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Editing and Proofreading

What this handout is about.

This handout provides some tips and strategies for revising your writing. To give you a chance to practice proofreading, we have left seven errors (three spelling errors, two punctuation errors, and two grammatical errors) in the text of this handout. See if you can spot them!

Is editing the same thing as proofreading?

Not exactly. Although many people use the terms interchangeably, editing and proofreading are two different stages of the revision process. Both demand close and careful reading, but they focus on different aspects of the writing and employ different techniques.

Some tips that apply to both editing and proofreading

• Get some distance from the text! It’s hard to edit or proofread a paper that you’ve just finished writing—it’s still to familiar, and you tend to skip over a lot of errors. Put the paper aside for a few hours, days, or weeks. Go for a run. Take a trip to the beach. Clear your head of what you’ve written so you can take a fresh look at the paper and see what is really on the page. Better yet, give the paper to a friend—you can’t get much more distance than that. Someone who is reading the paper for the first time, comes to it with completely fresh eyes.
• Decide which medium lets you proofread most carefully. Some people like to work right at the computer, while others like to sit back with a printed copy that they can mark up as they read.
• Try changing the look of your document. Altering the size, spacing, color, or style of the text may trick your brain into thinking it’s seeing an unfamiliar document, and that can help you get a different perspective on what you’ve written.
• Find a quiet place to work. Don’t try to do your proofreading in front of the TV or while you’re chugging away on the treadmill. Find a place where you can concentrate and avoid distractions.
• If possible, do your editing and proofreading in several short blocks of time. Your concentration may start to wane if you try to proofread the entire text at one time.
• If you’re short on time, you may wish to prioritize. Make sure that you complete the most important editing and proofreading tasks.

Editing is what you begin doing as soon as you finish your first draft. You reread your draft to see, for example, whether the paper is well-organized, the transitions between paragraphs are smooth, and your evidence really backs up your argument. You can edit on several levels:

Have you done everything the assignment requires? Are the claims you make accurate? If it is required to do so, does your paper make an argument? Is the argument complete? Are all of your claims consistent? Have you supported each point with adequate evidence? Is all of the information in your paper relevant to the assignment and/or your overall writing goal? (For additional tips, see our handouts on understanding assignments and developing an argument .)

Overall structure

Does your paper have an appropriate introduction and conclusion? Is your thesis clearly stated in your introduction? Is it clear how each paragraph in the body of your paper is related to your thesis? Are the paragraphs arranged in a logical sequence? Have you made clear transitions between paragraphs? One way to check the structure of your paper is to make a reverse outline of the paper after you have written the first draft. (See our handouts on introductions , conclusions , thesis statements , and transitions .)

Structure within paragraphs

Does each paragraph have a clear topic sentence? Does each paragraph stick to one main idea? Are there any extraneous or missing sentences in any of your paragraphs? (See our handout on paragraph development .)

Have you defined any important terms that might be unclear to your reader? Is the meaning of each sentence clear? (One way to answer this question is to read your paper one sentence at a time, starting at the end and working backwards so that you will not unconsciously fill in content from previous sentences.) Is it clear what each pronoun (he, she, it, they, which, who, this, etc.) refers to? Have you chosen the proper words to express your ideas? Avoid using words you find in the thesaurus that aren’t part of your normal vocabulary; you may misuse them.

Have you used an appropriate tone (formal, informal, persuasive, etc.)? Is your use of gendered language (masculine and feminine pronouns like “he” or “she,” words like “fireman” that contain “man,” and words that some people incorrectly assume apply to only one gender—for example, some people assume “nurse” must refer to a woman) appropriate? Have you varied the length and structure of your sentences? Do you tends to use the passive voice too often? Does your writing contain a lot of unnecessary phrases like “there is,” “there are,” “due to the fact that,” etc.? Do you repeat a strong word (for example, a vivid main verb) unnecessarily? (For tips, see our handouts on style and gender-inclusive language .)

Have you appropriately cited quotes, paraphrases, and ideas you got from sources? Are your citations in the correct format? (See the UNC Libraries citation tutorial for more information.)

As you edit at all of these levels, you will usually make significant revisions to the content and wording of your paper. Keep an eye out for patterns of error; knowing what kinds of problems you tend to have will be helpful, especially if you are editing a large document like a thesis or dissertation. Once you have identified a pattern, you can develop techniques for spotting and correcting future instances of that pattern. For example, if you notice that you often discuss several distinct topics in each paragraph, you can go through your paper and underline the key words in each paragraph, then break the paragraphs up so that each one focuses on just one main idea.

Proofreading

Proofreading is the final stage of the editing process, focusing on surface errors such as misspellings and mistakes in grammar and punctuation. You should proofread only after you have finished all of your other editing revisions.

Why proofread? It’s the content that really matters, right?

Content is important. But like it or not, the way a paper looks affects the way others judge it. When you’ve worked hard to develop and present your ideas, you don’t want careless errors distracting your reader from what you have to say. It’s worth paying attention to the details that help you to make a good impression.

Most people devote only a few minutes to proofreading, hoping to catch any glaring errors that jump out from the page. But a quick and cursory reading, especially after you’ve been working long and hard on a paper, usually misses a lot. It’s better to work with a definite plan that helps you to search systematically for specific kinds of errors.

Sure, this takes a little extra time, but it pays off in the end. If you know that you have an effective way to catch errors when the paper is almost finished, you can worry less about editing while you are writing your first drafts. This makes the entire writing proccess more efficient.

Try to keep the editing and proofreading processes separate. When you are editing an early draft, you don’t want to be bothered with thinking about punctuation, grammar, and spelling. If your worrying about the spelling of a word or the placement of a comma, you’re not focusing on the more important task of developing and connecting ideas.

The proofreading process

You probably already use some of the strategies discussed below. Experiment with different tactics until you find a system that works well for you. The important thing is to make the process systematic and focused so that you catch as many errors as possible in the least amount of time.

