If you want to improve your writing skills, you need to know how to proofread your own work and receive feedback from others. Proofreading symbols are a common way to mark errors, corrections, and suggestions on a paper or digital document. In this article, you will learn what are the most common proofreading symbols and how can you use them effectively.
Proofreading symbols are a shorthand system that saves time and space when editing a text. They are also a universal language that can be understood by different writers, editors, and publishers. Proofreading symbols can help you identify and fix mistakes in grammar, spelling, punctuation, formatting, and style. They can also help you communicate your ideas and intentions more clearly and concisely.
Proofreading symbols are not really used these days. I learned the BS 5261 symbols on CIEP training courses, but I have never had to use them. These days, proofreading is usually done on Word using Track Changes or on Adobe Reader using its markup tools.
Proofreading symbols are essential tools for editors, even in the digital age. As I discovered in "On Writing" by Stephen King, these symbols offer a standardized way to communicate changes and corrections. While much of my editing work is digital, proofreading symbols become invaluable when dealing with galley-proofs and physical manuscripts. They provide clarity, efficiency, and a universal language for refining text. Embracing both digital and traditional editing methods ensures thorough and precise proofreading, contributing to the overall quality of the written work.
Common proofreading symbols include a caret (^) for insertion, a line through text for deletion, and a squiggly line for unclear or awkward phrasing. These symbols aid in marking errors and revisions, ensuring consistency and clarity. They streamline communication between editors and writers, enhancing the efficiency of the proofreading process by providing clear, standardized indications of necessary changes.
I have yet to come across a modern use case for proofreading symbols in today’s very quickly progressing work environment, what with all the advancements in technology and largely remote status. I hardly even find myself or my team editing documents that are not stored on a cloud of some sort. If we do need to edit a word document stored locally on the computer however, we work with Microsoft Word and Track Changes. More frequently, though, we collaborate on Google Docs and leverage the Suggesting mode quite extensively.
We need to address why someone would need to use proofreading symbols. Any modern editor would use word processing or publishing software for tracking edits. However, we still need proofreading symbols because: 1. Printing houses typically send back page proofs, or any physical format, that are not digitally editable. 2. Proofreading symbols are used by educators on physical copies of student texts. 3. One may be editing text and symbols not created by a common word processor, such as specialized engineering and mathematical notion written in LaTeX. The editor may either not have access to the software, or not know how to use it, in which case physical markup is to most prudent choice.
Proofreading symbols are used to make corrections and edits to written text. The most common symbols are the caret (^) for inserting or adding something, the horizontal line (—) for deleting or omitting something, the vertical line (|) for adding or deleting a space, the circle (O) for capitalizing or lowercasing a letter or word, the slash (/) for adding or deleting a hyphen, dash, or slash, the transpose symbol (T) for swapping or reversing two letters or words, the close up symbol (><) for joining or separating two words, the paragraph symbol (?) for beginning or ending a new paragraph, and the margin symbol (M) for adjusting or aligning a margin. There are also other symbols used for specific purposes such as spelling, punctuation, formatting, and style - you can find a comprehensive list of them online or in a style guide.
Below are the common proofreading symbols: Insertion Symbol (∧): Place a word or punctuation above this symbol to add it. Deletion Symbol (? or ?): Cross out unnecessary words or phrases for removal. Transposition Symbol (?): Switch or interchange elements on either side of this symbol. Caret (^): Indicate a specific location for correction by placing this symbol. Stet: Indicates a change of mind; let the original text remain unchanged. Insert Em Space (?): Add a wider space where this symbol appears.
- Insertion Symbol (^) is Used to indicate where additional text should be inserted. - Deletion Symbol (? or #) marks the location of unnecessary or incorrect text to be removed. - Caret Symbol (?) indicates a suggested change, often used to show a recommended replacement for a word or phrase. - Close Up (//) indicates that the space between words should be reduced or eliminated.
To use proofreading symbols effectively, you should use a red pen or a different color than the original text to make your marks stand out. Ensure your marks are clear and consistent, and avoid overlapping or confusing them. Use only one mark per error or correction, and place it as close as possible to the affected text. Standard proofreading symbols should be used whenever possible, and inventing your own symbols or abbreviations should be avoided. If you need to explain or clarify your mark, use a comment or a note in the margin or at the end of the document. Don't forget to check your marks for accuracy and completeness before sending or submitting your document.
To use editing marks effectively, you should only write the mark in the text line. Do not clutter the text with in-line comments, but instead but them in the margin. If appropriate, you could reformat the document to create wider margins. You can do this by reformating the document, but I don't recommend it since that changes the layout, pagination, etc. Instead, word processing and publishing software usually has the option to add margins while printing. Use this feature to create marginal space. Please keep in mind that using editing marks should be uncommon, such as editing page proofs, as you should use the software's commenting, tracking, and version comparison features instead of manual marking most of the time.
Proofreading feedback is an essential part of improving your writing skills, and you can receive it from various sources. For instance, you can proofread your own work by reading it aloud or using a checklist, or ask a friend, classmate, or colleague for constructive criticism and suggestions. Additionally, you can hire a professional editor, proofreader, or tutor to provide you with expert advice and guidance. When receiving proofreading feedback, it's important to be open-minded and respectful of the reviewer's time and effort. Carefully review the feedback and compare it to the original text and symbols. Then accept or reject the feedback based on your own judgment and goals, explaining why if necessary. Finally, apply the feedback to your document and make the necessary changes and revisions.
Proofreading feedback is an essential skill that can help you enhance your writing and assist others. To give proofreading feedback, you should first read the document and understand its purpose, audience, and tone. Then, mark errors, corrections, and suggestions using the proofreading symbols and comments or notes. Make sure to provide balanced positive and negative feedback, and explain your feedback with examples if necessary. Additionally, be polite and respectful, and summarize your feedback to highlight the main strengths and weaknesses of the text. Learning about proofreading symbols is beneficial as it can help you improve your writing skills and communicate more effectively with others.
The major problem with outdated proof symbols for writing edits is that students have not learned them. Therefore, it’s like a foreign language to them and I find that they are less motivated to make corrections when they will need to search and learn what these symbols even mean…
My main clients are university students who neither use nor understand proofreading symbols. So, the best way to explain editing and proofreading changes in their MS Word documents is by using the Track Changes and Comment in the Review Tab. A supplementary report of editing and proofreading changes can also help clients understand errors that they previously did not notice.