3 Chapter 3: Writing Work
To be an effective news writer, you need to write well. This textbook will teach you news writing, but it also is designed to make you a better writer overall. The ability to write in an effective and intelligent way will serve you in whatever career path you choose. The first step is to rid yourself of any lingering grammar, punctuation or phrasing issues. Bring on the broccoli.
Misspellings and Grammar Goofs
Hopefully, your computer’s spell check function will catch most of your spelling mistakes and grammar problems, but it can’t catch everything. And you might not be able to use it in all of your communication.
I once had a lovely boss who I really enjoyed working for. But she had one issue that I will always remember. She would use “Irregardless” in conversation quite often. It isn’t a word. What she meant to say is “regardless.” It made me think less of her. Don’t be like my boss.
Wikipedia has a good list of commonly misspelled words that would be great to review. You might not have realized you were spelling something wrong. It also has an impressive list of common grammar errors. Skim through it and see if phrases that you use in your daily life made the cut.
Beyond basic grammar, we need to review sentence structure. The Writing Textbook by Josh Woods examines three common sentence construction errors: fragments, run-on sentences and comma splices.
Fragments
A sentence fragment is a common error in which an incomplete sentence is presented as if it were complete, writes Woods. It is a phrase that should have been part of a previous sentence. It can be fixed by attaching it with commas to the complete sentence it refers to.
Example:
- Incorrect: He can’t find her. Because she left the house.
- Correct: He can’t find her because she left the house.
Run-on Sentences
A run-on sentence is a common error in which two independent clauses are combined without any punctuation, according to Woods.
Example:
- Incorrect: I am frightened of the roller coaster it looks too high.
- Correct: I am frightened of the roller coaster; it looks too high.
Comma Splices
A comma splice is an error in which two independent clauses are combined by a comma without necessary coordinating conjunctions such as for, and, nor, but, or, yet, so.
Example:
- Comma splice: I don’t like studying grammar, it’s too hard.
- Corrected version: I don’t like studying grammar; it’s too hard.
- Comma splice: I ran, the dog chased me.
- Corrected version: I ran, but the dog chased me.
Commas
Most students have a decent command of commas. A comma is a punctuation mark that indicates a pause in a sentence or a separation of things in a list. Commas can be used in a variety of ways, but we use fewer in news writing than in English classes. New journalists tend to overuse commas. Journalism style does not use the so-called Oxford comma. More on that later in this chapter.
Let’s review the rules so that your news writing effectively uses this common punctuation.
Example:
- After an introductory word: Personally, I think the practice is helpful.
- Before a conjunction in a compound sentence: The bedroom door was closed, so the children knew their mother was asleep.
- To interrupt words: I knew where it was hidden, of course, but I wanted them to find it themselves.
- In quotations: Kingsnorth said, “But religions do not own the sacred.”
- As part of dates, addresses, greetings and letters: The letter was postmarked Dec. 8, 1945.
Semicolons
The semicolon tends to confuse even seasoned writers. Woods writes that one should use a semicolon to combine two closely related independent clauses. He notes that using a period to separate the clauses is technically correct but could make the idea seem disconnected. These sentences long to be together as they are related in topic. Join them with the semicolon. Using a comma would create a comma splice. Avoid this pitfall.
Example:
- Incorrect: Be sure to wear clean, well-dressed clothes to the interview, appearances are important.
- Correct: Be sure to wear clean, well-dressed clothes to the interview; appearances are important.
- Correct but disconnected: Be sure to wear clean, well-dressed clothes to the interview. Appearances are important.
Colon
The colon is another one that confuses new writers. It’s a punctuation mark used to indicate an introduction to something. It can be used to combine independent clauses or when using lists.
Example:
- Linking independent clauses: I am hungry: Let’s have lunch.
- Introducing a list: I need to go to the grocery store to buy these items: milk, bread and eggs.
