Now is the time for you to advise your production editor of any corrections and other changes to the first set of proofs. As we shall see, there are several ways in which this can be done. At this point, the issue of how many changes you can make may raise its ugly head. This delicate matter is discussed in a later post. At the same time, someone else may be proofing your text.
When marking changes to the proofs, follow your publisher’s instructions carefully. Possibly you will be expected to mark the actual printed pages, using proof-reading marks as in this sample. Some publishers even require their authors to mark the text using a special colour (red ink, for instance).
(Common proofing marks are listed in my next post.)
Let’s face it, however, these proofing marks aren’t that easy to remember. Many authors will prefer to annotate the proofs with their own system of marking up. If your production editor is reasonable, this shouldn’t be a problem provided the annotations are clear and consistent.
A common alternative to marking up the printed proofs is to prepare a simple list of changes. This can be written in a text file and sent to the publisher as an e-mail attachment or even written directly in an e-mail, as in this example.
And increasingly authors are using the commenting features now available with Adobe Acrobat and Acrobat Reader (and illustrated here).
At the same time that you are preparing your author corrections, chances are that someone else hired by your publisher will be proofing the text as well. This could be an in-house editor, the copy-editor (an attractive proposition as s/he is already familiar with the text) or a professional proof-reader.
Again, the results may be advised to your production editor in various ways but the key difference from what you have advised is that the proof-reader doesn’t necessarily know what is correct. Yes, typos and the like can be corrected but often cases of inconsistent spelling/usage can only be flagged up.
Thereafter, your production editor will need to reconcile the two sets of proofs to avoid the typesetter receiving contradictory sets of instructions. Obviously, as part of this reconciliation, any inconsistencies in your text spotted by the proof-reader will be referred to you for clarification.