savvy self-editing

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Copy Your Editor LovesCopy Your Editor Loves

Key Topics We’ll DiscussKey Topics We’ll Discuss General guidelines for improving your work and General guidelines for improving your work and

pleasing editorspleasing editors Common mistakes made by writersCommon mistakes made by writers Suggestions for avoiding/correcting those mistakesSuggestions for avoiding/correcting those mistakes Learn what to do:Learn what to do:

Before you writeBefore you write As you writeAs you write After you have writtenAfter you have written

Recommendations primarily for magazine writingRecommendations primarily for magazine writing When writing web copy, books, newspaper copy, practices When writing web copy, books, newspaper copy, practices

may vary.may vary. Assumes you use Microsoft Word.Assumes you use Microsoft Word.

Before You WriteBefore You Write

Before You WriteBefore You Write Examine several editions of the Examine several editions of the

publication for which you’ll write.publication for which you’ll write. See how they do things. Duplicate See how they do things. Duplicate

what they do.what they do.

ExampleExample Do they or don’t they put a comma Do they or don’t they put a comma

before the word “and” in a series?before the word “and” in a series?


before the word “and” in a series?before the word “and” in a series? Crappie most often are caught using Crappie most often are caught using

jigs, minnows, and jig/minnow combos.jigs, minnows, and jig/minnow combos.


before the word “and” in a series?before the word “and” in a series? Crappie most often are caught using Crappie most often are caught using

jigs, minnows, and jig/minnow combos.jigs, minnows, and jig/minnow combos. Crappie most often are caught using Crappie most often are caught using

jigs, minnows and jig/minnow combos.jigs, minnows and jig/minnow combos.

ExampleExample Are titles and subheads printed in all Are titles and subheads printed in all

caps or with only the first letter of caps or with only the first letter of each word capitalized?each word capitalized?


caps or with only the first letter of caps or with only the first letter of each word capitalized?each word capitalized? MEN WHO CHANGED THE WAY WE FISHMEN WHO CHANGED THE WAY WE FISH


caps or with only the first letter of caps or with only the first letter of each word capitalized?each word capitalized? MEN WHO CHANGED THE WAY WE FISHMEN WHO CHANGED THE WAY WE FISH Men Who Changed the Way We FishMen Who Changed the Way We Fish

ExampleExample Are paragraphs all flush left and Are paragraphs all flush left and

separated with an extra line, or is separated with an extra line, or is each paragraph indented?each paragraph indented?

Magazine/newspaper style usually has indented paragraphs with no extra lines between paragraphs.

MAN’S BEST FRIEND, HUH?By Keith Sutton

Do you hunt with a dog? If so, you might want to keep a wary eye on your furry hunting buddy this season. It’s not always the hunters who do the shooting. Sometimes our canine friends get in on the act, with disastrous results, as these examples show.Lab Disaster

Michael Boyle of East Wenatchee, Washington, and a friend were hunting from a boat on the Columbia River when Boyle leaned over the side to pull in a goose they had shot. Deputies said that’s when a Labrador retriever belonging to Boyle’s friend stepped on a 12-gauge shotgun in the boat, firing it into Boyle’s leg. Boyle recovered from his injuries, but when he got shot, he probably thought his goose was cooked.Shot By A Spaniel

Phillip Smith and John Phillips were hunting together near Inez, Kentucky, when Phillips’ spaniel Rusty retrieved a downed bird. As Phillips tried to take the bird away, the dog stepped on the trigger of a 12-gauge shotgun and blasted Smith in both legs. “It’s not funny that the guy got shot,” Martin County Sheriff Darrel Young said, “but it’s kind of funny how he got shot.”

Web style typically has no indents and an extra line between paragraphs.

MAN’S BEST FRIEND, HUH?By Keith Sutton

Do you hunt with a dog? If so, you might want to keep a wary eye on your furry hunting buddy this season. It’s not always the hunters who do the shooting. Sometimes our canine friends get in on the act, with disastrous results, as these examples show.

Lab DisasterMichael Boyle of East Wenatchee, Washington, and a friend were hunting from a boat on the Columbia River when Boyle leaned over the side to pull in a goose they had shot. Deputies said that’s when a Labrador retriever belonging to Boyle’s friend stepped on a 12-gauge shotgun in the boat, firing it into Boyle’s leg. Boyle recovered from his injuries, but when he got shot, he probably thought his goose was cooked.

Shot By A SpanielPhillip Smith and John Phillips were hunting together near Inez, Kentucky, when Phillips’ spaniel Rusty retrieved a downed bird. As Phillips tried to take the bird away, the dog stepped on the trigger of a 12-gauge shotgun and blasted Smith in both legs. “It’s not funny that the guy got shot,” Martin County Sheriff Darriel Young said, “but it’s kind of funny how he got shot.”

Before You Write Before You Write Discuss style with the editor. Discuss style with the editor.


What style is preferred? AP? Chicago? What style is preferred? AP? Chicago? In-house? In-house?



Are written guidelines available?Are written guidelines available?



Are written guidelines available?Are written guidelines available? Always follow your editor’s Always follow your editor’s

instructions/guidelines.instructions/guidelines.

Before You WriteBefore You Write Study your assignment sheet.Study your assignment sheet.

Know the work count and hit it.Know the work count and hit it.


