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APPENDIX
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Correction Symbols and

Proofreading Marks

In marking your papers, your instructor may use the following symbols or abbrevia-
tions to indicate writing weaknesses. Studying these symbols and suggestions will
help you understand your instructor’s remarks. Knowing this information can also
help you evaluate and improve your own e-mails, memos, letters, reports, and other
writing. These symbols are keyed to the Grammar/Mechanics Handbook and to
the text.

Adj Hyphenate two or more adjectives that are joined to create a

compound modifier before a noun. See G/M 1.17e.

Adv Use adverbs, not adjectives, to describe or limit the action.

See G/M 1.17d.

Apos Use apostrophes to show possession. See G/M 2.20–2.22.

Assgn Follow the assignment instructions.

Awk Recast to avoid awkward expression.

Bias Use inclusive, bias-free language. See Chapter 2.

Cap Use capitalization appropriately. See G/M 3.01–3.16.

CmConj Use a comma before the coordinating conjunction in a compound

sentence. See G/M 2.05.

CmDate Use commas appropriately in dates, addresses, geographical

names, degrees, and long numbers. See G/M 2.04.

CmIn Use commas to set off internal sentence interrupters.

See G/M 2.06c.

CmIntr Use commas to separate introductory clauses and certain phrases

from independent clauses. See G/M 2.06.

CmSer Use commas to separate three or more items (words, phrases, or

short clauses) in a series. See G/M 2.01.

Coh Improve coherence between ideas. Repeat key ideas, use pronouns,
or use transitional expressions. See Chapter 3.

Cl Improve the clarity of ideas or expression so that the point is better

understood.

CS Avoid comma-splice sentences, Do not use a comma to splice (join)

two independent clauses. See Chapter 3.

Appendix C: Correction Symbols and Proofreading Marks C-1

 CmUn Avoid unnecessary commas. See G/M 2.15.

: Use a colon after a complete thought that introduces a list of items.

Use a colon in business letter salutations and to introduce long
quotations. See G/M 2.17–2.19.

DM Avoid dangling modifiers by placing modifiers close to the words

they describe or limit. See Chapter 3.

Dash Use a dash to set off parenthetical elements, to emphasize

sentence interruptions, or to separate an introductory list from a
summarizing statement. See G/M 2.26.

Direct Use the direct strategy by emphasizing the main idea.

See Chapter 3.

Filler Avoid fillers such as there are or long lead-ins such as this is to
inform you that. See Chapter 4.

Format Choose an appropriate format for this document.

Frag Avoid fragments by expressing ideas in complete sentences.

A fragment is a broken-off part of a sentence. See Chapter 3.

MM Avoid misplaced modifiers by placing modifiers close to the words

they describe or limit. See Chapter 3.

Num Use number or word form appropriately. See G/M 4.01–4.13.

Ob Avoid stating the obvious.

Org Improve organization by grouping similar ideas.

Par Express ideas in parallel form. See Chapter 3.

Paren Use parentheses to set off nonessential sentence elements such as

explanations, directions, questions, or references. See G/M 2.27.

Period Use one period to end a statement, command, indirect question, or

polite request. See G/M 2.23.

Pos Express an idea positively rather than negatively. See Chapter 2.

PosPro Use possessive-case pronouns to show ownership.

See G/M 1.07 and 1.08d.

Pro Use nominative-case pronouns as subjects of verbs and as

subject complements. Use objective-case pronouns as objects
of prepositions and verbs. See G/M 1.07 and 1.08.

ProAgr Make pronouns agree in number and gender with the words to
which they refer (their antecedents). See G/M 1.09.

ProVag Be sure that pronouns such as it, which, this, and that refer to clear
antecedents.

? Use a question mark after a direct question and after statements

with questions appended. See G/M 2.24.

Quo Use quotation marks to enclose the exact words of a speaker or

writer; to distinguish words used in a special sense; or to enclose
titles of articles, chapters, or other short works. See G/M 2.28.

Redun Avoid expressions that repeat meaning or include unnecessary

words. See Chapter 4.

C-2 Appendix C: Correction Symbols and Proofreading Marks

 RunOn Avoid run-on (fused) sentences. A sentence with two independent
clauses must be joined by a coordinating conjunctions (and, or, nor,
but) or by a semicolon (;). See Chapter 3.

Self Use self-ending pronouns only when they refer to previously

mentioned nouns or pronouns. See G/M 1.08h.

; Use a semicolon to join closely related independent clauses. A

semicolon is also an option to join separate items in a series when
one or more of the items contain internal commas. See G/M 2.16.

Shift Avoid a confusing shift in verb tense, mood, or voice.

See G/M 1.15c.

Sp Check misspelled word(s).

Trans Use an appropriate transition. See Chapter 3 and Chapter 12.

Tone Use a conversational, positive, and courteous tone that promotes

goodwill. See Chapter 2.

You Focus on developing the “you” view. See Chapter 2.

VbAgr Make verbs agree with subjects. See G/M 1.10.

VbMood Use the subjunctive mood to express hypothetical (untrue) ideas.

See G/M 1.12.

VbTnse Use present-tense, past-tense, and part-participle forms correctly.

See G/M 1.13.

VbVce Use active- and passive-voice verbs appropriately. See G/M 1.11.

WC Focus on precise word choice. See Chapter 4.

Wordy Avoid wordiness including flabby expressions, long lead-ins,

unnecessary there is/are fillers, redundancies, and trite business
phrases. See Chapter 4.

Appendix C: Correction Symbols and Proofreading Marks C-3

Figure C. Proofreading Marks

Proofreading Marks
Proofreading Mark Draft Copy Final Copy

Rick Munoz
Align horizontally TO: TO: Rick Munoz
Align vertically 166.32 166.32
132.45 132.45

Capitalize Coca-cola Coca-Cola

sending a pdf file sending a PDF file
Close up space meeting at 3 p. m. meeting at 3 p.m.
Center Recommendations Recommendations
Delete in my final judgement in my judgment

Insert apostrophe our companys product our company’s product

Insert comma you will of course you will, of course,
Insert hyphen tax free income tax-free income

Insert period Ms Holly Hines Ms. Holly Hines

Insert quotation mark shareholders receive a bonus. shareholders receive a “bonus.”
Insert space wordprocessing program word processing program

Lowercase (remove the Vice President the vice president

capitals)
HUMAN RESOURCES Human Resources
Move to left I. Labor costs I. Labor costs

Move to right A. Findings of study A. Findings of study

Spell out aimed at 2 depts aimed at two departments
Start new paragraph Keep the screen height of your Keep the screen height of
computer at eye level. your computer at eye level.

Stet (don’t delete) officials talked openly officials talked openly

Transpose accounts recievable accounts receivable
Use boldface Conclusions Conclusions
Use italics The Perfect Résumé The Perfect Résumé

C-4 Appendix C: Correction Symbols and Proofreading Marks