Hyphens
News writers also must know about hyphens and their sibling, the dash. A hyphen is a piece of punctuation used to connect separate words or word parts that are intended to function as one, Woods writes.
News writers often use a hyphen when describing a source. For example, if I am writing about a 5-year-old boy, I need hyphens. But if I write that he is 5 years old, I don’t. Same thing goes for when my mother-in-law is coming to town for a fun-filled visit. Typically, in journalism, the fewer hyphens, the better for reader clarity.
Dashes or Em Dashes
A dash or em dash is a punctuation mark used to set off abrupt interruptions in a sentence. Woods writes that you can enclose text between two em dashes or use just one em dash. The em dash has few concrete rules, so you can use it without fear of making grammatical mistakes, according to Woods.
Example:
- The mayor – who was elected last year – spoke at the news conference.
News Writing Style
Now that we’ve reviewed grammar rules, we can focus on news writing style.
First lesson: Forget what you learned in English class about essay writing. News writing is different in that you work harder to write less in a simple and straightforward manner.
As a new journalist, you need people to read your stories, so the writing must be engaging, informative and easily understandable. This skill will serve you well in other walks of life as well. When you write, you need to communicate and convey information to readers. Your writing should help – not hinder – that goal. This textbook is written in a news writing style with the same goal in mind.
News Writing Tips
- Keep sentences short for maximum reader comprehension.
- Avoid wordy phrases or confusing punctuation.
- Limit sentences to one idea.
- Avoid run-on sentences.
- Use short paragraphs of one to two sentences.
- Avoid adding opinions to a story.
- Sneaky words like “just” and “unique” add opinion where it does not belong.
- The reader should never be able to tell what you think about a news story. You are a neutral observer. Let your sources’ voices stand alone.
- Keep yourself out of a news story. Avoid the phrase “I spoke to …”
- Avoid jargon. Translate difficult words or concepts into simple sentences.
- Your news writing tone should be conversational; imagine you are telling the information to a friend.
- Include examples of what you are writing about.
- If your story is about cuts to a school budget, mention how many teachers would be fired so readers can understand the impact.
- Choose your words carefully. Avoid trendy phrases or slang. Prune your sentence to keep the strongest, most effective words.
- Write first and revise later.
- Get that first draft out of your mind and onto the page. News writing requires a lot of editing. There will be time for that later.
- Write in the active voice whenever possible.
- Don’t use exclamation points in journalism!
Active Versus Passive Voice
Every sentence has either an active or passive voice. In the active voice, the subject is performing the action. For example: The student takes the pen. The subject is the student, and the action is taking the pen.
In the passive voice, the action’s target goes first in the sentence. An example of passive voice: The pen is being taken by the student.
Typically, active voice is better for your sentences in college essays and journalism. The sentences have fewer words and stronger verbs. Starting your sentences with the subject is easier for the reader to digest. Sentences with passive voice are often wordier and more confusing. News writers should avoid using the passive voice as much as possible
Associated Press Style
You might have learned MLA or APA style in your science and English classes. Forget those styles in journalism. They are not in this book and shouldn’t be in your news stories. We used something called Associated Press style. The Associated Press is a wire service that maintains the Associated Press Stylebook. The rules of this style are all about reader comprehension. The guide is designed to make your writing as clear as possible.
Journalists and people working in other communications fields often either own a physical copy of the book or pay for access to the online version. When you are writing in news style, you will need to use this resource much like you might use a dictionary or MLA reference guide.
The stylebook is updated each year, so some things may change. But there are a few rules that every beginner should know about AP style.
Abbreviations
AP style rules are designed to make the reader’s life easier. One way to achieve that goal is to limit abbreviations.
AP style dictates that you should avoid using abbreviations whenever possible. If you are writing about a school club that has a long name, then include the full name of the club on first reference and refer to it as “the club” in the rest of the story. Better yet, if you can describe what the club does, add that to subsequent references.
