MODULE THREE

STUDYING THE ART OF PROOFREADING

Learning Outcome
1. Process of making corrections to copy or manuscript
2. Common symbols for proofreading or digital documents
3. Fundamental strategies and procedure of proofreading
PAPER PROOFREADING
Introduction
As you read through a text to spot mistakes, it is better not to cover the sheet with hand written
instructions
But mark the copy up for correction using a shorthand of symbols or simple instructions
Not only should the instructions be simple, but they should also be standardized so that not only
you can understand but so can anyone else.
In a longer piece of writing this will help you remember the errors you noticed earlier on.
Using standardized symbols and abbreviations will also help you to be precise in your post
markup corrections.
WHILE
If you are in a work place where someone else is past the proof after you have marked it up they
will be able to understand your notes are on the corrections as required.
Fortunately, proof readers have already developed a rigid standardized set of symbols are
instructions that are used all over the English speaking world for proofing painted documents.
A professional proofreader should know there off by heart but keeping a reference sheet handy
while you start is also a good idea.
TOPICS
1. Standard symbols for proofreading on paper
2. Methods and techniques to proofreading
3. Marking your copy up clearly and accurately
STANDARD SYMBOLS FOR GENERAL INSTRUCTIONS
The society for editors and proofreading based in putrefy, London approves of the set of symbols
produced by the British Standards Institute under the code NO BS 526 Inc.
These are the symbols that should be used for proof reading every text in the UK
They are universally understood among additional staff across the country.
Of course, these days proof reading can be done on a paper or a computer or indeed on a tablet or
a phone screen.
British Standard (BS):- Mark up on hard copy that is paper is rapid and clear through on screen
BS markup, which uses PDF Stamps is none useful for anyone making corrections on a source
fue.
However, you correct proofs, every markup must be crystal clear for any editorial operative to
understand.
This is particularly true in the situation where they do not know much English which happens
more often than one thinks
Marking Up a text on Papers
Under BS-526 IC standard symbols. Every mark in the text is explained by another mark or
abbreviation written in the margin.
Generally, a proof reader will use a pencil or red pen to delete punctuation marks and change
letters in mistakes resulting from the typographers work and can even sometimes alternate to a
blue pen for an editorial ever such as changing another letter.
Color coding can also result in the proof reader in co-operating in author’s correction in, e.g.
Black.
Some publishers will have their own idiosyncratic color codes, but the method mentioned is very
frequent in places where proofs are still corrected on paper by hand.
Each clear and legible markup will take rear a second and you should aim to be able to quickly
identify and mark all mistakes in work.
In work environments where you are paid by the word accuracy combined with speed is essential
and is in both you and your employee’s interest.
Below are the regularly used proof reading symbols as specified by BS-526 IC
They are recited as illustrations in different groups for convenience
Proof reading symbols used for overall general instructions
Proof reading symbols used for overall general instructions and less common symbols.
SYMBOLS FOR EDITING, PUNCTUATION AND LAYOUT
Proof reading symbols which indicate
 Insertion
 Deletion
 Changing text
Proof reading symbols which indicate
 Insert
Proof reading symbols for changing the feint
 Size
 Appearance of text
Proof reading symbols used for changing or inserting punctuation
Proof reading symbols used to indicate changes in a layout.
1=DELETION 
2=GENERAL INSTRUCTION Ω
3=INSERTION
4=LAYOUT EDITION
5=GENERAL INSTRUCTION
BASIC PROOFREADING METHODS
Methods and Techniques of proof reading
Basic Proof reading on paper and screen
Preparations before you start
 Make sure you understand that the bigger picture aspects of the text you are working on
have been taken care of by the copy editor.
 You should not make corrections at the word and sentence level
 If work is still required on the focus and arrangements of the text this is a copy editing
job.
 If you spent major errors or incoherence try to find a polite way of querying the text with
the copy editor or sub editor and get it changed.
 Also try to check whether there are any other editing jobs which seem to have not been
done and incorporate those into your polite query.
  Check that the computer version of the document does not have an editorial votes
apprehended to it.
 An editor will leave comments for the proof reader in the track changes mode of a word
document for instance, and you should read there notes before embarking on changes.
The right justify something you might otherwise want to change or raise issues that you might
not spot unless they were mentioned.
WHAT TO DO WHEN BEGIN PROOF READING
Here are some tips on how to start work on a proof reading job.
Some may seem repetitions but they cannot be emphasized enough when trying to ensure the
most perfectly accurate copy.
1. Work from a printout rather than the computer screen. More mistakes tend to be picked
out from a printed copy.
2. Scroll through the document to spot the squiggly red underlining on screen that usually
indicate a mistake before you print the document.
3. Read the proofs out loud. This is particularly useful for nothing run-on sentences, but you
will also spot other problems that you might not notice when reading silently in your
head.
4. Try using a blank sheet of paper to cover the lines below the one you are reading.
This will keep you from skipping ahead of mistakes in your hurry to get the job done.
5. Make a point of using the search function of the document on the computer to locate
mistakes that everyone makes
An example is to search for it so that you locate it and its which are often absent minded
confused and can skip past even a very vigilant proof reader.
If you habitually use open brackets or quote marks and leave out the closing one, then
search for a left hand bracket.
If your spell checker is not precisely programmed to spot common treason positions,
sorry, transpositions such as ad, then routinely check for those too.
6. If you type fast but tend to make rather a lot of mistakes, make sure that you check for
each kind of error individually moving from the most frequent to the rarest and following
the technique that works best for you to locate that kind of mistake.
INSTRUCTIONS TO BEGIN PROOF READING
What to do when you begin proof reading.
SUMMERY
KEY NOTES
1. Proof reading on printed papers in UK English is usually done using the British standard
proofreading symbol known as BS 5216IC
2. Proofreading in US English should be marked up using the international symbols known
as ISO 5776
3. There are several different methods of checking a document, which you should perform
in a logical order
4. All of your marking up needs to be done clearly and accurately
Take your time
INTRODUCTION TO PROOF READING ON-SCREEN
INTRODUCTION
It’s becoming more and more common these days for proof readers and editors to be
asked to mark up documents and test directly onto a computer screen or sometimes
another electric device