• Don’t rely entirely on spelling checkers. These can be useful tools but they are far from foolproof. Spell checkers have a limited dictionary, so some words that show up as misspelled may really just not be in their memory. In addition, spell checkers will not catch misspellings that form another valid word. For example, if you type “your” instead of “you’re,” “to” instead of “too,” or “there” instead of “their,” the spell checker won’t catch the error.
• Grammar checkers can be even more problematic. These programs work with a limited number of rules, so they can’t identify every error and often make mistakes. They also fail to give thorough explanations to help you understand why a sentence should be revised. You may want to use a grammar checker to help you identify potential run-on sentences or too-frequent use of the passive voice, but you need to be able to evaluate the feedback it provides.
• Proofread for only one kind of error at a time. If you try to identify and revise too many things at once, you risk losing focus, and your proofreading will be less effective. It’s easier to catch grammar errors if you aren’t checking punctuation and spelling at the same time. In addition, some of the techniques that work well for spotting one kind of mistake won’t catch others.
• Read slow, and read every word. Try reading out loud , which forces you to say each word and also lets you hear how the words sound together. When you read silently or too quickly, you may skip over errors or make unconscious corrections.
• Separate the text into individual sentences. This is another technique to help you to read every sentence carefully. Simply press the return key after every period so that every line begins a new sentence. Then read each sentence separately, looking for grammar, punctuation, or spelling errors. If you’re working with a printed copy, try using an opaque object like a ruler or a piece of paper to isolate the line you’re working on.
• Circle every punctuation mark. This forces you to look at each one. As you circle, ask yourself if the punctuation is correct.
• Read the paper backwards. This technique is helpful for checking spelling. Start with the last word on the last page and work your way back to the beginning, reading each word separately. Because content, punctuation, and grammar won’t make any sense, your focus will be entirely on the spelling of each word. You can also read backwards sentence by sentence to check grammar; this will help you avoid becoming distracted by content issues.
• Proofreading is a learning process. You’re not just looking for errors that you recognize; you’re also learning to recognize and correct new errors. This is where handbooks and dictionaries come in. Keep the ones you find helpful close at hand as you proofread.
• Ignorance may be bliss, but it won’t make you a better proofreader. You’ll often find things that don’t seem quite right to you, but you may not be quite sure what’s wrong either. A word looks like it might be misspelled, but the spell checker didn’t catch it. You think you need a comma between two words, but you’re not sure why. Should you use “that” instead of “which”? If you’re not sure about something, look it up.
• The proofreading process becomes more efficient as you develop and practice a systematic strategy. You’ll learn to identify the specific areas of your own writing that need careful attention, and knowing that you have a sound method for finding errors will help you to focus more on developing your ideas while you are drafting the paper.

Think you’ve got it?

Then give it a try, if you haven’t already! This handout contains seven errors our proofreader should have caught: three spelling errors, two punctuation errors, and two grammatical errors. Try to find them, and then check a version of this page with the errors marked in red to see if you’re a proofreading star.

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Especially for non-native speakers of English:

Ascher, Allen. 2006. Think About Editing: An ESL Guide for the Harbrace Handbooks . Boston: Wadsworth Cengage Learning.

Lane, Janet, and Ellen Lange. 2012. Writing Clearly: Grammar for Editing , 3rd ed. Boston: Heinle.

For everyone:

Einsohn, Amy. 2011. The Copyeditor’s Handbook: A Guide for Book Publishing and Corporate Communications , 3rd ed. Berkeley: University of California Press.

Lanham, Richard A. 2006. Revising Prose , 5th ed. New York: Pearson Longman.

Tarshis, Barry. 1998. How to Be Your Own Best Editor: The Toolkit for Everyone Who Writes . New York: Three Rivers Press.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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Writing a Paper: Proofreading

Introduction.

Proofreading involves reading your document to correct the smaller typographical, grammatical, and spelling errors. Proofreading is usually the very last step you take before sending off the final draft of your work for evaluation or publication. It comes after you have addressed larger matters such as style, content, citations, and organization during revising. Like revising, proofreading demands a close and careful reading of the text. Although quite tedious, it is a necessary and worthwhile exercise that ensures that your reader is not distracted by careless mistakes.

Tips for Proofreading

• Set aside the document for a few hours or even a few days before proofreading. Taking a bit of time off enables you to see the document anew. A document that might have seemed well written one day may not look the same when you review it a few days later. Taking a step back provides you with a fresh (and possibly more constructive) perspective.
• Make a conscious effort to proofread at a specific time of day (or night!) when you are most alert to spotting errors. If you are a morning person, try proofreading then. If you are a night owl, try proofreading at this time.
• Reviewing the document in a different format and having the ability to manually circle and underline errors can help you take the perspective of the reader, identifying issues that you might ordinarily miss. Additionally, a hard copy gives you a different visual format (away from your computer screen) to see the words anew.
• Although useful, programs like Word's spell-checker and Grammarly can misidentify or not catch errors. Although grammar checkers give relevant tips and recommendations, they are only helpful if you know how to apply the feedback they provide. Similarly, MS Word's spell checker may not catch words that are spelled correctly but used in the wrong context (e.g., differentiating between their, they're , and there ). Beyond that, sometimes a spell checker may mark a correct word as wrong simply because the word is not found in the spell checker's dictionary. To supplement tools such as these, be sure to use dictionaries and other grammar resources to check your work. You can also make appointments with our writing instructors for feedback concerning grammar and word choice, as well as other areas of your writing!
• Reading a text aloud allows you to identify errors that you might gloss over when reading silently. This technique is particularly useful for identifying run-on and other types of awkward sentences. If you can, read for an audience. Ask a friend or family member to listen to your work and provide feedback, checking for comprehension, organization, and flow.
• Hearing someone else read your work allows you to simply listen without having to focus on the written words yourself. You can be a more critical listener when you are engaged in only the audible words.
• By reading the document backwards, sentence by sentence, you are able to focus only on the words and sentences without paying attention to the context or content.
• Placing a ruler or a blank sheet of paper under each line as you read it will give your eyes a manageable amount of text to read.
• If you can identify one type of error that you struggle with (perhaps something that a faculty member has commented on in your previous work), go through the document and look specifically for these types of errors. Learn from your mistakes, too, by mastering the problem concept so that it does not appear in subsequent drafts.
• Related to the previous strategy of checking for familiar errors, you can proofread by focusing on one error at a time. For instance, if commas are your most frequent problem, go through the paper checking just that one problem. Then proofread again for the next most frequent problem.
• After you have finished making corrections, have someone else scan the document for errors. A different set of eyes and a mind that is detached from the writing can identify errors that you may have overlooked.
• Remember that proofreading is not just about errors. You want to polish your sentences, making them smooth, interesting, and clear. Watch for very long sentences, since they may be less clear than shorter, more direct sentences. Pay attention to the rhythm of your writing; try to use sentences of varying lengths and patterns. Look for unnecessary phrases, repetition, and awkward spots.

