Querying and Communication Flashcards

A copyeditor is working on a manuscript where the author has used an ambiguous phrase. Which of the following is the MOST effective and professional way to query the author?

Answer: AU: 'I'm not sure what you mean here. Could you mean [suggestion 1] or perhaps [suggestion 2]? Please clarify or revise for clarity.'

The most effective queries are collaborative, polite, and specific. Offering suggestions demonstrates engagement and helps guide the author toward a solution without being dictatorial. Simply stating something is 'unclear' is vague, and rewriting it unilaterally risks changing the author's intended meaning.

A copyeditor is working directly with an author on a tight deadline. The editor has several small, straightforward queries. What is the most efficient method for communicating these queries?

Answer: Grouping the queries and sending them in organized batches or using the comment feature in the document.

Sending queries in organized batches prevents overwhelming the author with numerous emails and allows them to address the points systematically. Using software's comment/tracking features is also a standard, efficient practice. Sending individual emails is inefficient, phone calls are not always practical for documentation, and ignoring queries is unprofessional.

When is it appropriate for a copyeditor to make a change without querying the author?

Answer: When applying routine mechanical edits according to the project's established style sheet, such as correcting a typo or a clear punctuation error.

Routine mechanical edits that align with the house or project style sheet (e.g., fixing typos, standardizing capitalization, correcting obvious punctuation errors) generally do not require a query. Changes related to style, content consistency, or potential factual errors should always be queried to respect the author's voice and ownership of the material.

A copyeditor receives a manuscript from a publisher's project manager. The editor has a question about the scope of the edit (e.g., whether to perform heavy fact-checking). What is the appropriate line of communication?

Answer: Contact the project manager who assigned the manuscript to seek clarification on the scope of work.

When working for a publisher, the primary point of contact and authority for the scope of work is the project manager or desk editor who hired the copyeditor. They define the budget and expectations. Contacting the author directly can bypass the publisher's established workflow and create confusion.

Which of the following author queries best demonstrates a polite, humble, and collaborative tone?

Answer: AU: 'I've noticed this term is spelled two different ways. House style prefers [spelling 1], which I've used for consistency. Please let me know if you prefer another option for a specific reason.'

This query is effective because it is polite, explains the reason for the change (consistency and house style), states the action taken, and respectfully gives the author the final say, encouraging collaboration rather than issuing a command. A professional tone is crucial for a good author-editor relationship.

In a nonfiction manuscript, the author states, 'The historic treaty was signed on August 2, 1938.' The copyeditor's research suggests the year was actually 1939. What is the most appropriate and professional query?

Answer: AU: 'AU: My research indicates this treaty was signed in 1939 (see [source]). Please verify the correct year and advise.'

While copyeditors are not always required to be fact-checkers, they should query obvious errors. The best practice is to politely flag the potential discrepancy, provide a source for the alternative information if possible, and ask the author to verify and make the final decision. This approach is respectful, collaborative, and avoids making an unapproved change to the author's factual content.