There are many advantages to working in this way

It makes working remotely simple and convenient and you can do this virtually anywhere
or you can use your laptop as there is no need to be anywhere near a printer

Young can work anywhere; working on screen is greener too because it saves paper and
with the increasing pressure on business to be more environmentally friendly
The future
 The trend for people proof reading is likely to continue well into the future

Unfortunately, on the screen proof reading can bring several pitfalls with it need to be
avoided

The resolution of a computer screen is significantly less than that of a printed page

No matter how much you sharpen it and this means that it is more difficult to see subtle
details or mistakes

It is much easier to let your concentration wander and be distracted when you are reading
from a screen

Merely the simple act of scrolling up or down a page can limit your attention span
AND
Don’t even mention the siren call of social media as well as the push of:-
 Notifications
 E-mail alerts
 Messenger dialog boxes
That keep peeping up at random times, all ganging up to distract you
TOPICS
1. Methods and techniques for proof reading on screen
2. On screen proof reading symbols
3. How to mark up, copy clearly and accurately
SETTING UP FOR ON-SCREEN PROOFREADING
1. METHODS AND TECHNIQUES FOR PROOFREADING ON-SCREEN
Setting yourself up
The following tips will be very useful for anyone who will be spending long periods working at a
computer
However, they are particularly helpful for
Writers
Proofreading
All types of editor
Who’s risk poor health as a result of being sedentary and staring at computer monitors while
working days after days
Make sure you are using a well-lit workstation.
Using the ergonomic guidelines supplied by your employer or researching them yourself online.
Give your eyes a rest to the other chief armrest as a proofreader.
You can avoid too eyestrain by working in larger fonts. Turning down the backlight on your
screen.
Changing the angle or position of the screen to eliminate glare and making a more comfortable
choice between contact lenses or prescription glasses if you need such aids to see properly.
Get up and walk around at least once an hour to give your body, eyes and brain a little exercise
or rest.
This is not only better for you general health, but you will make considerable more errors when
you are stiff and tired.
Figures show that humans are more productive overall when they take breaks, perhaps use your
phone or computer alien timer to make sure you remember to have a break or a stretch.
READING AND EDITING METHODS
Hoe to adapt the straight edge trick to word documents
As we saw above, it is often helpful to use the edge of a piece of paper to allow you to
concentrate on one line of text as you work through a document.
This can still be done if you are working on the screen either with a similar piece of blank paper
or with a ruler.
HOWEVER
Using a ruler to read an electronic document on a computer monitor can be uncoveneient or
awkward.
Few people have the strength, poise and wrist strength to hold a ruler up to a screen for very long
and it can be pretty irritating to keep putting the straight edge down every time we have to make
a change to a line or word.
WAYS TO EDIT OR PROOF READ ON SCREEN
Document
Begin by using your mouse to set your cursor to the beginning of a line and move it down until
you reach the end of the section of the text. This highlinting the whole area of copy you are
working on.
This can help you keep track of where you are working on, this can help you keep track of where
you are and help you to concentrate on reading slowly too.
But you must remember to scroll down regularly to make sure that your eyes are not constantly
straining at the bottom of the document as you try to read it. Do not be too reliant on spell
checking
Like track changes in word spell checker can be a fantastic tool to help us proof read or edit in
these documents.
HOWEVER
Only you will know the correct spelling in the context of the sentence you are proof reading.
You must make sure that the corrections made by spell checker are also correct.
