How to Add Corrections and Clarifications to Quotations in Research Writing

How to Add Corrections and Clarifications to Quotations in Research Writing

Quotations are powerful elements in academic and scientific writing. They preserve an author’s exact words, demonstrate engagement with the literature, provide authoritative evidence and allow the writer to discuss or critique specific phrasing or concepts. But quoting a passage verbatim does not always guarantee clarity. Sometimes the quoted material contains errors, unusual terminology, ambiguous references or archaic spellings. At other times, the author quoting the passage needs to provide emphasis, clarification or correction to ensure readers interpret the quotation as intended.

Because academic communication relies on precision, it is essential that such additions to quoted text are made transparently. Readers must always be able to distinguish between what belongs to the original source and what has been added by the quoting author. This requires careful notation, consistent formatting and adherence to widely accepted scholarly conventions. When done well, these additions support accuracy, clarity and credibility. When done poorly—or without proper indication—they can mislead readers, distort the meaning of the original source or raise ethical concerns during peer review.

Why Add Information to Quotations?

Authors usually quote material directly because the original wording is important: perhaps it is authoritative, concise, expressive or conceptually significant. However, even well-chosen quotations may contain features that require additional explanation. The original author may use terminology unfamiliar to your audience; the text may include outdated spelling or grammar; or the passage may contain errors that need correcting to avoid misleading readers.

In these cases, adding carefully marked comments is not only acceptable but often necessary. It helps your readers understand exactly what the original text says, how you are engaging with it and how they should interpret any unusual features within the passage.

Emphasising Words within a Quotation

The most common modification to a quotation is the addition of emphasis, typically through italicisation. Scholars often italicise part of a quotation to draw attention to specific words or phrases relevant to their discussion. However, emphasis must always be acknowledged. You cannot silently alter the typography of another author’s words.

To indicate added emphasis, insert a brief note such as [italics mine] or [emphasis added] immediately after the italicised portion or at the end of the quotation. The wording you choose is flexible but must be used consistently throughout the manuscript.

For example:

“The results demonstrate a clear trend toward increased variability” [emphasis added].

If multiple instances of italics appear within a single quotation, it is acceptable to place the acknowledgement once at the end instead of after each change.

Correcting Errors Using sic, “recte” and Related Markers

When quoting historical texts, early editions, transcriptions or even modern sources, you may encounter typographical errors, factual inaccuracies or unusual spellings. It is important not to “fix” these silently. Doing so changes the original wording and creates a misleading impression of what the source actually contains. Instead, scholars use specific markers to clarify the error.

Using sic to preserve original errors

The Latin word sic (“thus” or “so”) is used to indicate that the error or oddity was present in the original source, not introduced by the quoting author. It is placed in square brackets immediately after the problematic word or phrase.

For example:

“The data was [sic] collected over three months.”

Here, sic shows that the grammatical mismatch is part of the source and not the quoter’s mistake. Although some fields use sic sparingly—because it can appear overly pedantic—its purpose is to maintain fidelity to the original text.

Using “recte” or “correctly” to supply corrections

If you wish to indicate the proper form rather than simply point out an error, you may use [recte: …] or [correctly: …]. The Latin terms are traditional in textual scholarship, but English equivalents are acceptable and often easier for readers.

For example:

“The experiments were conducted in Novembar [recte: November] 2018.”

This approach provides the correct information without altering the original text.

Adding Glosses, Translations and Clarifications

Scholarly writing often engages with material from different languages, specialised fields or historical periods. To help readers understand unfamiliar terms, you may insert short glosses, translations or brief definitions into a quotation using square brackets.

Examples include:

• translating a foreign term: “He spoke of the concept of Schadenfreude [pleasure in another’s misfortune]…”
• explaining an obsolete term: “He wore a doublet [a close-fitting jacket] through winter.”
• clarifying an ambiguous reference: “They arrived in the city [Paris] before dawn.”

These additions should be concise. If your explanation becomes long or complex, it is usually better to discuss it outside the quotation, either in your main argument or in a footnote.

Including Manuscript Variants and Alternative Readings

In textual scholarship, history, linguistics and related fields, authors often deal with multiple versions of the same passage. To note alternative readings found in other manuscripts or editions, scholars may insert variant text in brackets within the quotation.

For example:

“The knight rode boldly [or ‘bravely’] into the wood.”

This technique preserves the integrity of the main quotation while informing readers of important variations in the textual tradition. However, variant readings should only be included when they are relevant to your analysis.

Indicating Uncertainty or Doubt within a Quotation

Sometimes a passage contains information whose accuracy is questionable: unclear dates, uncertain attribution or disputed terminology. To express uncertainty without altering the quotation, scholars may add a question mark in square brackets immediately after the questionable element.

For example:

“The treaty was signed in 1642[?] under ambiguous circumstances.”

This notation communicates doubt without modifying the source itself. However, using an exclamation mark in brackets—often intended to convey surprise—is considered unprofessional and should be avoided entirely in academic writing.

Balancing Clarity with Overannotation

Although it is important to provide corrections and clarifications, too many bracketed additions can make a quotation visually cluttered and difficult to read. A heavily annotated quotation distracts from your argument and interrupts the flow of your writing. It may also give the impression that you are using an unsuitable passage and trying too hard to make it fit your discussion.

As a general rule, ask yourself whether the added information is essential for understanding the quotation. If the clarification is long, complex or tangential, place it outside the quotation—before or after the passage, in your commentary or in a footnote.

Maintaining Academic Integrity and Transparency

The guiding principle behind all quotation modifications is transparency. Readers must always be able to identify what is original and what has been added. This protects your credibility, prevents accusations of misquotation and allows others to verify your interpretation. Silent alterations to quoted text—especially those that affect meaning—are considered unethical and can result in serious consequences during peer review or post-publication scrutiny.

Transparency also includes consistency. Use the same wording (e.g., [emphasis added]) throughout the manuscript. Apply the same formatting for brackets, glosses and corrections. If your field has specific conventions, follow them diligently.

Practical Tips for Effective Use of Modified Quotations

• Always check the original source carefully before quoting, especially when correcting errors.
• When possible, compare editions or translations to ensure accuracy.
• Use emphasis sparingly—excessive italics can feel manipulative.
• Keep glosses short; move longer explanations to your own text.
• Document every change clearly to maintain trust with your readers.

Conclusion: Thoughtful Annotation Improves Scholarship

Adding clarifications, corrections or emphasis to quotations is not merely a technical exercise. It is part of the ethical responsibility of academic authorship. Your role as a scholar is not only to interpret sources but also to represent them accurately. When you annotate quotations clearly and consistently, you help your readers understand precisely what the original text says and how it relates to your own argument.

Thoughtful annotation strengthens your credibility, enhances your writing and contributes to the integrity of the scholarly record. When used well, it transforms quotations into precise, meaningful components of your research rather than sources of confusion.

If you would like expert help polishing your quotations, references or overall academic style, our journal article editing service and manuscript editing service can assist you in preparing a clear, accurate and publication-ready manuscript.