Why Is a Glossary of Writing Terms Helpful?

As a freelance writer, you must familiarize yourself with the key terms used in the writing industry. Being well-versed in writing terminology will help you communicate effectively with your clients and convince them of your ability to deliver high-quality work. Using the correct language shows that you take your craft seriously, understand the context in which you’ll be writing, and know what is required to meet the client’s needs.

Writing Terms Glossary

Here are our top writing terms for freelance writers.

• A/B Test
  A/B testing is a simple but powerful way of comparing two versions of something to determine which performs better. For instance, a client may request a writer to provide two titles for a blog post to decide which one resonates better with the target audience.
• Business-to-business (B2B)
  B2B marketing promotes products or services to other businesses rather than individual consumers. For example, a software company’s target audience would be other businesses that require software solutions to improve their operations rather than individual consumers who may not have a use for such software.
• Business-to-consumer (B2C)
  B2C marketing is directed at individual consumers. Tailor your writing to keep your target audience in mind, which will vary from product to product.
• Body Copy
  This is the central part of a blog post or article, where all the primary information is. Body copy often encourages the target audience to take a particular action, for example, buying a product or trying out a service. It will go into detail on the features and benefits of the product for the consumer.
• Branding
  Branding creates a distinct identity for a company, individual, product, or service. It’s the image you want your readers to consider when they think of a particular brand. There are lots of different aspects to branding, including:
  
  – A consistent use of visual elements like logos, color schemes, and typography across all platforms
  – A consistent communication style and personality (e.g., language and tone of voice) 
  – Establishing a mission statement and core values
  
  When writing for clients, keeping their brand identity in mind and maintaining consistency throughout the content is essential.
• Byline
  A byline is a line that tells readers who has written a piece of content. Sometimes, a byline is simply the author’s name, whereas, in others, it’s a more detailed bio. A byline is a great way for freelance writers to get their work noticed and establish credibility.
• Caption
  A caption is a brief description of what is shown in a photo.
• Call to Action (CTA)
  A CTA is a short line or phrase that encourages a reader to take a specific action, for example, buy a product, sign up for a newsletter, or contact a company for more information. CTAs can appear anywhere in a piece of content but are often found toward the end. They usually take the form of an embedded link or a clickable button. One example of a call to action is “Contact us today to learn more!”.
• Cold Email
  A cold email (or pitch) is a message you send to an individual or company with whom you have no prior relationship. It’s a form of marketing that writers can use to attract new clients. In contrast, a warm email is sent to someone with whom you have an existing relationship.
• Conflict of Interest
  Maintaining objectivity and avoiding conflicts of interest is essential when writing a blog post or article. If you have a personal or professional relationship with a source or the subject matter, it may be perceived as a conflict of interest. Therefore, it’s necessary to disclose any potential matches immediately. You can collaborate with your editor or client to find a solution to any conflicts that arise.
• Content Management System (CMS)
  A CMS is a computer program that enables you to write, edit, modify, and publish content. While WordPress is one of the most popular CMS, freelancers who work with content companies often use one created by the company itself.
• Conversion
  Copy that aims to motivate a reader to take a specific action – such as signing up for a mailing list, sharing information, or making a purchase – is known as conversion copy. Every time a reader takes a desired action, it’s a conversion. The effectiveness of any web content can be evaluated by its conversion rate. Clients often seek writers who can produce content with a high conversion rate.
• Copy
  This refers to the text in any article or blog post that you write.
• Copywriting
  Copywriting involves writing promotional copy designed to benefit a business (for example, by persuading a reader to buy a product).  Copywriters work on a wide range of content, including advertisements, slogans and taglines, social media posts, and email campaigns.
• Content Writing
  While copywriting aims to sell a product, content writing is more about delivering information to solve a problem or address a pain point. Its tone is educational and informative rather than sales-y. Like copywriters, content writers work on a wide range of content, including blog posts and articles, white papers, case studies, and ebooks.
• Content Brief
  A content brief is a document given to a writer at the start of a project, which should cover everything they need to know to get started. For example, it will usually include the objective of the content, the desired target audience, the preferred structure, the expected word count, etc. If a client doesn’t provide a content brief or provides an incomplete brief, the writer may need to reach out to clarify expectations and discuss any information gaps.
• Deliverable
  A deliverable is a quantifiable output you agree to produce by the end of a project (for example, a 1500-word blog post). Before starting work on a project, it’s essential to ensure that you and your client know exactly what you will be delivering. This can help avoid any confusion later on.
• Dummy Copy
  A dummy copy is placeholder text inserted into a space before the final copy is added. It’s often in Latin, starting with “Lorem Ipsum” to indicate that it’s not actual content.
• Evergreen
  Evergreen content is designed to stay relevant for an extended period. When clients request evergreen content, they ask for something that will remain useful to their audience today and in the future, possibly for months or years.
• Hook
  To keep readers engaged, you need a “hook” that captures their attention. A hook is a sentence found in the first sentence or two of a piece of content, designed to compel the reader to read until the end. There are lots of different types of hooks that you can use, depending on the goal of the content.
• Infographic
  Infographics are visually appealing and highly informative graphics that present complex information in a simple and engaging way. They often incorporate captions for various elements within the graphic, making it easy for the audience to understand the information at a glance.
• Invoice
  An invoice, or a bill, is a document a freelancer issues to their client to request payment for their completed work. It’s the first step in collecting payment from the client.
• “Kill” Fee
  When a writer is assigned to write an article for a publication, there is always a chance that the article may not be published. However, if this happens, some publications offer a small consolation fee to the writer for their efforts. This fee is usually 10–20% of the planned publication fee the writer would have received had the article been published.
• Landing Page
  A landing page is a web page that a reader “lands” on after clicking on a link – whether in search results, an email, or a social media post. Landing pages are usually designed with a specific goal and include CTAs to persuade readers to take a particular action. Examples include signing up for a free trial, completing a form to access gated content, enrolling in an event, or signing up for a newsletter.
• Long-Form Content
  While there is no strict definition, long-form content is typically considered to be over 1,200 words. Examples of long-form content include pillar pages, in-depth blog posts, guides, and tutorials. This type of content is designed to educate and inform the reader.
  
