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How to Clearly Indicate Document Revisions to Reduce Secretarial Cost

by Leva Duell

When you indicate changes clearly, revisions will be quicker and more accurate, and your secretarial bills will be lower!

Editing a hard copy

Write or print legibly.
Use a red color pen. Do not use a pencil or a blue pen. Blue doesn't copy or fax well.
Place a check mark next to every line that has edits.
Make small corrections on the project.
Cross out the wrong word and put the correct one above it with a carat.
If there is not enough room to make the corrections and additions legibly, number them and write the corrections and additions on a separate piece of paper. Number all additions and clearly indicate where they need to be inserted.
Highlight missing information on the original document.
When deleting large sections or pages, cross them out.
When moving large sections, or pages, leave the original information where it was so the typist can find it. Indicate the beginning and ending of the material you are moving. Give it a number and indicate where you want it to go. Return the project with moved pages in its original sequence.

Editing a computer file

Do not make minor edits yourself. If you do, the typist will have to compare the revised document with original word for word. Instead give instructions on what to change.
If you want to edit the document yourself, make sure to indicate any changes by highlighting the changes or use a colored font.

Make a good impression with error-free documents. While your typist, secretary, or secretarial service will do their best to provide error-free work, always take the time to proofread the document yourself.

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