For example, Palomar College has a child care program called the Early Childhood Education Lab School, which the school abbreviates to ECELS. A reader will not know what that means, so AP style instructs you to use Early Childhood Education Lab School on first reference, then refer to it as the child care center or lab school for the remainder of the story.
Another way to remember this rule: When in doubt, write it out. Avoid abbreviations in general, but there are exceptions. Some abbreviations have become more common than the name itself. AP style says it’s OK to leave those as abbreviations without periods between each letter. Check the guide for specifics.
Capitalization
In journalism, you only should capitalize proper nouns. For example, capitalize “English” but not “biology” because English is the formal name of the language. In some academic settings, you will find unnecessary capitalization to prove a point or give something more importance. Resist that urge in journalism. Notice that “journalism” is not capitalized unless it’s in a formal name, such as the course “Journalism 101: Introduction to News Writing.” If you are writing about your campus, capitalize the official name of your library. But if you refer to it in general terms, call it the campus library, using lower case letters.
Degrees
Since you are taking a college course, you might find yourself writing about academic degrees. I tell my students that you don’t need to mention a source’s degree unless it’s relevant to what they’re talking about. For example, if you are writing about COVID-19, it’s important to include if a source has a medical degree, but not if they have a doctorate in French.
If you do need to mention a degree, AP style rules require spelling out “bachelor’s degree” and “master’s degree” or capitalizing the formal name of the degree: Bachelor of Arts. Weird note: There is no possessive in the term “associate degree.”
Sometimes it’s too hard to spell out all the degrees. In that case, you can use abbreviations like B.A., M.A. and Ph.D. after the full name only.
Dates
You will need to write dates in your news stories. If you are just writing the month, spell it out and capitalize it. If you are using the full date, you will abbreviate the months with more letters.
AP style for dates:
- January 2012 or Jan. 24, 2012
- February or Feb. 14, 2023
- March 2005 or March 6, 2005
- April or April 12, 2010
- May 1999 or May 31, 2007
- June or June 1, 1950
- July or July 4, 2025
- August 2000 or Aug. 21, 2004
- September or Sept. 1, 3000
- October or Oct. 31, 2024
- November or Nov. 1, 1888
- December or Dec. 31, 2099
Time
Time is another element in which you want to keep it as simple as possible for your readers. Use numbers except for midnight or noon for reader clarity. For example, I have a meeting at 7 a.m. and another one at 9:30 p.m.
States
The rule for dealing with states in news writing is to spell out the state except for when it is paired with a city. When it is paired with a city, you should abbreviate the state name if it has a certain number of letters.
Example:
- I was born in Utah but raised in San Diego, Calif.
- I traveled to Boise, Idaho before heading to Missoula, Mont.
Addresses
If you include an address in your news writing, you must abbreviate parts of it. AP style says to abbreviate words such as “avenue,” “street” and “boulevard” as part of an address (for example, someone who lives at 123 Main St. or 456 Elm Ave.). If you are writing about Escondido Avenue without a specific address, spell it out. Words such as “drive,” “road” and “terrace” are always spelled out, even in an address. Addresses are another place to check with the AP Stylebook while working on a story.
Title and Compositions
Whenever you refer to someone in a news story, you need to give them some sort of title to let the reader know a little about them. Whether it’s a student, president or clown, a title is necessary. AP style requires that you identify your source when you name them. For example: President Biden held a press conference where student Jane Doe reported.
Title rule: Capitalize any formal title before a person’s name. Use lowercase on all titles after the name. Lowercase informal titles or when any title is not used with a name.
Example:
- Professor Erin Hiro wrote this book.
- Erin Hiro, a San Marcos resident, spoke to the students.
- The clown entertained the guests.
There are different title rules for government organizations as well as the U.S. military. Check your style guide when using those. If you have a source with a long formal title, it’s best to put the title after the name with a comma.