  As it explores a topic in detail and provides much value, long-form content can boost audience engagement and conversions. Long-form content typically ranks better in search engines; it’s easier for Google and other search engines to understand and present more opportunities to incorporate keywords and links.
• Meta Description
  A meta description is a web page summary that appears under the page title in search engines. The meta description aims to inform the reader about the web page and convince them to click through. It’s usually 120–155 characters.
• Non-Disclosure Agreement (NDA)
  An NDA is a binding contract between a client and a freelancer. This agreement aims to safeguard confidential information and trade secrets that may be shared during a project. It protects both parties legally and ensures that the client’s sensitive information is kept secure and not disclosed to any third party without their explicit consent.
• On Spec
  Writing “on spec” (an abbreviation of “on speculation”) means creating content without a contract or guarantee of payment, with the hope of selling it later on. Freelance writers will write on spec to showcase their skills to potential clients and build their portfolios. Writing on spec is particularly useful for writers who don’t have many prior work samples to share.
• Portfolio
  A freelance writing portfolio is a compilation of writing samples that showcase your writing skills and expertise. It’s a professional representation of your work that clients or employers can view before hiring you.
• Proposal
  This is a document that describes your product or service. Freelance writers typically send a proposal to potential clients after conversing with them in person, over the phone, or via email.
• Query Letter
  If you want to get your work published in magazines or newspapers, you’ll need to be familiar with query letters. A query letter is a sales pitch designed to convince an editor that your article idea will interest their readers and that you are the best person to write it. It’s worth getting your query letter right; even if your idea isn’t the right fit for them, they may still be interested in working with you on a different assignment.
• Scope
  Scope refers to the work that must be done to complete a project (for example, the deliverables and the intended timeframe). It would be best to discuss a project’s scope with your client before you start work. If your client begins to request work that falls outside the project’s original scope, this is known as scope creep.
• Search Engine Optimization (SEO)
  SEO is the practice of optimizing web pages so that they rank highly on search engine results pages. The higher a webpage ranks, the more traffic (i.e., visitors) it will receive. More visitors can translate into better brand visibility, leads, and sales.
• Short-Form Content
  Short-form content is brief, concise, and straight to the point. It’s designed to be easily digestible in minutes or even seconds. Typically, any content that is less than 1,200 words is considered short-form. Examples of short-form content include infographics, social media posts, and short blog posts.
• Style Guide
  Some clients and web content companies will provide writers with a detailed style guide and standards for producing content. It may include detailed information regarding the intended audience, style specifications, and keywords. Adhering to it is of the utmost importance. If there is no style guide, writers can create their own.

Becoming a Freelance Writer

Our Becoming a Freelance Writer course is the perfect starting point if you want to become a freelance writer. Our comprehensive modules cover everything from finding clients, setting rates, and building your portfolio. With the valuable knowledge you’ll gain from this course, you’ll be well-equipped to succeed in your career path!

Don’t hesitate to sign up for our free trial today and take the first step toward a fulfilling and lucrative career as a freelance writer!

The post The Ultimate Glossary of Freelance Writing Terms appeared first on Knowadays.

So, how does the Ngram Viewer work? And how can you use it while proofreading and editing?

What Is an N-gram?

An n-gram, in basic terms, is a statistical analysis of how frequently something, such as a word or phrase, appears in writing or speech. N-grams help you understand patterns and connections between words. By looking at them, you can learn about popular phrases, find mistakes, and make sure your writing is consistent.

What Is the Google Ngram Viewer?

Google Ngram Viewer is a tool that allows you to see how frequently certain words or phrases have appeared over a specified period. When you input a word or phrase, Google Ngram Viewer will generate a graph. If you input more than one word or phrase, each one will be represented by a color-coded line, allowing you to compare them side-by-side.

The tool provides a quick and easy way to see how the usage and popularity of a word or phrase have changed over time. This makes it useful for linguistic research, language analysis, and cultural studies. And of course, proofreaders and editors.

How Does Google Ngram Viewer Work?

Google Ngram Viewer works by analyzing the Google Books database. For instance, if you search for usable and useable you can see that the former is much more common in the archived texts. It also shows you how the use of these spellings has changed over the years.

