How to mark-up a PDF for Post DTP Proofreading
Post DTP Proofreading comprises of taking the original source PDF and the translated PDF, then
comparing them to ensure that the target matches exactly in terms of layout and formatting.
What NOT to do
A post DTP proof is not a language check and you should refrain from making any subjective changes to
the translation as they will not be implemented and will be a waste of your time. However if you do
come across any definite objective errors while checking, please comment on those.
What is required
-
Is all punctuation complete? (no missing periods, quotation marks etc)
Is the punctuation correct for the language?
Is there any missing or corrupt text?
Does the target PDF’s layout flow the same as the source?
Do all colours, images, graphs etc match those of the source?
Is the target PDF clear and legible?
Is the target PDF complete and a 100% match to the source?
To ascertain the above please go through the target carefully and compare it to the source while
leaving clear and to the point comments for our typesetters.
Below are some tips on how to produce those comments. Please ensure you use the mark-up tools
as instructed below:
1 – Sticky note: Also referred to as the ‘balloon tool’. Please only use this tool when inserting a
comment that refers to the whole page or document. Do not use it when trying to indicate a small
text or formatting change as it is very imprecise where it is pointing to causing confusion for our
typesetters.
Eg:
2 – Highlight text: It is used when trying to indicate a particular word for phrase as you can highlight
it directly. This leaves no ambiguity to which part of the text your are referring to. Please note that
once you highlight the text you can just double click on it and it will open a comment box for your
feedback.
Eg:
3 – Insert text: This tool is used when you need to add text that is not there. You simply click where
you want the text to be inserted and a comment box will pop up allowing you to type it in. If an
explanation is necessary, please keep it short and to the point Ideally just insert the text required so
the typesetters don’t accidently include any explanations.
Eg:
Can also be used for missing punctuation:
4 – Replace text: This tool indicates when text needs to be deleted AND replaced by something else.
It is very useful as it allows you to precisely isolate the exact part you are referring to and provides a
comment box for the new text, it allows for no ambiguity.
Eg:
Again, unless it is absolutely necessary a long winded explanation will just confuse matters. The
above example shows what needs deletion and what should be in its place. It is clear and to the
point without the need of phrases such as ‘Please replace XXXXXXX with XXXXXXXX’.
5 – Strikethrough: A basic tool that simply indicates text to be deleted without anything replacing it.
Eg:
6 – Drawing Mark-ups: These tools all allow you to draw on the PDF and make comments that you
cannot express with the other tools. They include tools such as arrows, text boxes, shapes, free hand
drawing and so on. As with the other tools, you can double click on the mark-up to insert a
comment rather than entering a separate sticky note.
Eg: