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Editing and proofreading marks - what do they all mean?
- Georgina Brown
- Jul 17
- 4 min read
Updated: Jul 18
If you’ve ever had a document returned to you covered in squiggles, arrows and abbreviations, chances are you’ve encountered proofreading marks. These traditional editorial symbols are still widely used today, especially in publishing, education, and professional writing. They highlight the changes that need to be made on a printed or digital manuscript.
If you’re a writer, editor, teacher or student, understanding how to read and use proofreading marks can massively improve your communication, accuracy, and confidence when working with text.
We're talking about
What proofreading marks are
Why they matter in today’s world
Common types of errors to watch for
How to practise your proofreading skills
Tips for clear communication with clients or collaborators
And we've also included a free downloadable proofreading marks guide
What are proofreading marks?
Proofreading marks are a set of standard symbols used to indicate edits on a piece of writing. Traditionally, they were used on printed pages (hence the term “hard copy editing”), but they’re just as useful when reviewing PDFs or printed scripts, especially for layout-heavy projects like magazines, books, or marketing materials.
While digital editing tools like “track changes” in Word are now common, there’s still a place for proofreading marks, particularly in publishing, education, and media, where documents often go through multiple visual stages before print.
Want to keep a handy reference? Download our free proofreading symbols sheet – perfect for printing and keeping at your desk.
Why do proofreading marks still matter?
Here’s the thing: proofreading is more than just spotting a typo. It’s the final polish that makes sure your message is clear, your tone is right, and your writing looks professional.
Using standard marks:
Speeds up collaboration with designers and editors
Makes communication across teams smoother
Shows you're working to industry-standard quality
Reduces confusion about what changes are needed and where
They’re especially handy when working with traditional publishing houses, printers, or agencies, many of which still use visual mark-ups alongside digital changes.
Common mistakes proofreaders spot
When proofreading a piece of writing, these are some of the most frequent issues you’ll come across:
1. Spelling errors
Even with spellcheck, homophones (like "their" vs "there") often slip through.
2. Punctuation problems
Missing commas, incorrect quotation marks, or unnecessary exclamation marks are common culprits.
3. Inconsistent formatting
This includes things like switching between British and American spellings (colour vs colour), mismatched font styles, or double spaces.
4. Capitalisation
Is it the Prime Minister or the prime minister? Titles and names need checking for consistency.
5. Grammar slips
Look for subject-verb agreement, incorrect tenses, and sentence fragments.
6. Layout and spacing
This is especially important in print design, children’s books, or part-works (which we've worked on before at Xanderful Creations!).
How to practise proofreading
Like any skill, proofreading gets better the more you do it. Here are a few easy ways to sharpen your eye:
Read aloud
This helps you catch awkward phrasing or missing words.
Print it out
Mistakes are often easier to spot on paper than on a screen.
Read backwards
It sounds odd, but starting from the last word and moving up forces your brain to focus on each word individually.
Take a break
Stepping away from the page before proofreading gives your brain a reset and helps you spot errors more easily.
Use a checklist
Make a personal list of things you often miss (e.g., dates, numbers, formatting) and refer back to it.
Communicating clearly as a proofreader
If you’re working with a team in publishing, marketing or education, it’s key to communicate changes clearly.
Here are some tips:
Use standard proofreading marks that everyone understands.
Keep notes clear, polite and professional.
Flag anything that’s unclear rather than guessing.
Clarify who is responsible for final decisions (you, the client, or the designer).
Who might need these?
Freelance writers and editors – Add polish and professionalism to your work.
Teachers and tutors – Teach students to spot and fix their own mistakes.
Publishing assistants or interns – Show initiative by learning the basics early.
Marketing teams – Make proofing printed materials easier and faster.
At Xanderful Creations, we’ve worked across children's and adult publishing, non-fiction books, educational content, fact-books, and magazines - so we know how important clean copy is.
Free Download: Proofreading Marks Guide
We’ve created a clean, printable Proofreading Marks Reference Sheet that includes:
The most commonly used UK English symbols
Simple explanations
A few examples to help see them in action
Perfect for sticking by your desk or adding to your freelance toolkit.
Proofreading marks remain a powerful tool for anyone serious about writing, editing or publishing. They make your edits faster, your communication clearer, and your end product sharper.
If you’re editing a novel, marking up a school worksheet, or working with a design team, knowing how to use proofreading marks gives you a real advantage.
Got questions? Or want help with proofreading your next project?
📩 Get in touch with Xanderful Creations – we're always up for collaborating with writers, publishers and educators.
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