When writing about the title of a film, book or album, capitalize the title and put it into quotation marks. Do not use quotations for the name of a publication itself, just the article, such as the Los Angeles Times published an article titled “Journalism students win awards.”
Numbers
Journalism style for numbers is always the trickiest for students. the general numbers rule for AP Style: Spell out numbers less than nine and use numerals for 10 and greater. Exceptions: age, sports, measurements, money.
Let’s begin.
Age and AP Style
Disregard the numbers rule and always use numerals for ages.
Example:
- The boy was 5 years old. The woman, 31, won an award.
Sports
Writing about sports is another area where you often ignore the numbers rule. You will use numerals for scores, ratios and measurements.
Example:
- The Padres won 4-1.
- The basketball player was 6 foot, 2 inches tall.
- There are 2-to-1 odds that the team will advance to the playoffs.
Money and Percentages
Use numbers for money and include the dollar sign.
Example:
- The student paid $4 for a cup of coffee and has a $40,000 car.
Also use numerals when dealing in percentages.
Example:
- I earned 95 percent on my test.
- Note: AP style also allows for using the percent sign, as in “I bought this shirt at 30% off.”
Numbers Are Bad
The last numbers rule I tell my students is that you should assume your reader does not like math. Use as few numbers as possible in your writing. Numbers can be confusing. Round any big numbers and try to explain what the numbers mean instead.
For example, if you’re doing a story about money, don’t give me a lot of sums. Use one or two numbers and then explain how the money will impact readers.
Example:
- The budget took a $2 million hit, which means the city must halt all road improvements for the next year.
Other AP Style Tidbits
Mary Sterenberg, author of the book “Write Like a PR Pro,” notes some other common style rules to know when writing news stories.
- More than, over: Use “more than” with numbers and “over” with spatial elements.
Example:
- The college has more than 100 faculty members. The cat jumped over the bed.
- Because, since: Use “because” to denote a specific cause-effect relationship. “Since” is used when the first event leads logically to the second. It also can be used for time elements.
Example:
- I went because I was told. He went to the movies since he had tickets.
- Toward/towards: “Toward” doesn’t end in an “s.” Neither does forward, backward, upward, downward, etc.
- That, which: Use “that” for essential clauses that impact a sentence’s meaning and “which” for nonessential clauses.
Example:
- Give me the pen, which is on the desk. (There might be others on the floor.)
- Give me the pen that is on the desk. (There is only one pen, so the information about its location is not crucial, but nice to have.)
- Farther, further: “Farther” refers to physical distance.
Example:
- I ran farther than you. I am further along in the television series.
Sterenberg also writes about the AP Stylebook’s chapter on “inclusive storytelling.” She writes that the section emphasizes:
- “Giving voice and visibility to those who have been missing/misrepresented
- Showing sensitivity about certain words/phrases
- Expanding beyond usual sources and story ideas
- Including necessary context and background
- Striving to recognize and overcome unconscious biases
- Using thoughtful and precise language”
Key Takeaways
- Though your word processing program will catch common mistakes, there’s still a need for impeccable technique in news writing. Review the rules for sentence structure and punctuation before you write or while you edit.
- News writing is different than what you learned in English class. Write less and use a simple and straightforward manner.
- Writing with an active voice is better in news writing than passive voice. Active voice uses fewer words and stronger verbs.
- Journalism uses a set of writing rules called Associated Press style, which can be found in the Associated Press Stylebook. The rules are designed for maximum reader comprehension.
- General numbers rule for AP style: Spell out numbers less than nine and use numerals for 10 and greater. Exceptions: age, sports, measurements, money
Chapter Exercise
- Visit the website of nonprofit investigative news organization Voice of San Diego (voiceofsandiego.org)
- Find a news story from that excellent, free news source and copy and paste it into a word processing program of your choice.
- Read the article and circle the AP style rules used in the text.
- How many did you find?
- Are there any style choices that are different than AP style?
- Can you find any grammatical errors or other mistakes?