Download and print a copy of our proofreading bookmark to use as a reference as you write!

• Proofreading Bookmark Printable bookmark with tips on proofreading a document.

Proofreading for Grammar Video

Note that this video was created while APA 6 was the style guide edition in use. There may be some examples of writing that have not been updated to APA 7 guidelines.

• Mastering the Mechanics: Proofreading for Grammar (video transcript)

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Extracurriculars.

15 Tips for Writing, Proofreading, and Editing Your College Essay

What’s covered:, our checklist for writing, proofreading, and editing your essay, where to get your college essays edited.

Your college essay is more than just a writing assignment—it’s your biggest opportunity to showcase the person behind your GPA, test scores, and extracurricular activities. In many ways, it’s the best chance you have to present yourself as a living, breathing, and thoughtful individual to the admissions committee.

Unlike test scores, which can feel impersonal, a well-crafted essay brings color to your application, offering a glimpse into your passions, personality, and potential. Whether you’re an aspiring engineer or an artist, your college essay can set you apart, making it essential that you give it your best.

1. Does the essay address the selected topic or prompt?

Focus on responding directly and thoughtfully to the prompt. If the question asks about your reasons for choosing a specific program or your future aspirations, ensure that your essay revolves around these themes. Tailor your narrative to the prompt, using personal experiences and reflections that reinforce your points.

• Respond directly to the prompt: It’s imperative that you thoughtfully craft your responses so that the exact themes in the prompt are directly addressed. Each essay has a specific prompt that serves a specific purpose, and your response should be tailored in a way that meets that objective.
• Focus: Regardless of what the prompt is about—be it personal experiences, academic achievements, or an opinion on an issue—you must keep the focus of the response on the topic of the prompt .

2. Is the college essay well organized?

An essay with a clear structure is easier to follow and is more impactful. Consider organizing your story chronologically, or use a thematic approach to convey your message. Each paragraph should transition smoothly to the next, maintaining a natural flow of ideas. A well-organized essay is not only easier for the reader to follow, but it can also aid your narrative flow. Logically structured essays can guide the reader through complex and hectic sequences of events in your essay. There are some key factors involved in good structuring:

• A strong hook: Start with a sentence or a paragraph that can grab the attention of the reader. For example, consider using a vivid description of an event to do this.
• Maintain a thematic structure: Maintaining a thematic structure involves organizing your response around a central theme, allowing you to connect diverse points of your essay into a cohesive centralized response.
• Transitioning: Each paragraph should clearly flow into the next, maintaining continuity and coherence in narrative.

3. Include supporting details, examples, and anecdotes.

Enhance your narrative with specific details, vivid examples, and engaging anecdotes. This approach brings your story to life, making it more compelling and relatable. It helps the reader visualize your experiences and understand your perspectives.

4. Show your voice and personality.

Does your personality come through? Does your essay sound like you? Since this is a reflection of you, your essay needs to show who you are.

For example, avoid using vocabulary you wouldn’t normally use—such as “utilize” in place of “use”—because you may come off as phony or disingenuous, and that won’t impress colleges.

5. Does your essay show that you’re a good candidate for admission?

Your essay should demonstrate not only your academic strengths. but also the ways in which your personal qualities align with the specific character and values of the school you’re applying to . While attributes like intelligence and collaboration are universally valued, tailor your essay to reflect aspects that are uniquely esteemed at each particular institution.

For instance, if you’re applying to Dartmouth, you might emphasize your appreciation for, and alignment with, the school’s strong sense of tradition and community. This approach shows a deeper understanding of and a genuine connection to the school, beyond its surface-level attributes.

6. Do you stick to the topic?

Your essay should focus on the topic at hand, weaving your insights, experiences, and perspectives into a cohesive narrative, rather than a disjointed list of thoughts or accomplishments. It’s important to avoid straying into irrelevant details that don’t support your main theme. Instead of simply listing achievements or experiences, integrate them into a narrative that highlights your development, insights, or learning journey.

Example with tangent:

“My interest in performing arts began when I was five. That was also the year I lost my first tooth, which set off a whole year of ‘firsts.’ My first play was The Sound of Music.”

Revised example:

“My interest in performing arts began when I was five, marked by my debut performance in ‘The Sound of Music.’ This experience was the first step in my journey of exploring and loving the stage.”

7. Align your response with the prompt.

Before finalizing your essay, revisit the prompt. Have you addressed all aspects of the question? Make sure your essay aligns with the prompt’s requirements, both in content and spirit. Familiarize yourself with common college essay archetypes, such as the Extracurricular Essay, Diversity Essay, Community Essay, “Why This Major” Essay (and a variant for those who are undecided), and “Why This College” Essay. We have specific guides for each, offering tailored advice and examples:

• Extracurricular Essay Guide
• Diversity Essay Guide
• Community Essay Guide
• “Why This Major” Essay Guide
• “Why This College” Essay Guide
• Overcoming Challenges Essay Guide
• Political/Global Issues Essay Guide

While these guides provide a framework for each archetype, respectively, remember to infuse your voice and unique experiences into your essay to stand out!

8. Do you vary your sentence structure?

Varying sentence structure, including the length of sentences, is crucial to keep your writing dynamic and engaging. A mix of short, punchy sentences and longer, more descriptive ones can create a rhythm that makes your essay more enjoyable to read. This variation helps maintain the reader’s interest and allows for more nuanced expression.

Original example with monotonous structure:

“I had been waiting for the right time to broach the topic of her health problem, which had been weighing on my mind heavily ever since I first heard about it. I had gone through something similar, and I thought sharing my experience might help.”

Revised example illustrating varied structure:

“I waited for the right moment to discuss her health. The issue had occupied my thoughts for weeks. Having faced similar challenges, I felt that sharing my experience might offer her some comfort.”

In this revised example, the sentences vary in length and structure, moving from shorter, more impactful statements to longer, more descriptive ones. This variation helps to keep the reader’s attention and allows for a more engaging narrative flow.

