Copy Editing and Proofreading Symbols

Symbol Meaning Example

Delete Remove the end fitting.
Close up The tolerances are with in the range.
Delete and Close up Deltete and close up the gap.
n o t
Insert The box i s in serted correctly.
#
# Space Th procedure is incorrect.
e
Transpose Remove the fitting end.
/ or lc Lower case The Engineer and manager agreed.
Capitalize A representative of nasa was present.
Capitalize first letter and GARRETT PRODUCTS are great.
lower case remainder
stet
stet Let stand Remove the battery cables.
¶ New paragraph The box is full. The meeting will be on Thursday.
no ¶ Remove paragraph The meeting will be on Thursday.
break no
All members must attend.
Move to a new position All members attended who were new.
Move left Remove the faulty part.
Flush left Move left.
Flush right Move right.
Move right Remove the faulty part.
Center Table 4-1
Raise 162

Lower
162
Superscript 162
Subscript 162
. Period Rewrite the procedure. Then complete the tasks.
‘
‘ Apostrophe or single The company s policies were rewritten.
quote
; Semicolon He left however, he returned later.
;
 Symbol Meaning Example

: Colon There were three items nuts, bolts, and screws.

:
, Comma Apply pressure to the first,second and third bolts.
,
-| Hyphen A valuable product was created.
by
sp Spell out The info was incorrect. sp
Abbreviate The part was twelve feet long.
|| or = Align Personn
el
Facilities
Equipment
Underscore The part was listed under Electrical.
Run in with previous line He rewrote the pages
and went home.
Em dash It was the beginning so I thought.

En dash The value is 120 408.

ital Set in italics The book was titled Technical Writing Styles.
ital
bf Set in bold This is the only time we can offer this price. bf
wf Wrong font This is the first step in the procedure. wf
sm cap Set in small caps Set the MFG REGISTER to zero. sm cap

Meaning Symbol Example

Abbreviate The part was twelve feet long.
Align || or = Personn
el
Facilities
Equipment
Apostrophe or single ‘ The company‘ s policies were rewritten.
quote
Capitalize A representative of nasa was present.
Capitalize first letter GARRETT PRODUCTS are great.
and lowercase
remainder
Center Table 4-1
Close up The tolerances are with in the range.
Colon : There were three items nuts, bolts, and screws.
:
 Meaning Symbol Example
Comma , Apply pressure to the first second and third bolts.
, ,
Delete Remove the end fitting.
Delete and close up Deltete and close up the gap.
Em dash It was the beginning so I thought.

En dash The value is 120 408.

Flush left Move left.

Flush right Move right.
Hyphen -| A valuable product was created.
by
n ot
Insert The box is i nserted correctly.
s t e t
Let Stand stet Remove the battery c a b les.
Lower 16
2

Lower case / or lc The Engineer and manager agreed.

Move left Remove the faulty part.
Move right Remove the faulty part.
Move to a new All members attended who were new.
position
New paragraph ¶ The box is full. The meeting will be on Thursday.
Period . Rewrite the procedure. Then complete the tasks.
Raise 16
2

Remove paragraph no ¶ The meeting will be on Thursday.

break no
All members must attend.
Run in with previous He rewrote the pages
line and went home.
Semicolon ; He left however, he returned later.
;
Set in bold bf This is the only time we can offer this price.bf
Set in italics ital The book was titled Technical Writing Styles.ital
Set in small caps Set the MFG REGISTER to zero. sm cap
#
Space # Th procedure is incorrect.
e
Spell out sp The info was incorrect. sp
 Subscript 162

Meaning Symbol Example

Superscript 162
Transpose Remove the fitting end.
Underscore The part was listed under Electrical.
Wrong font wf This is the first step in the procedure. wf

Ten Rules of Proofreading

1. Never proofread your own copy.

2. Read everything in the copy straight through from the beginning to end.

3. Read copy backward to catch spelling errors.

4. Read pages out of order.

5. Have proofreaders initial the copy they check.

6. Have someone read numbers while you check hardcopy.

7. Take short breaks so you can concentrate more clearly.

8. List errors you spot over a month.

9. Alter your routine.

10. Make your marks legible and understandable.

From “How to Avoid Costly Proofreading Errors” by Carolyn Boccella Bagin and Jo Van Doren