Proofreading Symbols

What Are Proofreading Symbols?

Proofreading symbols, also called proofreaders' marks or correction marks, are standardized notation used by editors, proofreaders, and publishers to indicate corrections and changes needed in written text. These symbols form a visual shorthand that communicates specific editorial instructions without lengthy written explanations, allowing efficient collaboration between writers, editors, and typesetters.

The practice dates back to the early days of printing when typesetters needed clear, concise instructions for making corrections to typeset pages. While modern digital editing has reduced reliance on traditional proofreading marks, they remain valuable in publishing, journalism, academic editing, and professional writing contexts.

History and Evolution

Proofreading marks originated in the 16th century with the development of movable type printing. Early printers developed symbols to communicate corrections efficiently between compositors and proofreaders. The Chicago Manual of Style and similar style guides standardized these marks in the 19th and 20th centuries, creating the systems still used today.

Digital publishing has transformed proofreading workflows. Track Changes in Microsoft Word, Google Docs suggestions, and PDF annotation tools have largely replaced handwritten marks on paper proofs. However, understanding traditional proofreading symbols remains essential for professional editors and helps writers understand editorial feedback.

Common Proofreading Marks and Their Uses

Insertion Marks

The caret (^) or insertion point (⁁) indicates where text should be added. Proofreaders write the caret at the insertion point and add the missing text above the line or in the margin. The hash or space symbol (#) specifically indicates where a space should be inserted between words that run together.

Deletion Marks

Delete symbols (⌧, ␡) indicate text that should be removed. A single horizontal line through text traditionally means delete, while wavy or curly lines may indicate different deletion instructions. The deletion symbol is often accompanied by a delete mark in the margin to confirm the instruction.

Paragraph Marks

The pilcrow (¶) instructs the typesetter to begin a new paragraph. Conversely, "run on" marks indicate that text should continue without a paragraph break. The section sign (§) marks section divisions, particularly in legal and academic documents.

Annotation Marks

Asterisks (*), daggers (†), and double daggers (‡) serve as footnote reference marks. The order of precedence typically goes: asterisk, dagger, double dagger, then section mark (§). For documents requiring more footnotes, numbers or letters are used instead. The reference mark (※) appears in some Asian typography systems for similar purposes.

Query Marks

When proofreaders encounter questionable content, they use a question mark (?) or circled question mark to flag issues for the author. The reversed question mark or irony mark (⸮) historically indicated rhetorical questions or ironic statements, though it's rarely used in modern proofreading.

Formatting Indicators

Specific marks indicate text formatting changes. Three lines under text (≡) traditionally means set in bold. A single underline with "ital" means set in italics. "stet" (Latin for "let it stand") with dots underneath tells the typesetter to ignore a previous deletion mark and keep the original text.

How to Use Proofreading Symbols

Marking the Text

Make corrections directly in the text using the appropriate symbol at the exact location where the change should occur. For example, draw a caret (^) between two words where text should be inserted, or strike through text that should be deleted. Keep marks clear and legible.

Margin Notes

Traditional proofreading uses both in-text marks and margin annotations. The in-text mark shows where the correction applies, while the margin note specifies what correction to make. Margin notes on the left side of the page correspond to issues in the left half of the line; right margin notes correspond to the right half.

Color Coding

Some editorial workflows use color-coded marks to distinguish between different review stages or types of edits. For example, red might indicate first-round corrections, blue for second-round changes, and green for final typesetting adjustments. Digital proofreading tools often allow customizable color schemes.

Digital Proofreading Tools

Track Changes and Comments

Microsoft Word's Track Changes feature is the modern equivalent of traditional proofreading marks. It automatically marks insertions, deletions, and formatting changes while preserving the original text. Comments replace margin notes, allowing detailed explanations without cluttering the document.

PDF Annotation

Adobe Acrobat and similar PDF readers provide annotation tools that mimic traditional proofreading marks. The text edit tool allows inserting, deleting, and replacing text. Comment bubbles function like margin notes. Highlight, strikethrough, and underline tools mark text for attention.

Collaborative Editing Platforms

Google Docs, Microsoft 365, and similar platforms enable real-time collaborative editing with suggestion mode. Editors can propose changes that appear as markup, similar to tracked changes. Authors can accept or reject suggestions individually or in batches.

Style Guide Variations

Different style guides prescribe slightly different proofreading mark systems:

• The Chicago Manual of Style: Provides comprehensive proofreading mark charts used widely in American publishing
• AP Stylebook: Used primarily in journalism with simplified marking conventions
• MLA Handbook: Academic writing standards with specific editorial mark preferences
• British Standards (BS 5261): UK proofreading conventions with some differences from American systems

Always clarify which style guide and marking system a project follows before beginning editorial work.

Best Practices for Proofreading

• Be consistent: Use the same symbols and conventions throughout a document
• Be clear: Make marks large and legible enough to be understood at a glance
• Be specific: When margin space allows, write out unclear corrections rather than relying solely on symbols
• Check twice: Review your own marks before returning proofs to ensure clarity
• Use standard marks: Stick to widely recognized symbols rather than inventing personal shorthand
• Mark both text and margin: In traditional proofreading, always mark both locations for clarity

Common Proofreading Abbreviations

Along with symbols, proofreaders use standard abbreviations:

• stet: Let it stand (ignore deletion)
• cap: Capitalize
• lc: Lowercase
• rom: Set in roman (not italic)
• ital: Set in italic
• bf: Set in boldface
• sp: Spell out (numbers, abbreviations)
• tr: Transpose (swap order)
• wf: Wrong font
• eq sp: Equalize spacing

When to Use Proofreading Symbols

Traditional proofreading marks remain valuable in specific contexts:

• Print publishing: Book publishers and magazines still use marks for final page proofs
• Academic editing: Dissertation committees and journal editors often prefer marked paper copies
• Legal documents: Attorneys and paralegals mark depositions and legal briefs with traditional symbols
• Graphic design review: Designers and art directors mark layout proofs for typesetting corrections
• Education: Writing instructors teach proofreading symbols to help students understand editing concepts

Learning Resources

To master proofreading symbols and editorial markup:

• Consult The Chicago Manual of Style (Chapter 2) for comprehensive mark charts
• Review style guide appendices that include proofreading mark references
• Practice marking sample texts to develop fluency with common symbols
• Study marked proofs from professional editors to see real-world applications
• Take courses in copyediting and proofreading from organizations like the Editorial Freelancers Association

The Future of Proofreading Marks

While digital editing tools have reduced daily reliance on traditional proofreading symbols, they continue to serve important functions. The visual language of editorial marks provides clarity and precision that's difficult to replicate with pure text comments. Many professional editors combine traditional marks on printed proofs with digital tracking for different review stages.

Understanding proofreading symbols also helps writers interpret editorial feedback more effectively, whether receiving traditionally marked proofs or digital suggestions. The principles underlying proofreading marks—clarity, consistency, and precision—remain essential to all forms of editorial communication.