9. Revisit your essay after a break.

• Give yourself time: After completing a draft of your essay, step away from it for a day or two. This break can clear your mind and reduce your attachment to specific phrases or ideas.
• Fresh perspective: When you come back to your essay, you’ll likely find that you can view your work with fresh eyes. This distance can help you spot inconsistencies, unclear passages, or stylistic issues that you might have missed earlier.
• Enhanced objectivity: Distance not only aids in identifying grammatical errors or typos, but it also allows you to assess the effectiveness of your argument or narrative more objectively. Does the essay really convey what you intended? Are there better examples or stronger pieces of evidence you could use?
• Refine and polish: Use this opportunity to fine-tune your language, adjust the flow, and ensure that your essay truly reflects your voice and message.

Incorporating this tip into your writing process can significantly improve the quality and effectiveness of your college essay.

10. Choose an ideal writing environment.

By identifying and consistently utilizing an ideal writing environment, you can enhance both the enjoyment and effectiveness of your essay-writing process.

• Discover your productive spaces: Different environments can dramatically affect your ability to think and write effectively. Some people find inspiration in the quiet of a library or their room, while others thrive in the lively atmosphere of a coffee shop or park.
• Experiment with settings: If you’re unsure what works best for you, try writing in various places. Notice how each setting affects your concentration, creativity, and mood.
• Consider comfort and distractions: Make sure your chosen spot is comfortable enough for long writing sessions, but also free from distracting elements that could hinder your focus.
• Time of day matters: Pay attention to the time of day when you’re most productive. Some write best in the early morning’s tranquility, while others find their creative peak during nighttime hours.

11. Are all words spelled correctly?

While spell checkers are a helpful tool, they aren’t infallible. It’s crucial to read over your essay meticulously, possibly even aloud, to catch any spelling errors. Reading aloud can help you notice mistakes that your eyes might skip over when reading silently. Be particularly attentive to words that spellcheck might not catch, such as proper nouns, technical jargon, or homophones (e.g., “there” vs. “their”). Attention to detail in spelling reflects your care and precision, both of which are qualities that admissions committees value.

12. Do you use proper punctuation and capitalization?

Correct punctuation and capitalization are key to conveying your message clearly and professionally . A common mistake in writing is the misuse of commas, particularly in complex sentences.

Example of a misused comma:

Incorrect: “I had an epiphany, I was using commas incorrectly.”

In this example, the comma is used incorrectly to join two independent clauses. This is known as a comma splice. It creates a run-on sentence, which can confuse the reader and disrupt the flow of your writing.

Corrected versions:

Correct: “I had an epiphany: I was using commas incorrectly.”

Correct: “I had an epiphany; I was using commas incorrectly.”

Correct: “I had an epiphany—I was using commas incorrectly.”

Correct: “I had an epiphany. I was using commas incorrectly.”

The corrections separate the two clauses with more appropriate punctuation. Colons, semicolons, em dashes, and periods can all be used in this context, though periods may create awkwardly short sentences.

These punctuation choices are appropriate because the second clause explains or provides an example of the first, creating a clear and effective sentence structure. The correct use of punctuation helps maintain the clarity and coherence of your writing, ensuring that your ideas are communicated effectively.

13. Do you abide by the word count?

Staying within the word count is crucial in demonstrating your ability to communicate ideas concisely and effectively. Here are some strategies to help reduce your word count if you find yourself going over the prescribed limits:

• Eliminate repetitive statements: Avoid saying the same thing in different ways. Focus on presenting each idea clearly and concisely.
• Use adjectives judiciously: While descriptive words can add detail, using too many can make your writing feel cluttered and overwrought. Choose adjectives that add real value.
• Remove unnecessary details: If a detail doesn’t support or enhance your main point, consider cutting it. Focus on what’s essential to your narrative or argument.
• Shorten long sentences: Long, run-on sentences can be hard to follow and often contain unnecessary words. Reading your essay aloud can help you identify sentences that are too lengthy or cumbersome. If you’re out of breath before finishing a sentence, it’s likely too long.
• Ensure each sentence adds something new: Every sentence should provide new information or insight. Avoid filler or redundant sentences that don’t contribute to your overall message.

14. Proofread meticulously.

Implementing a thorough and methodical proofreading process can significantly elevate the quality of your essay, ensuring that it’s free of errors and flows smoothly.

• Detailed review: After addressing bigger structural and content issues, focus on proofreading for grammar, spelling, and punctuation errors. This step is crucial for polishing your essay and making sure it’s presented professionally.
• Different techniques: Employ various techniques to catch mistakes. For example, read your essay backward, starting from the last sentence and working your way to the beginning. This method can help you focus on individual sentences and words, rather than getting caught up in the content.
• Read aloud: As mentioned before, reading your essay aloud is another effective technique. Hearing the words can help identify awkward phrasing, run-on sentences, and other issues that might not be as obvious when reading silently.

15. Utilize external feedback.

While self-editing is crucial, external feedback can provide new perspectives and ideas that enhance your writing in unexpected ways. This collaborative process can help you keep your essay error-free and can also help make it resonate with a broader audience.

• Fresh perspectives: Have a trusted teacher, mentor, peer, or family member review your drafts. Each person can offer unique insights and perspectives on your essay’s content, structure, and style.
• Identify blind spots: We often become too close to our writing to see its flaws or areas that might be unclear to others. External reviewers can help identify these blind spots.
• Constructive criticism: Encourage your reviewers to provide honest, constructive feedback. While it’s important to stay true to your voice and story, be open to suggestions that could strengthen your essay.
• Diverse viewpoints: Different people will focus on different aspects of your writing. For example, a teacher might concentrate on your essay’s structure and academic tone, while a peer might provide insights into how engaging and relatable your narrative is.
• Incorporate feedback judiciously: Use the feedback to refine your essay, but remember that the final decision on any changes rests with you. It’s your story and your voice that ultimately need to come through clearly.

When it comes to refining your college essays, getting external feedback is crucial. Our free Peer Essay Review tool allows you to receive constructive criticism from other students, providing fresh perspectives that can help you see your work in a new light. This peer review process is invaluable and can help you both identify areas for improvement and gain different viewpoints on your writing.

For more tailored expert advice, consider the guidance of a CollegeVine advisor . Our advisors, experienced in the college admissions process, offer specialized reviews to enhance your essays. Their insights into what top schools are looking for can elevate your narrative, ensuring that your application stands out. Whether it’s through fine-tuning your grammar or enriching your story’s appeal, our experts’ experience and expertise can significantly increase your likelihood of admission to your dream school!

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Suggestions for Proofreading Your Paper

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One of the most difficult parts of the writing process is proofreading. It is easy for us to see what we want to see, not necessarily what our readers will see. These suggestions should help you take a step back and view your writing more objectively.

Suggestions for Editing (Proofreading) your Paper

Read your paper aloud.

Any time your text is awkward or confusing, or any time you have to pause or reread your text, revise this section. If it is at all awkward for you, you can bet it will be awkward for your reader.

Examine your Paragraphs

Examine the overall construction of your paragraphs, looking specifically at length, supporting sentence(s), and topic sentence. Individual paragraphs that are significantly lacking length or sufficient supporting information as well as those missing a topic sentence may be a sign of a premature or under-developed thought.

Track Frequent Errors

Keep track of errors that you make frequently. Ask your teacher or visit the Writing Lab for assistance in eliminating these errors.

29 Proofreading Marks and Symbols—The Key to Error-Free Writing

| Candace Osmond

Candace Osmond

Candace Osmond studied Advanced Writing & Editing Essentials at MHC. She’s been an International and USA TODAY Bestselling Author for over a decade. And she’s worked as an Editor for several mid-sized publications. Candace has a keen eye for content editing and a high degree of expertise in Fiction.

Proofreading marks and symbols, also known as editing marks, are the strange red pen scratches that an editor or proofreader applies to a written piece of work to let the writer know what needs to be fixed. From missing periods to misplaced commas, paragraph breaks, and parts to omit, these marks act like a secret code between the editor and writer.

If you’re a writer looking to work with a professional editor or proofreader or to start offering these services to writers, you need to understand what these symbols mean.

When I initially started collaborating with an editor and using a proofreading service, I had no idea what any of the symbols were when I got my draft back full of weird marks. It took a while to learn them all, and now I’m putting them together with a breakdown of each.

My guide lists each proofreading mark and symbol and defines them with quick explanations and a handy image as a visual reminder. I’ll even include some tips on how to use proofreading symbols.

Ready to master the 29 most common proofreading marks and symbols? Let’s get started!

What Are Common Proofreading Marks and Symbols?

Are you ready? Like, really ready? This list is long but includes every main proofreading mark and symbol you might need to know.

The delete symbol is commonly used in proofreading to indicate the removal of a word or letter. It helps identify over-repeated words, unnecessary adverbs and adjectives, and overused terms within the text.

The caret symbol indicates where a word or element should be added to the text. It suggests inserting a word or element to improve the sentence’s clarity or completeness.

Proofreaders use this symbol to indicate the correction of unequally wide or double spaces in writing. Remove or close the extra space between words if you see this symbol.

New Paragraph

This symbol signals the need to start a new paragraph. It’s commonly used in dialogue exchanges in stories or when the writer introduces a new idea in their essay.

The number or pound sign indicates that you should add space between the two words. It’s commonly used to correct missing spaces, especially in compound words.

It is used to indicate that two characters, words, or sections should be swapped in position.

Use this proofreading symbol if a word should start with a capital letter instead of lowercase letters. You can also use the sign for multiple capital letters in the word.

This symbol indicates that a word should start with a lowercase letter instead of a capital one.

This mark signals that a word should be styled in italics.

This mark indicates that a specific word should be formatted in bold typeface.

It’s a Latin term that means “let it stand.” Proofreaders use stet to warn the writer to disregard a previous correction or deletion.

This mark indicates that the beginning of a paragraph should be indented. One square represents a one-space indent, while two squares side by side indicate a two-space indent.

Align Horizontally

This proofreading symbol is used to let the author know that the text is not horizontally aligned and may need adjustment to ensure proper alignment.

Align Vertically

This symbol indicates that the text within those lines should be adjusted or aligned vertically with nearby text or elements on the page for better visual consistency and readability.

Center Text

It indicates that the text should be centered on the page. It is typically used for titles, headings, or any text that requires center alignment for aesthetic or formatting purposes.

This mark lets the writer know that numbers or abbreviations should be fully written in words, especially if they follow certain style guides.

Move Left/Right/Up/Down

• The move left symbol suggests that the text should be shifted to the left for proper alignment.
• The move right symbol indicates a need to shift the text to the right.
• The move up symbol signifies that the text should be moved upward.
• The move down symbol denotes a need to move the text downward.

Reduce Space

Editors and proofreaders use this to tell the writer that the spaces between words or letters should be reduced.

Delete and Close Up

This mark is used to indicate that a letter should be deleted and that no space should be left behind.

Insert a Hyphen

It is used to indicate that a hyphen should be added where one is missing between words or in compound modifiers.

Insert a Period

It indicates that a period should be added where one is missing at the end of a sentence.

Insert a Comma

It shows where a comma should be added to improve sentence clarity or grammatical correctness.

Insert Quotation Marks

This symbol is used to add missing quotation marks at the beginning and end of direct speech or quotations.

Insert Apostrophe

Editors use this one to show where an apostrophe is needed, like in contractions, or to indicate possession.

No Paragraph

It’s a symbol used when a new paragraph has been incorrectly placed, and the text should continue without a break.

Push to the Next Page/Line

Editors will use this mark when the text or paragraph should be moved to the beginning of the next line or page to improve layout or readability.

Pull to Previous Page/Line

This symbol suggests pulling text back to the end of the previous line or page for better formatting or coherence.

Circled Number

When you see numbers in circles, these indicate multiple instances of the same correction.

How to Use Proofreading Marks

Whether you’re old-school with pen and paper or tech-savvy on the latest digital platform (or a combo of both, like me!), mastering these symbols is your rite of passage into the editing community. Here are some basic tips to help you become more familiar with using them.

Guidelines for Applying Proofreading Marks on Physical Manuscripts

• Grab a pen: Red is best, but any color will do as long as it’s not black or blue. Tradition dictates red, but any color that screams “Look at me!” and is legible will do just fine.
• Be consistent: Choose your symbols and stick with them. Changing halfway through is like switching languages mid-conversation.
• Clarity is key: Your squiggles, lines, and loops should be unmistakable. If it looks like ancient hieroglyphs, you’re doing it wrong. These marks are meant to make the editing process easier and quicker, but if the editor scribbles too much, the writer won’t understand what they mean.
• Margin notes are a reliable friend: Sometimes, a symbol just won’t cut it. Feel free to jot down a note in the margin for extra clarity.
• Double-check your work: Once you’ve marked it all up, go back and ensure you got everything, or mark something you didn’t mean to.

