An editorial query addresses a communication gap between editor and author. An editor spots a section that is confusing, incomplete, inconsistent or perhaps misleading and asks the author to resolve it. A good query doesn’t simply state that a section is confusing; it directs the author’s attention to the section and provides the author with enough information to resolve it without guessing what the editor saw.
For example, let’s say a manuscript reads: “The revised procedure was implemented the next year.” We have read two separate years in the prior paragraph. Changing “the next year” to the date would risk changing the author’s intent. In this case, it is best to leave an editorial query asking what earlier year the sentence is referring to. The editor signals that something is unclear, and the author provides the factual resolution.
Good queries are generally brief since they address one problem at a time. Comments such as “Please clarify” tend to be unhelpful. Let us know what can’t be ascertained from the manuscript. Are two names spelled slightly differently meant to be the same person? Does the caption match the figure? Should a cross-reference go elsewhere? Multiple questions in one comment allow the author to address only one question.
Queries should be nonjudgmental in tone. We’re not trying to catch the author making a mistake; we’re trying to ensure that the meaning stays intact as the work moves through revision. Usually, just stating the issue will suffice: The date does not match the earlier date. The abbreviation is not defined. The source seems to be missing. The wording allows for more than one interpretation. That way we keep the focus on the text, not the writer.
A great way to practice writing good queries is to select a short sample manuscript, identify five places where you are inclined to guess, and leave an editorial query for each. Then review your queries as though you were the author receiving them. Would you know exactly what you needed to do? Would you know what section of the manuscript to look at? Rewrite any queries that are still unclear so that the author knows exactly what decision is being requested.
It’s also important for editors to know when to refrain from leaving a query. If a typo is clear and the correction does not affect meaning, Track Changes may be all that is needed. If a recurring word is defined in the style guide, there’s probably no need to query the author. Queries are really only necessary when the editor cannot confidently determine the meaning based on the manuscript itself, the style book, or external sources.
Check any query before leaving it in the manuscript. Is the query asking for the resolution of a single uncertainty? Can the author address it directly? By keeping our queries short and specific, we’ll help authors understand what we are trying to accomplish. Good queries don’t merely indicate a problem; they prevent the editor from making assumptions and they hold the author accountable for clarifying meaning.