Google’s Ngram Viewer (Usable vs. Useable)

By creating an n-gram you can:

• See which spelling is considered standard between two variants
• Check whether a variant spelling is still used in modern English
• Compare the use of words and spellings in British and American English
• Check whether a term is typically capitalized (e.g., Brownian motion vs. brownian motion)

In other words, the Ngram Viewer is a handy reference tool for editors and proofreaders.

How to Use Google Ngrams Viewer in Google Books

To generate an n-gram in the Google Ngram viewer:

• Go to the Ngram Viewer webpage
• Enter the terms you want to compare, separated by a comma (if you’re not concerned about capitalization, make sure to select the case-insensitive checkbox)
• If required, select the dates you want to check between (the default is 1800‒2008) and the corpus you want to check (e.g., English, British English, American English)
• Hit search lots of books to produce a graph featuring your selected terms

You can also adjust the smoothing option before searching, but this only affects the presentation of the graph. The default setting is fine for most searches.

Are N-grams Good for Proofreaders and Editors?

N-grams are a very useful tool for proofreaders and editors. Google Ngram Viewer creates a clear, visual representation of how particular words and phrases are typically used, making it easier to spot any unusual word combinations, outdated language, grammatical errors, or spelling errors. 

Is Google’s Ngram Viewer Accurate?

Before we leave you, we should raise a note of caution: Google’s Ngram Viewer is a useful tool, but it isn’t perfect! It only looks at published books, with an emphasis on scientific literature, so its results won’t perfectly reflect how people use words in the real world.

Also, clients may choose to use a non-standard spelling sometimes. And unless that causes any problems with clarity in a document, the variant spelling may be fine as it is.

Most of the time, if you feel that an author is using an unusual spelling, it is better to leave a comment noting the potential problem. You can even use a link to the relevant n-gram to show your client why they may want to use the standard spelling. 

Ngram Viewer is not definitive. So, remember to use your judgement when checking spelling.

Becoming A Proofreader

Want to learn more about proofreading? Sign up for a free trial of our Becoming a Proofreader course.

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In this blog post, we’ll explain:

• The way editing and proofreading fit into the document publication process
• The different types of editing and what an editor does
• The different types of proofreading and what a proofreader does

Read on to learn more.

The Stages of the Publication Process

Editing and proofreading are both ways to polish a piece of writing. However, they serve different functions and occur at different stages of the document publication process.

You can think of the document publication process as a timeline:

Developmental editing ➜ Line/stylistic editing ➜ Copy editing ➜ Proofreading

As you can see, several rounds of editing may take place before someone proofreads a document.

What Is Editing?

Editing is a very broad term that can cover everything from rewriting and restructuring a text to tweaking the phrasing of individual sentences. There are, therefore, many types of editing. And while the terminology can vary (meaning it’s important to check exactly what level of editing a client requires), we can divide editing roughly into four main categories:

• Developmental editing, where an editor helps an author to plan and draft a document
• Comprehensive editing, which involves making substantive changes to a document, potentially including to its structure, content, tone, and style
• Line editing, which refers to revising a document at a line-by-line level to improve the flow and quality of the writing (e.g., rewriting sentences for clarity and impact but leaving the overall structure, style, and content unchanged)
• Copy editing, which traditionally refers to editing a document to apply a mechanical style

A document may go through multiple rounds of editing from the first draft through the finished product, with each step seeking to refine the writing and address any outstanding problems, especially for longer or complex works (e.g., a novel or a nonfiction book).

What Does an Editor Do?

Generally, an editor will be expected to:

• Ensure that a document’s overall structure makes sense and flows well
• Check that the content and word choice are appropriate for the intended audience
• Edit wording and sentence structure to improve clarity
• Work closely with the author to make substantial changes to the text

Keep in mind that there are also tasks specific to the type of document you work on. If you’re editing a novel, for example, the author may expect you to fix continuity issues.

What Is Proofreading?

Proofreading usually takes place after all the other stages of editing have been completed and, traditionally, once a manuscript designed for print has been typeset. In these cases, it’s simply checking for issues missed during editing and for errors introduced during the typesetting process.

There is often more of an overlap between proofreading and copy editing in a modern context, especially outside of the publishing world. For example, if a client asks you to proofread a letter or an essay, they will likely want you to work directly on the document in a word processor, correcting any typos you spot and making other small changes to refine the writing.

However, as we’ve discussed in a previous post, proofreading and copy editing are still distinct tasks. As such, you should always check the type and level of changes your client requires before you start editing or proofreading a document.

What Does a Proofreader Do?

A proofreader will usually focus on:

• Correcting typos, grammatical mistakes, and incorrect punctuation
• Making sure spelling, capitalization, and typeface are consistent
• Checking that the document follows the relevant style guide

As with editing, tasks will be specific to the type of document you work on. For example, if you’re proofreading an academic essay, you should pay attention to how your client presents their citations and references.

Summary: Differences Between Proofreading and Editing

Providing the Right Service for Your Clients

It’s common for freelance proofreaders to offer editing services also. Keep in mind, though, that clients may be unaware of the difference between proofreading and editing.

Before agreeing to work on a document, then, you should make sure your client understands what service they’re requesting. Find out whether the document has been edited before and to what level. You can also ask to see a sample of the writing to get an impression of the level of edits the client needs and advise them accordingly.

If you have a website, direct the client to your service descriptions. And finally, remember to agree on a brief and quote an appropriate rate!