Tips for Using Proofreading Symbols in Digital Editing

• The Track Changes feature is your bestie: Most word processors have it, and it’s a game-changer for digital editing. When turned on, Track Changes will literally track and mark everything you change.
• Comments gold: Unsure about something? Leave a comment in the document attached to the text in question. It’s like margin notes but without the risk of smudging.
• Highlight like it’s going out of style: Use different color choices to highlight text and show various types of edits or to prioritize changes.
• Shortcuts and macros save lives: It may not be as dramatic as that, but they definitely save time. Learn the shortcuts for common editing commands in your word processor so that you never have to stop and search.
• Embrace editing software: Tools like Grammarly and ProWritingAid are designed to make digital editing a breeze. Find your match and learn its ins and outs. Psst! I highly recommend Grammarly.

Another option is to use a proofreading mark plugin. This allows editors to proofread on word processors without having to memorize every single one of these symbols.

To insert the plugin, open your browser and go to the Greg Maxey website. Select “Resources,” then click “Proofreader Marks Add-in.” You’ll find it at the end of the page.

Then, it will open a dialog box with some prompts you need to follow. Open MS Word and you will see a new “Proofreading Marks: section on the “Add-Ins” tab. Now, you can apply proofreading marks on your document like a professional proofreader.

When proofreading, you must drag the cursor over the text that needs a mark. Then, select the drop-down menu under the ribbon and choose the correct mark. Remember to save your changes.

Transitioning from Traditional to Digital Proofreading

Gone are the days when editing meant paper cuts, White-Out, and red ink-stained fingers. Welcome to the digital age, my friends, where proofreading has gone electronic! But don’t worry; the basics of proofreading remain the same, even if the tools have evolved.

Traditional marks now have their digital counterparts: strikeouts, insertions, comments, etc. Software and digital platforms have embraced these age-old practices, ensuring that even in a world of screens, the heart of editing beats on.

Everything You Need to Know about Proofreading Marks

I hope my guide on proofreading and editing symbols with examples will empower you to spot errors in writing more effectively. We covered a pretty comprehensive list, didn’t we? We even touched on a few tips for using proofreading marks and symbols and adapting to digital tools.

Keep practicing until you’re ready to start a proofreading career. And let us know if you have questions about proofreading mark making. We always have a ton of helpful advice and tips right on our site, so don’t be shy!

Check out some others we covered:

• Best Books for Editors
• Proofreading Errors From Typos to Tangles
• 21 Reasons Why Proofreading Is Important
• How to Proofread Like A Professional

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How to Write an Argumentative Essay- Steps with Examples

Being a student and writing essays is not something everybody enjoys, but in my personal opinion as a writer, anyone can find contentment and pleasure in writing, especially when it comes to argumentative essays. While they may seem tricky to navigate, they offer this unique opportunity to express your opinions and make your voice heard. Consider this a growing process—once you overcome the challenges of writing argumentative essays, you will learn the art of agreeing or disagreeing with popular opinions and defending your stance. As far as the essay is concerned, I will show you how to master this process on how to write an argumentative essay.

When is an Argumentative Essay Written?

You will likely be required to write argumentative essays throughout your academic life, from high school to university. These assignments will present opportunities to develop and showcase your critical thinking and persuasive writing skills. Here are some scenarios where you might encounter the need to write argumentative essays:

Academic Assignments

Often assigned in school or college courses to help students develop critical thinking and persuasive writing skills. These assignments encourage students to research thoroughly, form coherent arguments, and present their viewpoints convincingly.

Debates and Discussions

Serve as the basis for presenting and defending viewpoints in academic or competitive settings. Argumentative essays provide a structured way to organize thoughts and evidence, helping participants articulate their arguments effectively during debates.

Opinion Pieces

Commonly used in newspapers, magazines, and online publications to influence public opinion on current issues. These essays allow writers to present their stance on controversial topics, backed by evidence and reasoning, to sway readers' views.

Policy Proposals

Utilized in government and policy-related fields to propose and defend specific policy changes or solutions to societal problems. Argumentative essays in this context present well-researched arguments to persuade policymakers and stakeholders of the necessity and viability of the proposed changes.

Persuasive Speeches

Prepared as a foundation for delivering persuasive speeches. Writing an argumentative essay helps speakers organize their thoughts and evidence logically, providing a solid framework for their oral presentations.

What is the Structure of an Argumentative Essay?

An argumentative essay uses factual evidence and logical support to convince the reader of a particular point of view. Here's a breakdown of the structure and what goes into each part of an argumentative essay:

Basic Argumentative Essay Structure

1.Introduction

Purpose: Introduce the topic, present the thesis, and set up the argument.

Hook: A sentence to grab the reader’s attention.

Background Information: Brief context about the topic.

Thesis Statement: The main argument or claim.

2.Body Paragraphs

Purpose: Present arguments and evidence to support the thesis and refute opposing arguments.

Topic Sentence: Introduces the main idea of the paragraph.

Evidence and Analysis: Present facts, statistics, quotes, or examples to support the argument.

Counterarguments and Rebuttals: Address opposing views and explain why they are invalid or less significant.

3.Conclusion

Purpose: Summarize the arguments, restate the thesis in light of the evidence presented, and offer final thoughts.

Restate Thesis: Reiterate the main argument.

Summarize Key Points: Highlight the main points made in the body paragraphs.

Final Thought: A closing statement that underscores the importance of the topic

How to Write an Argumentative Essay [4 Steps with Examples]

As an experienced writer, I've come to understand the structure of argumentative essays quite well. But what I found truly challenging when I first started was nailing the right approach. Many beginners, myself included at one point, fall into traps like letting personal biases creep in or thinking that being argumentative means being aggressive. Trust me, that's not the case at all!

In this section, I'm going to lay out an effective approach on how to write an argumentative essay step by step for beginners. I'll break it down in a way that I wish someone had done for me when I was starting out. Plus, I'll share some insider tips on tools like WPS Office that I've come to rely on to streamline my writing process. So let's learn how to write an argumentative essay with a few examples.

