization: Context is Key

“‘President of the Mess Hall’ is going to look pretty silly.”

Down Style. Chicago style favors a "down" style, meaning it prefers lowercase letters whenever possible, even in some cases where others might capitalize. This approach aims for a more understated and less ostentatious tone.

Titles and Proper Nouns. Capitalization often depends on whether a term is used as a formal title or a generic description. For example, "secretary of state" is lowercase, but "Secretary of State Clinton" is capitalized. Similarly, "the queen" is lowercase, but "the Queen Mother" is capitalized.

Institutional Inconsistency. Many institutions have their own capitalization preferences, which may differ from Chicago style. While it's important to be aware of these preferences, editors should ultimately strive for consistency within a given document.

4. Commas: More Than One Way to Be Correct

Three people have three strong opinions about commas . . .”

Comma Placement. Comma usage is often a matter of personal preference and stylistic choice. There's rarely a single "correct" way to punctuate a sentence, and different style guides may offer conflicting advice.

Readability Trumps Rules. While grammatical rules provide a useful framework, readability should always be the primary concern. If a comma improves clarity, it should be included, even if it technically violates a rule.

The Serial Comma. The serial comma (also known as the Oxford comma) is a particularly contentious issue. Chicago style generally recommends using it, but some writers and editors prefer to omit it. Ultimately, the decision comes down to personal preference and consistency.

5. Hyphens: Clarity Over Convention

Hyphenation should be a last resort.

Avoiding Ambiguity. Hyphens are primarily used to prevent ambiguity and improve readability. They're particularly useful in compound modifiers, where they help to clarify the relationship between words.

Business Speak. Overuse of hyphens can lead to awkward and unnatural-sounding prose. It's often better to rewrite the sentence to avoid the need for excessive hyphenation.

Real Estate Ads. Real estate ads are notorious for their confusing and inconsistent hyphenation. Editors should pay close attention to these descriptions and ensure that they're clear and grammatically correct.

6. Citations: Accuracy and Accessibility

If you give birth to a source and he’s still living under your roof . . .”

Crediting Sources. Citing sources is essential for maintaining academic integrity and giving credit where it's due. It also allows readers to verify the information presented and explore the topic further.

Citation Styles. There are various citation styles, each with its own specific rules and formatting guidelines. Chicago style is one of the most widely used, particularly in the humanities.

Unconventional Sources. Citing unconventional sources, such as food labels or live performances, can be challenging. In such cases, it's best to provide as much information as possible to help readers locate the source.

7. Usage: Nuance and Flexibility

Can fewest mean zero?

Grammar Superstitions. Many common grammar "rules" are actually just superstitions with no basis in actual usage. Editors should be wary of these myths and focus on promoting clear and effective communication.

Double Prepositions. While some double prepositions, like "off of," are generally discouraged, others are perfectly acceptable and idiomatic. The key is to use good judgment and avoid constructions that sound awkward or unnatural.

Gender-Neutral Language. Using gender-neutral language is increasingly important in modern writing. Editors should be mindful of avoiding gender bias and using inclusive language whenever possible.

8. Formatting: Balancing Style and Substance

Holy metaphysics— we aren’t that fancy

Font Choices. Font choices can have a significant impact on the readability and overall aesthetic of a document. Serif fonts, like Times New Roman, are generally preferred for body text, while sans-serif fonts, like Arial, are often used for headings.

Justification. Full justification, where the text is aligned on both the left and right margins, is typically used for professionally typeset materials. Ragged-right justification, where the text is aligned on the left margin only, is often preferred for other types of documents.

Illustrations and Tables. Illustrations and tables should be clearly labeled and integrated into the text. They should also be accessible to readers with disabilities.

9. Alphabetization: Practicality Over Precision

Every letter is taken into account in letter- by- letter alphabetizing.

Letter-by-Letter. In letter-by-letter alphabetization, every letter, space, and punctuation mark is taken into account. This can lead to some unexpected results, such as "Albert the Great" preceding "Albert of Saxony."

Foreign Words. When alphabetizing lists that include foreign words, it's generally best to follow standard English alphabetizing rules. This ensures that the list is accessible to the widest possible audience.

Names. Alphabetizing names can be tricky, particularly when dealing with hyphenated surnames or names with titles. Editors should consult a style guide for guidance on these situations.

10. Editing: A Blend of Art and Science

Aaagh!” to “argh!” to “aahhh!”

The Editor's Role. Editing is both an art and a science. It requires a keen eye for detail, a deep understanding of grammar and style, and a sensitivity to the author's voice and intent.

Knowing When to Stop. One of the most challenging aspects of editing is knowing when to stop. It's easy to get caught up in nitpicking and lose sight of the bigger picture. The best editors know when to let go and trust the author's judgment.

Continuous Learning. The world of language is constantly evolving, and editors must be committed to continuous learning. This means staying up-to-date on the latest trends and best practices, and being willing to adapt their approach as needed.

Last updated: April 14, 2025