We don’t recommend proofreading a document you’ve already edited because doing this can make spotting mistakes harder, especially in long documents that you may work on for prolonged periods. If a client asks you to proofread and edit the same text, it may be best to say that you’re happy to do one and then recommend another freelancer for the other task.

Becoming A Proofreader and/or Editor

If you want to learn more about proofreading and editing, check out our comprehensive courses: Becoming A Proofreader and Becoming An Editor. They’ll teach you all the skills essential to success as a professional proofreader and/or editor.

You can also buy both courses as a bundle and save 15%!

Sign up for a free trial and try them out today.

The post What Is the Difference Between Proofreading and Editing? appeared first on Knowadays.

There are several issues with the term “native speaker,” such as the potential for inaccuracy, miscommunication, and exclusion. If you work in the language field or hope to pursue a career as a freelance proofreader or editor, it’s crucial to be up-to-date on how and why language patterns shift over time.

Keep reading to learn more about this change and why it’s important.

What’s Wrong With the Term “Native Speaker”?

The term “native speaker” refers to someone who learned to speak a particular language as a baby (i.e., their “first language”), rather than learning it as a child or adult. For example, someone whose first language is English is considered a native English speaker. However, this terminology can often lead to oversimplification and comes with certain biases regarding language level and knowledge compared to “non-native” speakers. There is sometimes a generalized assumption that those who learn a language later in life can never truly master it or teach it to others. This is incorrect. For instance, people who learn an additional language often make excellent teachers. They may spend a lot of time studying its finer points, which gives them a comprehensive understanding of challenging grammar, spelling, and punctuation rules.

Why Should We Use the Term “Fluent Speaker”?

There are some key distinctions between the two terms. Although it may be unintentional, labeling someone as a “non-native” speaker can result in inaccurate negative connotations regarding their language ability and can lead to exclusionary practices. For example, an employer may prefer to hire a “native” English speaker, which could lead to needlessly dismissing qualified candidates who learned English as an additional language. Using “fluent” in this context would be fairer, as it would include anyone who could communicate effectively in English, regardless of when they learned it.

Characterizing language ability based on where a person was born can also lead to marginalization. Using “fluent” to describe language capability is not only a more accurate description but also more inclusive. It also recognizes those who work hard to become proficient in an additional language.

Guidance for Proofreaders and Editors

As a freelance proofreader or editor, this shift in terminology is something to bear in mind when you begin a project. You may have clients who are unaware of the change or are using “native” as a descriptor when they mean “fluent.” While it may depend on their particular style guide, it’s worth commenting on the potential for miscommunication. Your client will probably appreciate being made aware of the issue, as they are likely to want their written content to be as up-to-date and accurate as possible.

Knowadays Courses

Are you interested in learning more about the nuances of language? Consider our Becoming a Proofreader and Becoming an Editor courses. They will teach you everything you need to know about the rules of the English language, including the subtle differences between different dialects. You’ll also learn how to launch your career as a freelance editor or proofreader. So don’t wait – claim your free trial and get started today!

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What Is Copy Editing?

Copy editing refers to the act of correcting errors in a piece of writing or copy. If we think of the editing process as a timeline, copy editing happens toward the end – after developmental and line editing have been finished but before the final proofread. 

Developmental editing ➜ Line/stylistic editing ➜ Copy editing ➜ Proofreading

While similar to proofreading, and sometimes offered in combination, copy editing is its own task.

What Does Copy Editing Involve?

The exact tasks required for copy editing will depend on the individual project. Generally speaking, though, a copy edit goes into less depth than a detailed line edit but covers more than just mechanical errors. In practice, this involves:

• Correcting spelling mistakes and typos
• Fixing grammatical errors
• Making sure punctuation is used correctly
• Editing or removing content that’s inappropriate for the intended audience
• Checking for inconsistencies in spelling, formatting, or word choice
• Ensuring a consistent tone
• Reducing wordiness
• Clarifying meaning

It’s also the copy editor’s responsibility to ensure that the author’s voice is maintained throughout the document. 

Copy Editing Example

To help you understand what copy editing looks like, we’ve put together an example of a copy-edited text. Below is the original text before any edits have been made:

From ponds marshes to fens and estuaries, wetland habitats are a crucial ecosystem for british wildlife. 

In fact, while wetlands are home to more than 10% of native british species, they make up just 3 percent of our landscape.

In freshwater habitats you might encounter shy water voles, playfull otters, and recently re-introduced beavers. Frogs and toads around, while under the surface dwells more secretive amphibians like the great crested newt.

Minnows and stickleback swim in the shallows, darting around the feet of coots and moorhens and try to avoid the keen kingfishers beak.

Venture out to the coast, and you’ll be greeted by the sight of waddling birds such as Oystercatchers and sandpipers combing the beech for food. Seals lounge on rocks, and in tidal pools, while Ammophela arenaria rustles in the breeze.

Here is the edited version of the text with corrections shown:

From ponds and marshes to fens and estuaries, wetland habitats are a crucial ecosystem for bBritish wildlife. 

In fact, while wetlands are home to more than 10% of native british species, they make up just 3 percent of our landscape while wetlands make up just 3% percent of our landscape, they are home to more than 10% of native bBritish species. 

In freshwater habitats you might encounter shy water voles, playfull otters, and recently re-introduced reintroduced beavers. Frogs and toads around abound, while under the surface dwells more secretive amphibians, like the great crested newt.

