Understanding Proofreading Marks and Symbols on a PDF

As a book or journal author or managing editor, you understand that a thorough proofread is essential for pinpointing errors and preparing a marked-up PDF that guides the designer in creating a polished final document.

(What’s the difference between copyediting and proofreading? Find out in this blog post.)

However, receiving a marked-up PDF can feel confusing and overwhelming. This post aims to demystify the proofread PDF, explain the various proofreading markup symbols, and provide instructions on how to respond to comments and relay information to your designer effectively.

Common Proofreading Marks and Their Meanings

When you open your proofread PDF, you’ll see various symbols in different colors (most frequently blue, red, and yellow). Edits are made in Adobe Acrobat using the Comment toolbar.

(To learn more about these tools, click here.)

Here’s a breakdown of the most common proofreading marks:

• Caret (^): This symbol indicates an insertion. The proofreader suggests adding something at the indicated location, usually a missing letter, word, or punctuation mark.
• Strikethrough (example): The strikethrough indicates text that should be deleted. It is often paired with the caret indicating the replacement text.
• Text comments without carets or strikethrough: Proofreaders may ask questions or suggest revisions beyond simple deletions or omissions. They will select the appropriate text in the PDF, which will then be highlighted in yellow and accompanied by a small yellow comment bubble to alert you to the presence of a comment.
• Sticky note: This square note is marked by the comment bubble symbol and can vary in color. Since it is not tied to highlighted text, it can be placed anywhere on the page and is often used to draw attention to specific layout issues.

If you click on a strikethrough, caret, text comment, or sticky note, comments from the proofreader will be visible in the Comments list on the right side of the PDF. You can also hover your cursor over each symbol to read the same text that is located in the Comments sidebar.

• Highlighting: Sometimes proofreaders will highlight text that needs editing, in addition to using the proofreading marks listed above, to ensure you won’t miss an edit.

What to Do with the Mark Ups and Comments

Once you receive the marked-up PDF, the next step is to prepare the document for the designer to implement the necessary changes. Understanding how to address comments and relay information is crucial for ensuring an efficient process. Here are some tips:

• Read each comment thoroughly: Take the time to read through all comments carefully. This will help you understand the proofreader’s suggestions and identify any questions or points of clarification you may have.
• Respond directly in the comment thread: If a comment requires your input or clarification, respond directly in the comment thread. For example, if the proofreader asks for clarification of the spelling of a name, provide that information by responding in the PDF. This keeps all relevant discussions together and makes it easier for the designer to understand the necessary changes.
• Be specific and clear: When responding to comments, strive for specificity. For instance, if the proofreader questions the use of an ampersand in place of the word “and,” clearly express your preference in your response. This not only clarifies your intentions but also aids the designer in accurately implementing your choices.
• Relay questions separately: If you have additional questions for the proofreader after reviewing the PDF, be sure to relay them (at Flatpage, we prefer that you send them by email or in our chat feed within fourteen days of receiving your proofread). This ensures that the proofreader can address your questions quickly and efficiently.
• Communicate clearly with the designer: After addressing the comments, review the marked-up PDF to make sure it clearly reflects your decisions. If there are critical changes or context that the designer should be aware of, consider summarizing those in a brief note. To draw attention to important points, you can also use visual cues, such as highlighting key changes, which will help the designer quickly identify critical tasks and prioritize workflow.

Once the designer has received your marked-up PDF, they will incorporate your comments and edits to produce the final document. Clear communication and timely responses are essential for streamlining this process and achieving the highest quality result.

Conclusion

Navigating a proofread PDF doesn’t have to be confusing. By understanding common proofreading marks, responding to comments effectively, and maintaining clear communication with your proofreader and designer, you can streamline the editing process. This clarity is crucial for implementing necessary changes, ensuring your work is polished and ready for publication. Embracing these practices will not only enhance the quality of your final product but also foster a collaborative environment among all involved in the publication process.