1.Brainstorming

When I sit down to craft an argumentative essay, my first step is to engage in a comprehensive brainstorming session. This is your opportunity to let your creativity run wild and explore every angle of your topic. Write down every idea that comes to you, whether it supports or opposes your topic. Remember, at this stage, there are no bad ideas.

Now, while there's nothing wrong with the classic pen and paper approach, I've found that using WPS Office takes my brainstorming to a whole new level. It's not just about having a digital notepad; the AI features often toss out ideas that I might never have thought of on my own. It's like having a creative partner who never gets tired! Let me show you how I use it:

Let's say our topic is "Are Electric Cars Better for the Environment?"

Step 1: Open WPS Office and type "@AI" on a blank document to activate WPS AI.

Step 2: Click on the "Brainstorm" option and enter your prompt. Make sure it's detailed and clearly explains what you want. Here's an example of an effective prompt:

"Generate a list of arguments both for and against the idea that electric cars are better for the environment. Consider factors like emissions, manufacturing processes, battery disposal, and energy sources"

Step 3: WPS AI will generate several arguments on both sides. If you want more, simply click "Rewrite”.

Jot down any valuable arguments before hitting "Rewrite", as you might not see the same ones again.

With these arguments in hand, you'll likely find yourself leaning towards one side of the debate. Armed with a variety of points and counterpoints, you'll be well-equipped to write an effective argumentative essay. Remember, a strong argumentative essay is built on a foundation of thorough preparation and diverse ideas.

2.Preparing

Now that we've generated our initial arguments and counterarguments, it's time to dive deeper into research to strengthen our position. Let's continue with our example topic: "Are Electric Cars Better for the Environment?"

Let's continue with our example topic: "Are Electric Cars Better for the Environment?" Our next step is to select the most impactful supporting arguments and conduct in-depth research to substantiate them with solid evidence. Simultaneously, we'll identify the strongest counterarguments and explore ways to address or neutralize them through our research.

All of this might seem a little overwhelming, but with the help of WPS AI, the research phase becomes significantly more manageable. As we gather research papers, we can upload them to WPS Office and quickly gain insights using the AI features.

Here's how to leverage WPS AI for efficient research:

Step 1: Open your research paper PDFs in WPS Office, then click on the WPS AI widget in the top right corner.

Step 2: In the WPS AI panel that appears on the right side of your screen, click "Upload" to add your PDF.

Step 3: Once processed, WPS AI will provide you with key insights from the PDF at a glance.

Step 4: For more specific information, click on the "Inquiry" tab and use the WPS AI chatbot to ask further questions about the PDF contents.

As you conduct your research, begin organizing your findings into an outline. Remember to structure your outline according to the elements we discussed in previous sections. This will ensure your outline contains all the necessary components for an effective argumentative essay.

3.First Drafting

Now that we have our research and outline ready, it's time to start writing our first draft. This is where your essay really starts to take shape. Don't worry about perfection at this stage—the goal is to get your ideas down coherently.

Using the outline we prepared during our research, you'll find it easier to organize your thoughts for your essay. To make things simpler, use WPS Office editing tools. When I write my essay, I always ensure it is properly formatted, giving it a cleaner look and helping me focus better.

Now, simply start your draft on WPS Office with an introduction, followed by a body paragraph, and conclude with a strong summary that reviews your main points and leaves the reader with something to think about.

Once you have your draft ready, make use of WPS Office's AI features, which can help you improve writing, shorten or elongate your paragraphs, and much more. Let's say you've written your first body paragraph, and it's a bit too long. So, let's shorten it with WPS AI:

Step 1: Select the paragraph you want to shorten, then click on the WPS AI icon in the hover menu.

Step 2: From the list of options, simply click on "Make shorter" to shorten your paragraph.

Step 3: WPS AI will display the shorter version on a small screen. Click on "Replace" to replace the original text with the shorter version.

4.Revising & Proofreading

Congratulations on completing your first draft! However, there is one crucial step remaining: revising and proofreading.  Revising and proofreading are where good essays become great essays.

A method I find most effective for revising my essay is reading it aloud. This technique helps in identifying awkward phrasing and run-on sentences that may go unnoticed when reading silently. As you read, ask yourself:

Does my introduction effectively grab the reader's attention and clearly state my thesis?

Do my body paragraphs each focus on a single main idea that supports my thesis?

Have I provided enough evidence to support each of my arguments?

Have I addressed potential counterarguments?

Does my conclusion effectively summarize my main points and leave a lasting impression?

You might find that you need to make some structural changes. For instance, you might realize that your second body paragraph would be more effective if it came first. Don't be afraid to move things around!

Once you have made the necessary changes to your essay, the next step is to ensure it does not have any grammatical errors. For this, I use WPS AI's spell check feature. With just a single click, WPS AI spell check ensures that my essay is complete and ready to be submitted!

Bonus Tips: How to Polish your argumentative Essay with WPS AI

WPS Office is already a premium choice among students, offering all the features needed to write a perfect essay. With WPS Office, students can write better without payment issues, annoying ads, or difficulty navigating the tools. It's a free tool with advanced features, including WPS AI, which supports the entire writing process.

1.Check for Grammar and Spelling:

WPS AI carefully scans your essay for grammatical errors and spelling mistakes, ensuring that your writing is polished and professional. This feature not only helps you avoid common errors but also enhances the readability and credibility of your work.

2.Seek Style and Tone Adjustments:

WPS AI offers suggestions to improve the style and tone of your writing, making it more engaging and suitable for your target audience. Whether your essay requires a formal academic tone or a more conversational approach, WPS AI tailors its recommendations to fit your needs, ensuring your writing is coherent and compelling.

Here's an example of WPS AI's 'Improve Writing' feature in action, enhancing the formality and persuasiveness of my body paragraph for the reader.

3.Writing Assistance:

From the initial brainstorming phase to the final touches, WPS AI provides comprehensive writing assistance. It helps you structure your arguments logically, develop clear and concise thesis statements, and refine your conclusions. WPS AI also offers suggestions for enhancing clarity and coherence, making the writing process smoother and more efficient.

With the assistance of WPS AI's 'Continue Writing' feature, we can extend our essays by seamlessly incorporating additional sections that complement the existing content's flow and tone.

FAQs about Writing an Argumentative Essay

1. what’s the difference between an expository essay and an argumentative essay.