Never let yourself believe that the use of spell check rebates the deployment of careful reading
Homonyms have a way of regularly searching into documents whether they are written by
professional or beginners
Your spell checker will allow words like too through in place of two cords. Even if the water
meant one of the letter two choices
It is always important to be aware of the challenge of proof reading on a computer screen and
adapt your way of working so that it is as accurate when working on a digital copy or a hard
copy.
PROOF READING PN A PDF DOCUMENT
Nowadays some clients will expect you to proof read a PDF document on screen though word is
still the most common software and most professional publishers will use in design.
But to most of them do their proofing or editing on paper before the corrections are put in.
Marking up corrections directly onto PDF publishers to save on printing edge weights of paper
and having them courier to editors and proof readers and paying for them to be returned
afterwards.
It also means that your rate of payments can be better as most of this work is on a fixed fee and
marking up on screen can be quicker once you have gotten used to the programmers involved.
PDFs can be marked up using; comment, stick notes annotations if you have the various parts of
the program activated in the tools drop down option, it is the best to practice this first if you have
not used the program in this way before.
If your clients prefers you to mark up PDFs on screen using the built pan tools, bear in mind that
this is not the best way to do it.
AND
Perhaps suggest using PDF stamps which make comments and symbols much more obvious and
can be added more quickly BUT always remember consistency is the key.
CHECKING COMMON ERRORS
How to check for common errors
Once you are aware of the common mistake you are most likely to make.
You can check your documents for them and zoom in on each specific one, always remember
that the key to perfect proof reading is to concentrate
The following is a list of tried and trusted strategies to help you do this.
Gather down the various headings
Once you think that your proofreading is complete read the text thoroughly from the beginning
to end.
To read it always best to print one off for this purpose.
BUT sometimes the opportunity may not be there
VerbTebse: Check the whole of the text you are working on to be sure your tense are consistent
throughout.
Make sure the writing dose not start by using the past tense and then switch randomly to the
present tense.
Parallel Structure: Skin the copy but stop at key words that usually introduce structures that are
known as parallel structures e.g. “for not only” “but also” “either” “uneither no”
Make sure the various forms of a word connected by the parallel structures are in the same
appropriate grammatical form
Fragments: Look at each sentence to make sure that it conatins an independent clause which is a
group of words that conatins a subject and a predicate.
That is a phrase such as :went home” in the bigger phrase ;”JOHN went home”. Pay attention to
sentence that begin with subordinating conjuctions such as because, while or since OR Phrases
such as “for example” these brought indicate that a sentence could belong to one that it follows
Example
Incorrect: I like to swim. Because I like the warmth of the pool
Correct: I like to swim because I like the warmth of the pool.
LOCATING GRAMMATICAL MIS SPELLING COMMAS CONNECTING TWO
INDEPENDENT CLAUSES
Another thing to look out for is when a comman is used in place of a semi-colon or other
opunctuation marked that is.
When they separate two clauses that are independent of each other try skimming your paper for
comas placed incomplete sentence on either side of the comma.
If this is the case, correct the sentence by either converting the punctuation to a fullstop or semi-
colon or by re-writing on of the clauses to be dependent y adding a cinjuction.
Example
Incorrect: Tonny’s mum came to London, this week. She realyy enjoyed seeing
Buckingham Palace
Correct: Tony’s mum came to London last week. She really enjoyed seeing Buckigham
Palace.
ALTERNATIVELY
Tony’s mu came to London last week and really enjoyed seeing Buckingham Palace.
When a comma seperates the subject and the verb
