Proofreader Marks

Every industry has its own language. The abbreviations and initialisms bantered about by industry professionals is usually unintelligible to the outsider. Publishing is no different in that regard. However, there is one way in which the language of publishing differs from the language of other industries: there is a written language. Proofreader marks are the written language of publishing.

So, what are proofreader marks? Well, they are exactly what the name implies, marks a proofreader or editor makes on the page to indicate what change needs to be made. Refer to the proofreader marks from the Chicago Manual of Style. For example, the mark bf indicates that the text should be set in boldface type. The characters to which the comment applies should be underlined with a squiggly line (which is not indicated in the CMOS sheet). The bf notation should be placed in the margin and circled. To “cancel” a marked change, add stet next to it.

Traditionally, proofreader marks were made with a non-photo (or non-repro) blue pencil. This color could not be detected by the film used to make printer plates. Today, the choice of color is personal, although many editors and proofreaders use red. Be sure to use a color that contrasts with the printed material. Do not use black!

So, how does one use proofreader marks in today’s digital world? Much of the publishing process no longer takes place on paper. An author most likely composes in a word processor (and certainly will need to submit manuscript electronically), an editor will do most of the editing electronically, pages are composed using software, and printer proofs are reviewed online. The author will likely be given PDFs or other electronic document to review instead of paper printouts as would have been the case in years past. Do you need to use the mark-up tools in Adobe Reader to manually replicate the traditional proofreader marks? No. In fact, if you do, you may draw the ire of the editor. It is much easier to make and read “proofreader marks” in digital form by using the mark-up tools to highlight the text and add a comment such as delete or bf than to try to replicate a squiggly underline with the line tool.

Why is it important to use proper proofreader marks? Communication. These marks are the written language of publishing, and publishing professionals understand exactly what they mean. In addition to ensuring proper communication with the editor, an author should use proofreader marks to demonstrate his or her professionalism. Using the written language of the industry shows you not only understand the business, but that you have made the commitment to learn a “foreign language.” This may be a small part of the large process of getting your work published, but it can help make a positive impression on an editor.

Tin Whiskers Publisher is a member of the Independent Book Publishers Association (IBPA). IBPA’s mission is “to lead and serve the independent publishing community by providing advocacy, education, and tools for success.” IBPA is a not-for-profit membership organization serving and leading the independent publishing community. Founded in 1983, it is the largest publishing trade organization in the United States. IBPA members pledge to uphold the organization’s code of ethics.