Minnows and stickleback swim in the shallows, darting around the feet of coots and moorhens and trying to avoid the keen kingfisher’s beak.

Venture out to the coast, and you’ll be greeted by the sight of waddling wading birds, such as Ooystercatchers and sandpipers combing the beech beach for food. Seals lounge on rocks, and in tidal pools, while Ammophela arenaria marram grass rustles in the breeze.

Not all of the issues highlighted here are mechanical errors. For example, we’ve rearranged the structure of the second paragraph to better highlight how many species wetlands support.

And in the final sentence, while Ammophela arenaria (the Latin name for marram grass) is technically correct, it seems inconsistent when common names have been used to describe other species.

As a copy editor, you may need to make corrections like this. However, as they can involve some guesswork or making more substantive changes to the document, you should leave comments for your client explaining your corrections.

How to Become a Copy Editor

It’s possible to start a career as a copy editor without previous editing experience. However, you’ll need a keen eye for detail, self-discipline, and a desire to learn. 

Most importantly, if you want to become a copy editor, you’ll need to make sure you have the right skills for the job. That’s where our Becoming An Editor course comes in. The comprehensive syllabus covers:

• Different types of editing
• How to fix common errors
• Editing for structure, content, and style
• Editing academic writing
• Editing business writing
• Editing creative writing
• Working with clients

With in-depth modules and a work guarantee for successful learners, we’ll take you from a complete beginner to a professional editor. Sign up for a free trial and start your copy-editing journey with us.

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What Is Developmental Editing?

Developmental editing is the first phase of the editing process, typically completed after a writer has finished the first draft of their manuscript. At this stage, an editor thoroughly reviews it to determine any content and structural changes that should be made before publication. 

Developmental editing also addresses important issues related to the narrative, such as inconsistent plotlines or points of view, weak character development, or confusing story elements. 

A good developmental editor will also consider an author’s target audience and the specific genre of their work when editing. They’re generally looking at “big picture” elements and will provide feedback on the overall organization of ideas. 

A developmental editor guides the author as they write their next draft, rather than rewriting or restructuring the material themselves. Editors don’t normally look for grammatical errors, misspellings, or typos at this stage. 

How Is Developmental Editing Different from Other Types of Editing?

Developmental editing is different from other types of editing that occur further down the line, such as line editing and copy editing – neither of these involve major structural changes to a text.

• Line editing: Line editors edit a manuscript at the sentence and paragraph level, looking for issues like incorrect word choice and unclear phrasing.
• Copy editing: Copy editors check for issues such as repetition, syntax errors, factually incorrect material, and technical inconsistencies (e.g., inconsistent capitalization or hyphen use). If necessary, they also ensure the writer is following the required style guide.

All stages of editing are equally important, as they each focus on different aspects of a manuscript. As you can imagine, it wouldn’t make much sense to check for inconsistent spelling or hyphen use before an author makes significant rewrites or changes to the storyline.

How Is Developmental Editing Different from Proofreading?

While developmental editing is the first step in the editing process, proofreading is the final step before publication. Proofreaders evaluate a manuscript for mechanical correctness, such as grammar, spelling, punctuation, typos, and repetition. 

Sometimes, proofreaders are responsible for checking the formatting of a document, such as page numbers. Typically, a text is not published until it’s had a full proofread by a qualified professional.

However, with manuscripts that aren’t being produced for mass printing, there may be some overlap in the services an editor provides. For example, if a freelance editor has a good professional relationship with a self-published author, they may work with them on every draft through each step of the process. Or they might combine two services, such as copy editing and proofreading. As a freelancer, it’s important to consult with clients about your services and the type of editing they expect.

Becoming An Editor

Want to learn more about what it takes to become a developmental editor? Our Becoming An Editor course covers the entire editing process and has a module dedicated to the steps involved in editing creative writing. Sign up for your free trial and get started today!

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What Is Antiquated Language?

When words in the English language lose their original popularity, they’re said to have become antiquated or archaic. This type of language is particularly common in proverbs, historical fiction, and certain parlance (e.g., religion and law). As words become antiquated, they also tend to become more niche, so reviving them is often difficult (although possible).

How to Proofread Antiquated Language

Antiquated language can still play a role in writing. It often possesses features that modern words do not (more on that below). As a proofreader, you should keep in mind four key things when dealing with antiquated language: context, correctness, acceptance, and consistency.

Context

First, shift your focus to the text surrounding the antiquated word or phrase, and try to establish its intended tone and message. Historical fiction authors will often try to get creative with words to add a flavor of history or even humor, in which case archaic language is fine. Some archaic words, such as deign and snow-broth, can also make it easier to denote a uniquely specific meaning, for which there might be no one-word alternative.

Correctness

Errors can occur when writers reappropriate antiquated language into their writing. On the one hand, if mistaken for a certain era, archaic language can mislead the reader. Imagine using icebox to talk about the early 1800s, when the icebox didn’t even exist! On the other hand, archaic words may very well follow old grammar rules; and this is where writers often slip up. As an example, you can only use cometh with a third-person singular subject, but some may try to use it with a plural.

