Proofreading Marks Reference

Proofreading marks are standardized symbols and notations used by editors, proofreaders, and copyeditors to indicate corrections on a manuscript or printed document. These marks communicate specific changes—such as deletions, insertions, formatting adjustments, and punctuation fixes—without requiring lengthy written explanations. They originated in traditional print publishing and remain an essential part of editorial training, ensuring clear communication between editors and typesetters or authors.

Yes, proofreading marks remain widely used, especially in professional publishing, legal document review, academic editing, and print media workflows. While many editors now use digital tools like Track Changes in Microsoft Word or Google Docs' Suggesting mode, traditional proofreading marks are still taught in editorial training programs and are commonly used for hard-copy proofreading. They provide a universal shorthand that speeds up the editing process on paper and are often preferred for final review stages before publication.

Proofreading marks are a subset of editing marks, specifically used during the final review stage (proofreading) to catch surface-level errors such as typos, spelling mistakes, punctuation errors, and formatting inconsistencies. Editing marks, on the other hand, encompass a broader range of notations used during substantive or copy editing, including suggestions for rewriting, restructuring, fact-checking notes, and style consistency flags. In practice, many symbols overlap, but proofreading marks tend to be more standardized and concise.

The best way to learn proofreading marks is through consistent practice. Start by studying a comprehensive reference sheet (like this one!), then practice on sample manuscripts. Many editorial training organizations, such as the CIEP (Chartered Institute of Editing and Proofreading) and ACES (American Copy Editors Society), offer courses and exercises. Flashcards, quizzes, and marking up printed articles by hand are also effective methods. Over time, the symbols become second nature.

While many proofreading marks are internationally recognized—especially those based on the ISO 5776 standard—there are regional variations. British and American proofreading conventions share most symbols but may differ in certain notations. Non-English languages may have additional marks unique to their typographic needs (for example, accent marks in French or umlauts in German). However, the core set of deletion, insertion, and formatting marks remains largely consistent across Western publishing.

Yes, most PDF editors (such as Adobe Acrobat, Foxit, and Preview on Mac) include annotation tools that allow you to draw proofreading marks directly on a PDF. Common tools include strikethrough, underline, highlight, sticky notes, and freehand drawing. For professional proofreading, some editors use PDF comment stamps that replicate traditional proofreading symbols digitally. Additionally, dedicated proofreading software like PDF Proofreader or iAnnotate supports custom symbol libraries for efficient markup.

The most frequently used proofreading marks include: Delete (strikethrough line), Insert (caret ^), Close Up (remove space), New Paragraph (¶), Transpose (swap order), Stet (let it stand, dotted underline), Capitalize (triple underline), and basic punctuation insertions (period, comma, apostrophe). These core marks handle the vast majority of corrections encountered in everyday proofreading tasks.

"Stet" (from the Latin "let it stand") is a proofreading mark used to cancel a previously marked correction. When an editor or author decides that an earlier edit should be reversed, they write "stet" in the margin and place dots under the text in question. This tells the typesetter or subsequent editor to ignore the change and retain the original wording. It's an essential tool for collaborative editing workflows where multiple revisions may occur.