Appendix B Proofreaders’ Marks and Documentation StylesFollowing is a brief description of each group’s citation guidelines. APA Th e APA style is the style most often used in

625Appendix B

Appendix B

Proofreaders’ Marks and Documentation Styles

Proofreaders’ Marks

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Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.

626 Appendix B

Documentation StylesWhenever you use someone else’s material you must document your sources. Sources should be documented in a manner that makes it easy for readers to locate additional information about the material and in an acceptable citation style.

Types of Citations

Most source documentation falls within two categories: that which appears within the text and that which appears at the end of a document. Th e in-text reference provides immediate identifi cation of the source of the material and makes it easy for the reader to locate more detailed information at the end of the report.

Reference lists, works cited lists, and bibliographies appear at the end of a document. All three lists contain the information necessary for the reader to locate the original source material. Reference lists include only informa-tion used to support the material discussed in the document. A works cited list must include all the works cited within the report. Work cited lists are sometimes labeled as Literature Cited, Works Consulted, or Bibliography. A bibliography is not as limited as a reference list. A bibliography may include related material, background information, and additional readings. It is also acceptable to annotate a bibliography.

Citation Styles

Th ree of the most widely used documentation styles are from the American Psychological Association (APA), the Modern Language Association of America (MLA), and the University of Chicago Press’ Th e Chicago Manual of Style. Following is a brief description of each group’s citation guidelines.

APATh e APA style is the style most often used in reports produced by individu-als in the social and physical sciences. For in-text citations, the APA style calls for a simple author-date format (Means, 2004). An APA-style bibliog-raphy or reference list is alphabetized by the author’s last name. Figure B-1 on page 627 shows the presentation of references using the APA style.

MLATh e MLA style is the standard for many writers in business, industry, gov-ernment, and the media. In the MLA style, in-text citations refer the reader to a comprehensive Works Cited List at the end of the document. Th e for-mat of the in-text citation is author-page (Means 365). Figure B-2 on page 628 shows acceptable reference format using the MLA style.



627

REFERENCE T YPE REFERENCE FORMAT

Annual report Willamette Company, Incorporated. (2004). 2004 Annual Report. Seattle, WA: The Willamette Company, Incorporated.

Book, one author Logan, P. (2002). Small Winners. New York: Stallings Publishing Co.

Book, two authors Parker, Erica M., and T. M. Gauge (2002). Winning Is Not the Only Thing, Phoenix, AZ: McDougle Press.

Book, edited David, Gill A. (Ed.) (2003). The Horse that Won the World. Kansas City, MO: Lopes and Kinner Publishing.

Brochure Collision Center. (2004). Accidents Do Happen. [Brochure]. Ruston, LA: Louisiana’s Collision Center.

CD-ROM encyclopedia article, one author

Lee, Tyler (2001). Filing Systems. FileProof 2000 [CD-ROM]. Silcon Valley, CA: FoolProof Systems, Inc.

Encyclopedia article, one author

Callens, Elizabeth (2003). Database systems. The Computer Users’ Encyclopedia, Dallas, TX: Automated Press.

Film, videotape, or audiotape

Successful Computer System Projects. (2003). [Film]. Atlanta, GA: Systems Development Resource Center.

Government publication

U.S. Department of Defense. (2004). The Cost of the B-1 Bomber. Washington, DC: National Press, Inc.

Internet, Web Combining ethics and your travel. (2003). Ethnic-o-Travel. [On-line]. Available: http://www.travelsites.com/dogood.htm. Cited 2003 May 13.

Interview Susanboy, Martha, professor, Clever City State (2001, January 12). Interview by author. Clever City, UT.

Journal article Jiang, J. J. (2002). Systems success and communication. The Journal of Computer Intelligence 9, 112–117.

Magazine article Johnson, K. (2002, April 10). Losing and the loser psychology. Successful Challenging, 43–45.

Newspaper article, no author

“Is the weather really cyclical?” (2002, December 28). Ruston Daily Journal, p. B–7.

Newspaper article,one author

Marks, Amy. (2002, December 21). “Successful weddings in Modesto.” Modesto Daily Times, C–12.