The iceman cometh. ✔️

The henchmen cometh. ❌

Acceptance

Although an antiquated word is one that has long lost wide acceptance, you still need to check whether it’s listed by major dictionaries, such as Merriam–Webster and Oxford Dictionary, which label antiquated language as archaic. Google Ngram Viewer also comes in handy for checking archaic words. It allows you to compare the frequency of usage between different words, all the way from the 1800s onward. So, when you spot an archaic word, it’s important to know whether it’s still acknowledged.

Consistency

Consistency is a proofreader’s eternal byword. If a certain term feels out of place, check if it was used elsewhere in the document. If not, it’s best to reconcile it with the rest of the text by either removing it or changing it. Otherwise, if the term is used consistently, don’t be afraid to leave a comment and go back to your client to address this.

Becoming A Proofreader

A proofreader should be able to read between the lines. For a novice, this takes practice and, ideally, guidance. This is why you should consider our Becoming A Proofreader course. It not only covers grammar and modern usage, but it also offers expert tutoring support around the clock! And if you pass both our Becoming A Proofreader and Becoming An Editor courses with a distinction grade of 80% or higher, you’re guaranteed work with our partner company, Proofed. So, claim your free trial today and see what Becoming A Proofreader can do for you.

The post What Is Antiquated Language? (And How to Proofread It) appeared first on Knowadays.

Literally and figuratively aren’t the same thing, despite what some people may think. Literally used to denote a literal, or letter-by-letter, meaning. People didn’t start to use literally in a figurative sense until about 200 years ago. Even now, both grammar experts and people who aren’t experts still think this is a bad way to use words. In its 1977 issue, The New Yorker even made fun of this.

So, how are these words different? Read on to find out.

What Does Literally Mean?

Major dictionaries list two main definitions for literally:

1) A qualifier for when we mean something in the exact sense

2) An intensifier for when we say something but mean the opposite

The following examples will hopefully clarify how to use literally:

“I literally died from laughter,” the woman said.

Our boss literally gave us a week to complete the project.

Now, had the woman died from laughter, her words wouldn’t have reached us. So logically, the first instance is an example of the second definition. The second instance uses literally to emphasize a fact, so it falls under the first definition.

In formal language, authors sometimes use literally as a qualifier but generally avoid it as an intensifier, unlike in informal language:

An atom has literally three elementary particles. ✘

Kindergarten literally translates to children’s garden. ✔

On the one hand, we’d delete literally when it takes up extra space and potentially confuses the reader, as in the first sentence. On the other hand, we’d keep it to avoid confusion, such as to indicate a word-for-word translation.

What Does Figuratively Mean?

Figuratively, fortunately, is more self-explanatory than literally. It is used to label a word or phrase as figurative (i.e., metaphorical). One example where it can be used is with idioms.

The man flew out the front door, figuratively.

At last, she had figuratively found her feet in business.

Although both sentences are figurative, they’d do fine without figuratively. Whether we should use figuratively is a matter of clarity and context. If the sentence clearly stands out as figurative, it’s fine to omit figuratively. And if the sentence falls under, for instance, an academic context, where clarity is of the utmost importance, then the sentence may need figuratively.

Sometimes, we use both words together to emphasize a literal and figurative meaning.

This victory literally and figuratively granted the soldier another feather in his cap.

Like with all other examples, as a freelance proofreader, you should take care before dropping the editorial hammer. Consider the text, its context, and its setting, and then make a change or leave a comment if necessary.

Becoming A Proofreader

Your client expects you, the proofreader, to be able to sail through the muddy waters of the English language, though sailing through can be tricky. This is why you should consider taking our Becoming A Proofreader course, your complete guide to English grammar and style.

And if you pass our Becoming A Proofreader and Becoming An Editor courses with a distinction score of at least 80%, you’re guaranteed work with our partner company, Proofed. Turbocharge your skill set, and sign up for a free trial today!

The post Literally and Figuratively: What’s the Difference? appeared first on Knowadays.

Why Is a Proofreading and Editing Glossary Helpful?

Correct terminology is important in freelance proofreading and editing. You need to understand what a client expects when they set out the scope of a project. It’s essential to describe your services clearly and accurately. Additionally, you need to take on feedback and leave comments with a clear understanding of what is being discussed.

This doesn’t mean that you have to memorize every single term (though it can’t hurt), but it does mean you need access to a good stock of proofreading and editing terms that you can use to guide your work.

Proofreading and Editing Glossary

Back Matter

Material that appears at the end of a manuscript, after the main text.

Examples of back matter (also called end matter) vary according to the nature of the publication. Fiction and non-fiction often have slightly different back matter and can include acknowledgments, an author mini-biography, copyright permissions, reading group questions, an appendix or addendum, and a bibliography or reference list.

Bibliography

A list of sources consulted during the writing of a book or article.

Block Quote

A longer quotation, typically 40 words or more, set apart from the main body of the text.

Body Text

The main part of a book, set between the front matter and end matter.

Brief

The client’s instructions and preferences covering style, deadlines, and any other specific items.

Character

A person (though in some genres, e.g., fantasy, not necessarily human) in a story.

Citation

A note in the text, a footnote, or an endnote to show the attribution of a source text, e.g., This is a citation (Jones, 2016).

Clean Copy

An edited version of a document without markup showing. Proofreaders will often provide one clean copy and one with tracked changes. The clean copy has the same edits as the track changes copy, but it is clear of markup and ready to use.