An argumentative essay is typically more extensive and requires independent research to establish a unique claim regarding a specific topic. It includes a thesis statement that presents a debatable assertion, which must be supported by objective evidence. In contrast, an expository essay strives for objectivity but does not propose an original argument. Instead, it aims to clarify and explain a topic straightforwardly, such as a process or concept. Generally, expository essays are shorter and do not rely as heavily on research.

2. When do I need to cite sources?

In a college environment, accurately citing sources is vital for essays, research papers, and other academic assignments, but this requirement does not extend to exams or in-class tasks. Proper citations are needed for direct quotes, paraphrased material, and summaries, and it is necessary to provide complete source information in a bibliography or reference list. Following the specified citation style, such as APA or MLA, is essential for maintaining academic integrity. Whenever you utilize information or ideas from another work in college-level writing, proper citation is required to acknowledge the original source.

3. What is an Argumentative essay?

An argumentative essay is a type of writing that asserts a specific stance on a debatable issue, backing it up with reasoning and evidence. The main objective is to convince the reader to accept or seriously consider the author's viewpoint. This essay usually contains a clear thesis statement and develops arguments while addressing opposing views to reinforce its position. Ultimately, it seeks to encourage critical engagement with the topic at hand.

Excel the Art of Persuasion With WPS Office

Argumentative essays are possibly the most thought-provoking when it comes to writing, presenting a higher difficulty level. Despite the challenge on how to write an argumentative essay, they are also the most fun to write, as they allow you to express your opinions in a highly opinionated form. WPS Office strives to enhance your writing experience, and as a writer, I can vouch for this. WPS Office not only offers advanced tools like WPS AI to help refine and improve your writing skills but also provides options to make your work as presentable as you want it to be. Download WPS Office today to experience the difference.

• 1. How to write an essay report like a Pro
• 2. Amazing AI Essay Generator - Make Your Essay Writing Easier
• 3. How to Write a Proposal [ Steps & Examples]
• 4. How to Craft the Perfect Academic Essay Steps & Examples
• 5. How to Start An Essay- Steps with Examples
• 6. How to Write a New Year Resolution Essay - A Comprehensive Guide

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A reliable proofreading tool for any writer.

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Typely is more than just a proofreading tool. It's a complete writing environment.

Thousands of checks

More than a thousand checks are being performed and we've only scratched the surface.

Inspired by the greatest writers

Gain access to humanity’s collective understanding about the craft of writing.

A proofreading tool that does not bark at every tree

Typely is precise. Existing tools for proofreading raise so many false alarms that their advice cannot be trusted. Instead, the writer must carefully consider whether to accept or reject each change.

We aim for a tool so precise that it becomes possible to unquestioningly adopt its recommendations and still come out ahead — with stronger, tighter prose. Better to be quiet and authoritative than loud and unreliable.

Relax, focus, write your next masterpiece...

Writing presumes more than simply laying out words on a paper. Typely helps you get in the mood and keeps you focused, immersed and ready to write your story.

Whether you need a distraction-free environment, some chill relaxing sounds or a pomodoro timer to manage your time we got you covered.

Got questions? We have answers.

No. Typely is completely free and we plan on keeping it that way. We are considering some advanced features however that might be available under a premium plan.

The only limit we have applied thus far is on the number of characters you can submit and that is being set at a maximum of 50,000.

In theory yes but that will require a lot of work and professionals dedicated for this job. We are considering a way of letting the community participate somehow.

Typely does not do grammar checking because it's hard and almost impossible to get right. The aim for Typely is to be precise and reliable.

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• Proofreading & Editing

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Get your academic writing back, free of language errors and inconsistencies

Standard Proofreading & Editing is perfect if you’re confident about your writing but need a second pair of eyes to catch:

• Spelling and grammar errors
• Inconsistencies in dialect
• Overuse of passive voice
• Subjective or inflated language

For a more comprehensive edit, you can add one or multiple add-on editing services that fit your needs.

Add-on services

Customize your editing package to get the help you need, structure check, clarity check, paper formatting, citation editing.

Ensures sections and chapters are structured and focused and your writing is free of redundancies.

• Through in-text feedback, your editor will help:
• Organize and focus individual chapters and sections
• Eliminate repetitive and redundant information
• Perfect transitions between sentences and paragraphs
• Align titles and headings with the section’s content

You’ll also receive a personalized Structure Check Report meant to help you identify missing elements in each chapter or section and prioritize improvements.

Ensures ideas are presented clearly, your arguments are consistent, and your audience can follow along.

Through in-text comments and checklists, your editor will:

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Trump and Allies Forge Plans to Increase Presidential Power in 2025

The former president and his backers aim to strengthen the power of the White House and limit the independence of federal agencies.

Donald J. Trump intends to bring independent regulatory agencies under direct presidential control. Credit... Doug Mills/The New York Times

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• Share full article

By Jonathan Swan Charlie Savage and Maggie Haberman

• Published July 17, 2023 Updated July 18, 2023

Donald J. Trump and his allies are planning a sweeping expansion of presidential power over the machinery of government if voters return him to the White House in 2025, reshaping the structure of the executive branch to concentrate far greater authority directly in his hands.

Their plans to centralize more power in the Oval Office stretch far beyond the former president’s recent remarks that he would order a criminal investigation into his political rival, President Biden, signaling his intent to end the post-Watergate norm of Justice Department independence from White House political control.

Mr. Trump and his associates have a broader goal: to alter the balance of power by increasing the president’s authority over every part of the federal government that now operates, by either law or tradition, with any measure of independence from political interference by the White House, according to a review of his campaign policy proposals and interviews with people close to him.

Mr. Trump intends to bring independent agencies — like the Federal Communications Commission, which makes and enforces rules for television and internet companies, and the Federal Trade Commission, which enforces various antitrust and other consumer protection rules against businesses — under direct presidential control.

He wants to revive the practice of “impounding” funds, refusing to spend money Congress has appropriated for programs a president doesn’t like — a tactic that lawmakers banned under President Richard Nixon.

He intends to strip employment protections from tens of thousands of career civil servants, making it easier to replace them if they are deemed obstacles to his agenda. And he plans to scour the intelligence agencies, the State Department and the defense bureaucracies to remove officials he has vilified as “the sick political class that hates our country.”

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