On-line newspaper Adams, B. M. (2003, February 10). “The exciting international lawyer.” [On-line]. Lawyers Journal 34, 23–26. Available: http://www.alajournal.com/realworld.htm.

Figure B-1 References using the APA Style

Appendix B



628 Appendix B

R EF EREN C E T Y P E REFERENCE FORMAT

Annual report Willamette Company, Incorporated. 2004 Annual Report. Seattle, WA: The Willamette Company, Incorporated.

Book, one author Logan, P. Small Winners. New York: Stallings Publishing Co., 2002.

Book, two authors Parker, Erica M., and T. M. Gauge. Winning Is Not the Only Thing. Phoenix, AZ: McDougle Press, 2002.

Book, edited David, Gill A. (Ed.). The Horse that Won the World. Kansas City, MO: Lopes and Kinner Publishing.


Encyclopedia article,one author

Callens, Elizabeth. “Database Systems.” The Computer Users’ Encyclopedia. 2003 ed.


Successful Computer System Projects. Film. Atlanta, GA: Systems Development Resource Center, 2003.

Government publication U.S. Department of Defense. The Cost of the B-1 Bomber. Washington, DC: National Press, Inc., 2004.

Internet, Web “Combining Ethics and Your Travel.” Ethnic-o-Travel (2003). On-line. Internet. Available: http://www.travelsites.com/dogood.htm. 13 May 2003.

Interview Susanboy, Martha. Personal Interview. 12 January 2001.

Journal article112–117.

Jiang, J. J. “Systems Success and Communication.” The Journal of Computer Intelligence 9 (2002): 112–117.

Magazine article Johnson, K. “Losing and the loser psychology.” Successful Challenging 10 April 2002: 43–45.

Newspaper article,no author

“Is the Weather Really Cyclical?” Ruston Daily Journal 28 December 2002: B–7.


Marks, Amy. “Successful weddings in Modesto.” Modesto Daily Times 21 December 2002: C–12.

Figure B-2 References using MLA style































































































































































































































































































Journal article Jiang, J. J. “Systems Success and Communication.” The Journal of Computer Intelligence 9 (2002): 112–117.









629Appendix B

Book, one author Logan, P. 2002. Small winners. New York: Stallings Publishing Co.

Book, two authors Parker, Erica M. and T. M. Gauge. 2002. Winning Is Not the Only Thing. Pheonix, AZ: McDougle Press.

Journal article Jiang, J. J. 2002. Systems success and communication. The Journal of Computer Intelligence 9: 112–117.

Magazine article Johnson, K. 2002. Losing and the loser psychology. Successful Challenging, 10 April, 43–45.

Newspaper This type of citation is commonly incorporated into the text of the report; for example, An article in the Modesto Daily Times of December 21, 2002 describes recent weddings in the Modesto

area. Common elements in these weddings included . . . .

Unpublished interview Susanboy, Martha. 2001. Interviewed by author. Clever City, UT, 12 January 2001.

Figure B-3 References Using the Chicago Manual of Style

The Chicago Manual of StyleTh e Chicago Manual of Style is the reference guide for most publishers and edi-tors. Th e Chicago Manual of Style supports both a documentary-note style and an author-date style. Figure B-3 shows examples of both styles. In the docu-mentary-note system (see the Newspaper reference in Figure B-3), the writer provides notes and retrieval information about the source information in a parenthetical note. Th is style can eliminate the need for a comprehensive bib-liography. Similar to the in-text reference style of the APA, the author-date in-text style of Th e Chicago Manual of Style provides a relatively unobtrusive pointer to a more detailed reference list at the end of the document.

For More Information

Style guidelines for the three sources referenced in this appendix cover almost every aspect of writing and editing. To learn more about each, you may want to check your local bookstore or the World Wide Web. How do you choose which style to use? As the notes on these styles indicate, diff erent subject areas may have diff erent conventions for crediting source material. For example, the American Mathematical Style has its own set of conventions for presenting citations and other information. You should use the style most acceptable to your subject area or organization.



Appendix B Proofreaders’ Marks and Documentation StylesFollowing is a brief description of each group’s citation guidelines. APA Th e APA style is the style most often used in

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