Comment

Microsoft Word allows you to easily add comments to documents. Comments should be used when suggesting major changes or when you are unsure of anything. They may also be used to explain changes that you have made.

Compare

A function of Microsoft Word that allows the user to compare two versions of the same document, generating a track changes copy that shows all changes.

Copy Editing

Copy editing is a light edit, typically focusing on removing errors and inconsistencies. Copy editing is sometimes grouped together with line editing, but while the former focuses on spelling, grammar, and punctuation, the latter looks at style and phrasing.

Developmental Editing

Developmental editing is a term that varies in use, but it typically involves helping an author to develop a manuscript, often from the very start of the project. A developmental editor may help the author establish the concept, content, and structure of the text and assist them in the writing process.

This is not always the case, however. When a publisher engages a freelance developmental editor, they may do so once the author has already written the first draft, particularly if the manuscript needs significant revision.

Displayed Matter

Any text that doesn’t sit within the running text, for example, headings, tables, lists, and block quotations.

Editing

The umbrella term editing covers a wide range of processes related to preparing a document for publication or other use. In publishing, common stages of editing include:

1. Developmental editing
2. Substantive editing
3. Line editing
4. Copy editing
5. Proofreading

Freelance editing, though, may blur the lines between these stages.

End Note

Notes that usually appear between the end of the main text and the bibliography or at the end of individual chapters.

Final Proofs

The final proofs are the final version of a manuscript approved for printing by the author and publisher. For more information, see Proofs.

Find and Replace 

A useful function in Microsoft Word’s editing suite that allows you to search for a word or phrase and replace it en bloc with something else.

Formatting

Formatting includes all aspects related to the presentation of a document, such as layout, line and paragraph spacing, margins, headings, tables and images, fonts, tables of contents, and page numbering.

Font

The design of specific characters (letters, numbers, symbols) also known as the typeface (see below).

Front Matter

Material that appears at the beginning of a manuscript before the main text.

Front matter includes the title page, contents, foreword, and list of figures.

Hard Copy

Any text printed on paper rather than on a screen. 

Headline Style

A selection of features (collated into one function in Microsoft Word) that gives consistency to headings, including font and paragraph features.

House Style 

The standardized choices made by a publishing house to ensure consistency across its publications, including spelling, punctuation, abbreviations, and capitalization.

Keyboard Shortcut

Small combinations of keystrokes used to speed up typing or to remove the need to use a mouse; for example, Ctrl + C to copy an item. 

Line Editing

Line editing provides a level of editing somewhere between substantive and copy editing. While it is sometimes conflated with copy editing, it focuses less on the mechanical aspects of writing (e.g. spelling, grammar, punctuation) and more on style and phrasing.

Macro

A short piece of code that speeds up an editorial task, for example, find and replace (see above).

Manuscript

A manuscript is a document that an author has prepared for submission to a publisher or editor.

Marking Up

Marking up is a significant part of the editing and proofreading process. It involves annotating a document with suggested changes. In modern proofreading and editing, most marking up is done via tools such as Microsoft Word’s Track Changes feature. However, some clients may still want hard copy editing, marked up using traditional proofreader’s marks.

Mechanical Editing

Mechanical editing focuses on:

• Spelling, grammar, and punctuation
• Clarity and consistency
• Making sure the text follows a specified style sheet or guide
• Suitability of language

It does not involve making substantial changes to content or structure. Copy editing and proofreading are types of mechanical editing.

Page Proofs

Page proofs are the initial typeset version of a publication. For more information, see Proofs.

Plagiarism

Plagiarism is when an author uses someone else’s work without attribution. Often, this happens by mistake when an author forgets to reference quotations. It can also happen if a student submits academic work that someone else has written for them and can result in severe penalties, such as the student being refused their degree. For this reason, it’s important that proofreaders of academic work know how much they can alter student work without crossing the line into plagiarism.

Proofing Language

The language and dialect used by the spellchecker (e.g., UK English, US English, or Australian English) in Microsoft Word or another word processor. A proofreader should adjust the proofing language where necessary to match the dialect used in the document.

Proofreader’s Marks

Before computers became ubiquitous, editing and proofreading were done using a hard copy of a text. A system of symbols and abbreviations was used to mark up the hard copy, both within the text and in the margins. While these have largely been replaced by on-screen tools such as Microsoft Word’s Track Changes, they are not entirely obsolete. Some clients may still ask for hard-copy proofreading.

Proofreading

In traditional publishing, proofreading is the final stage of editing. Proofs are checked for errors missed during previous rounds of editing or introduced during typesetting. Modern freelance proofreading outside of the publishing industry, though, often involves working directly on a draft document and combines aspects of both traditional proofreading and copy editing.

Proofs

In traditional publishing, a proof is a test version of a document that is produced before mass printing. This is what a proofreader checks after the manuscript has been typeset. Proofs were sometimes also known as galley proofs, so named because of the “galleys” used to set type for printing.

Quotation

Any words taken from a source and used in a text. Quotations in academic writing should be properly cited and referenced.

Reference

A note to show the attribution of a source text, usually in a reference list at the end of an academic paper or book.

Reference List

A list of sources quoted or paraphrased in a text, with full bibliographic information.

