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Copy Editing and Proofreading Symbols

Symbol
Delete

Meaning

Example
Remove the end fitting. The tolerances are with in the range. Deltete and close up the gap. The box is inserted correctly. # Theprocedure is incorrect. Remove the fitting end. The Engineer and manager agreed. A representative of nasa was present. GARRETT PRODUCTS are great. stet Remove the battery cables. The box is full. The meeting will be on Thursday. The meeting will be on Thursday. no All members must attend. All members attended who were new. Remove the faulty part. Move left. Move right. Remove the faulty part. Table 4-1 162 162 162 162
. Rewrite the procedure Then complete the tasks.

Close up Delete and Close up Insert # Space Transpose / or lc Lower case Capitalize Capitalize first letter and lower case remainder stet no Let stand New paragraph Remove paragraph break

not

Move to a new position Move left Flush left Flush right Move right Center Raise Lower Superscript Subscript
.

Period Apostrophe or single quote Semicolon

The companys policies were rewritten. He left however, he returned later. ;

Symbol
: ,

Meaning
Colon Comma Hyphen

Example
There were three items : nuts, bolts, and screws. Apply pressure to the first, second and third bolts.
,

-| sp

A valuable byproduct was created. The info was incorrect. sp The part was twelve feet long. Personnel Facilities Equipment The part was listed under Electrical. He rewrote the pages and went home. It was the beginning so I thought. The value is 120 408. The book was titled Technical Writing Styles.
ital

Spell out Abbreviate

|| or =

Align

__________

Underscore Run in with previous line Em dash En dash

ital bf wf sm cap

Set in italics Set in bold Wrong font Set in small caps

This is the only time we can offer this price. bf This is the first step in the procedure. wf Set the MFG REGISTER to zero. sm cap

Meaning
Abbreviate Align

Symbol

Example
The part was twelve feet long.

|| or =

Personnel Facilities Equipment The companys policies were rewritten. A representative of nasa was present. GARRETT PRODUCTS are great. Table 4-1 The tolerances are with in the range.

Apostrophe or single quote Capitalize Capitalize first letter and lowercase remainder Center Close up Colon

There were three items nuts, bolts, and screws.


:

Meaning
Comma Delete Delete and close up Em dash En dash Flush left Flush right Hyphen Insert Let Stand Lower Lower case Move left Move right Move to a new position New paragraph Period Raise Remove paragraph break Run in with previous line Semicolon Set in bold Set in italics Set in small caps Space Spell out Subscript

Symbol
,

Example
Apply pressure to the first second and third bolts.
, ,

Remove the end fitting. Deltete and close up the gap. It was the beginning so I thought. The value is 120 408. Move left. Move right. -| A valuable byproduct was created. The box is inserted correctly. stet Remove the battery cables. 162 / or lc The Engineer and manager agreed. Remove the faulty part. Remove the faulty part. All members attended who were new.
.

not

stet

The box is full. The meeting will be on Thursday.


. Rewrite the procedure Then complete the tasks.

162 no The meeting will be on Thursday. no All members must attend. He rewrote the pages and went home. ;
bf ital

He left however, he returned later. ; This is the only time we can offer this price. bf The book was titled Technical Writing Styles.ital Set the MFG REGISTER to zero. sm cap # Theprocedure is incorrect. sp The info was incorrect. sp 162

Meaning
Superscript Transpose Underscore Wrong font

Symbol
162

Example

Remove the fitting end. __________


wf

The part was listed under Electrical. 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