Firstly, check your copy for commas. If there is a comment between the subject and verb then
consider removing it if the comma is not for an adjectival clause.
Remember not to separate the subject and verb with a comaa.
Example:
Incorrect: Tony’s mum came to London last week
Correct: Tony’s mum came to London week
When a comma is missing in an adjectival or relative clause.
Check your text for commas
See if your coppy has a comma at the beginning of a relative or adjectival clause.
If this is the case it will need a closing comma to finish the clause.
Example
Incorrect: Tony’s mum who came to London last week works as a personal assistant.
Correct: Tony’s mum who came to London last week, works as a personal assistant.
VERIFYING EQUEST GRAMMAR MISTAKES
The correct use of apostrophes
Check your text stopping only at the words which end in the letters
Consider wheter any of the words beginning with need an apostrophe
If an apostrophe is necessary, you will also be bale to invert the order of the words to write of of
of the between them and it will still make snse.
ALSO
Make sure wheter the noun to which this belongs is singular or plural and place the apostrophe
before or after those accordingly.
Keep a special eye out for the green grocer;s apostrophe mistake, which is so often seen on hand-
written signs in shops.
For example
Fresh tomatoe’s are sold here
Example
Incorrect: Tony’s wife is very attractive
Correct: Tony’s wife is very attractive
Left Out or Doubled words
This is a situation where reading the paper allowed comes into its own
Especially if you do this while pointing to every word
It is best not to let your eye move ahead until you are sure that you have seen each word
This is the time to also make sure that the author has not accidentally doubled any words.
Example
Incorrect: Everyday, Tony goes to the mall with his brother.
Everyday, Tony goes to the mall with his brother everyday
Correct: Everyday Tony goes to the mall with his brother
CAPITALIZATION
Check the text you are working on for all proper nouns, ie. The names of ; People, Cities and
Towns, Countries, Streets, Titles of books, songs and films
Capital letters are often called uppercase in publishing.
Bear in mind that a few brand names and other proper nouns can be exceptions to e.g. the poet
e.g. cunnings or the product iTunes.
It is best to avoid starting a sentence with these exceptional names as to deciding whether to
capitalize them is a stylistic nightmare though the style guide you are given may have
appropriate guidance.
Make sure you are consistent until your capitalized according to the style guide and that you
capitalize all necessary proper nouns.
Also triple check that all sentences begin with a capital letter and unless instructed otherwise by
the style guide.
All acronyms to such as RSPB CI or TNT are also rendered in uppercase without full stop.
Example
Incorrect: Sarah just finished reading an article entitled how to help student learn
Correct: Sarah just finished reading an article entitled how to help student learn.
QUOTATION MARKS OR INVERTED COMMAS
In the find function of word, if you are using that program locate all of your inverted commas
and make certain that every opening quotation mark is paused with a closing set.
Also make sure that the phases or sentence inside the quotation marks are direct quotes and not
paraphrases.
Place all full stop and commas inside the pair of inverted commas
Unless the style guide says otherwise, Make sure that semi-colon and colons are placed outside
the quotation marks, unless you are directly quoting from the text that has been cut or posted or
extracted from already published or written words.
Example
Incorrect: Sarah just finished reading the article how to help students, learn
Correct: Sarah just finished the article “how to help students learn”
SEQUENCE OF PROOF READING ON=SCREEN
1. Concentrate on reading the text thoroughly from beginning to end to retreat, print the
document if needed
2. Check the whole text to revive the tense parallel structures, connections and grammatical
forms
3. Look at each sentence to ensure that it contains an independent clause subject and a
predictable.
4. Pay close attention to sentence beginning with