Revised Proofs

Revised proofs are a set of proofs incorporating any changes from the first round of proofreading. For more information, see Proofs.

Style Guide

A style guide is a published guide featuring advice on writing style, formatting, structure, and/or referencing. Many editing and proofreading projects will involve following a particular style guide.

There are many types of style guides, including:

• Regional or dialect-specific style guides (e.g., A Dictionary of Modern English Usage)
• Academic style guides (e.g., APA Style)
• Journalistic style guides (e.g., the AP Stylebook)

Many organizations also have in-house style sheets. These may draw on established style guides and specify variations. Or they may start from scratch, providing detailed advice on how documents produced by an organization should be written and presented.

Style Sheet

A style sheet is a list of stylistic preferences used by an author or organization. Editors and proofreaders may need to create style sheets for some projects, particularly when working on a long document or multiple documents for the same client.

Substantive Editing

Substantive editing is a broad term covering any type of editing that involves making significant changes to the structure, content, or style of a document.

Track Changes

A function in Microsoft Word that shows changes that have been made to a document. Proofreaders will usually provide a clean copy and one with tracked changes applied so that the customer can see what has been edited.

Typeface

Another term for font, although strictly, a font is a subdivision of a typeface. The terms are often used interchangeably. 

Typesetting

The preparation of text and images from a manuscript for printing. This was traditionally done with moveable type (hence the name), but modern typesetting is done by digitally arranging type on screen.

Word Styles

Groups of text formatting specifications that are used to define, for example, headings, paragraphs, and lists.

Becoming A Proofreader and Editor

A glossary of terms, such as this one, is a great back up tool when a term slips your memory, but the best route to becoming a freelance proofreader and editor is professional training. We offer courses giving you in-depth knowledge and lots of practice in both proofreading and editing. 

You can choose from a wide range of courses or take advantage of our great-value bundle. And if you pass both courses with a score of at least 80 percent, our partner company, Proofed, guarantees you a work trial. If freelance proofreading and editing sounds a good fit for you, sign up for a free trial!

The post The Ultimate Glossary of Proofreading and Editing Terms appeared first on Knowadays.

In this post, we explain the basics of plain English for proofreaders.

What Is Plain English?

In layman’s terms, plain English means… well, layman’s terms. It refers to using language that is clear, concise, and easily understood by a wide range of audiences.

Some of the key features of plain English therefore include:

• Everyday language – Plain English uses everyday terms, avoiding jargon and other technical language unless strictly necessary (and defining any unusual terms clearly when they are used). For instance most people know what a “heart attack” is, but only specialists will know what a writer means if they use the term “myocardial infarction.” The most important factor here is that the language will be familiar to the audience.
• Concision – Sentences of more than 15 to 20 words can be difficult to follow, so succinct writing is key for clarity. This typically means favoring the active voice where possible, cutting repetition and redundancies, and avoiding unnecessary modifiers and hedging language. It is also good to keep paragraphs short, as big blocks of text can be off-putting.
• Varied sentence lengths – Writing made up entirely of long or short sentences is difficult to read, so it is best to vary sentence length.
• A clear structure – As well as writing clear, plain English advocates often advise using structure and presentations to help orient the reader:
  • Clear headings and other navigation aids (e.g., a table of contents, page numbers, hyperlinks for web content) help readers find the information they need quickly.
  • Foregrounding key details before explaining them can help readers to follow the ideas set out (e.g., using topic sentences to introduce what each paragraph will address).
  • Lists and regular summaries of key details can help people absorb important information quickly, even when skim reading.

When proofreading plain English, then, you should keep the issues above in mind.

Plain English or Simplified English?

It is important, especially when editing, to remember that “plain English” doesn’t necessarily mean “simple English.” These are slightly different concepts!

• Plain English is about communicating clearly with a wide audience. This may mean using everyday language rather than jargon where possible, but it shouldn’t usually require simplifying the ideas communicated.
• Simple English refers to forms of simplified English designed for people with specific needs, such as children or people learning English as a second language. Content written in simple English will also often simplify the concepts discussed, such as on the Simple English Wikipedia. In other cases, a version of simplified English is tailored to a specific set of users, such as with the Simplified Technical English used in various technical fields.

As a proofreader or editor, you may come across documents written in “plain” or “simple” English. But the requirements of each are often different. It is thus important to be clear about what your client is asking for before you start working.

Plain English Advocacy

Many people have campaigned for the use of plain language. This includes dedicated groups like PLAIN (the Plain Language Action And Information Network), who campaigned for the introduction of the 2010 Plain Writing Act in the US, as well as companies that offer training services on how to write in plain English. It also includes individuals who have advocated for plain language in their own fields. Many professional and government groups now offer plain English resources for writers, too, encouraging clear communication with the public.

As a proofreader, you may thus need to check whether your client is using a specific form of plain English. For instance, the Plain English Campaign’s advice on clear writing is slightly different to the style recommended by PLAIN. As a result, you would want to check the relevant style guide before making changes to a document.

However, if a client simply asks for help with “plain English” and does not specify a style, the general principles we’ve laid out above are a good place to start.

Becoming A Proofreader

Our Becoming A Proofreader course has more advice on editing for clarity, as well as everything else you’ll need to know to start a career as a freelance proofreader.

Sign up for a free trial today to find out how the course works.

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