Know the work count and hit it.Know the work count and hit it. Honor specific requestsHonor specific requests



writing a blurb or subheadwriting a blurb or subhead



writing a blurb or subheadwriting a blurb or subhead adding sidebarsadding sidebars



writing a blurb or subheadwriting a blurb or subhead adding sidebarsadding sidebars writing with a certain slantwriting with a certain slant



writing a blurb or subheadwriting a blurb or subhead adding sidebarsadding sidebars writing with a certain slantwriting with a certain slant including an article codeincluding an article code



writing a blurb or subheadwriting a blurb or subhead adding sidebarsadding sidebars writing with a certain slantwriting with a certain slant including an article codeincluding an article code sending text saved in a particular formatsending text saved in a particular format

As You WriteAs You Write

As You WriteAs You Write Remember, simple is better for most Remember, simple is better for most

editors.editors. Unless absolutely necessary, don’t Unless absolutely necessary, don’t

add things that won’t appear in the add things that won’t appear in the final printed text.final printed text.

ExampleExample Title: Winter SmallmouthsTitle: Winter Smallmouths Author: Keith SuttonAuthor: Keith Sutton

ExampleExample Title: Winter SmallmouthsTitle: Winter Smallmouths Author: Keith SuttonAuthor: Keith Sutton

Winter SmallmouthsWinter Smallmouths By Keith SuttonBy Keith Sutton

As You WriteAs You WriteSpeaking of titles, which often are Speaking of titles, which often are

centered on the page …centered on the page … Don’t use tabs or spaces to center Don’t use tabs or spaces to center

copy. This adds extra characters the copy. This adds extra characters the editor will have to remove.editor will have to remove.

Use the Center button on the toolbar.Use the Center button on the toolbar.

As You WriteAs You Write Be consistent with usage.Be consistent with usage. Don’t change style, fonts or other Don’t change style, fonts or other

characteristics within an article, characteristics within an article, except to boldface or italicize where except to boldface or italicize where needed for emphasis.needed for emphasis.

ExampleExample Don’t format your article using Don’t format your article using

Heading Styles: Heading 1, Heading Heading Styles: Heading 1, Heading 2, etc. Use the Normal style 2, etc. Use the Normal style throughout.throughout.



Use one font type throughout, Use one font type throughout, preferably Times New Roman.preferably Times New Roman.



Use one font type throughout, Use one font type throughout, preferably Times New Roman.preferably Times New Roman.

To be sure, ask your editor.To be sure, ask your editor.

As You WriteAs You Write Don’t justify text unless requested. Don’t justify text unless requested.

Use flush left.Use flush left.

As You WriteAs You Write Do not use two spaces after each sentence.Do not use two spaces after each sentence.

Carryover from the days of typewriters when Carryover from the days of typewriters when each character you typed took up the same each character you typed took up the same amount of space on the page.amount of space on the page.

Using two spaces made it easier to see where Using two spaces made it easier to see where one sentence ended and the next began. one sentence ended and the next began.

Example:Example: The letter “i” took up the same amount of space The letter “i” took up the same amount of space

as the letter “W.” as the letter “W.”

As You WriteAs You Write Today’s computer fonts are Today’s computer fonts are

proportionally spaced.proportionally spaced. Characters take up an amount of space Characters take up an amount of space

relative to their actual width.relative to their actual width. Example:Example:

The letter “i” needs less space than the The letter “i” needs less space than the “W.”“W.”

As You WriteAs You Write This makes the practice of using two This makes the practice of using two

spaces at the end of a sentence spaces at the end of a sentence obsolete.obsolete.

As You WriteAs You Write This makes the practice of using two This makes the practice of using two

spaces at the end of a sentence spaces at the end of a sentence obsolete.obsolete.

SO DON’T DO IT!!!SO DON’T DO IT!!!

As You WriteAs You Write Do not use -30-, END, dingbats or Do not use -30-, END, dingbats or

other means to indicate the end of a other means to indicate the end of a story unless your editor requests it. story unless your editor requests it. This practice is obsolete for the most This practice is obsolete for the most part.part.

ExampleExampleNew York Times articleNew York Times article

““A trial is scheduled for February 30.”A trial is scheduled for February 30.”

Originally written as:Originally written as:

““A trial is scheduled for February.”A trial is scheduled for February.” -30--30-

As You WriteAs You Write Use proper plurals.Use proper plurals. Refer to a dictionary or style guide.Refer to a dictionary or style guide.

ExampleExample Steelheads not steelheadSteelheads not steelhead

ExampleExample Steelheads not steelheadSteelheads not steelhead Smallmouths not smallmouthSmallmouths not smallmouth

ExampleExample Steelheads not steelheadSteelheads not steelhead Smallmouths not smallmouthSmallmouths not smallmouth Moose not meeseMoose not meese

ExampleExample Steelheads not steelheadSteelheads not steelhead Smallmouths not smallmouthSmallmouths not smallmouth Moose not meeseMoose not meese Data is plural for datum. Thus: Data is plural for datum. Thus:

The data The data areare correct. correct.NotNot The data The data isis correct. correct.

As You WriteAs You Write Avoid redundancies. Avoid redundancies. Don’t repeat yourself again.Don’t repeat yourself again.

Or should I say:Or should I say: Don’t repeat yourself.Don’t repeat yourself.

ExamplesExamplesREDUNDANT REDUNDANT CONCISECONCISEAt sunrise on the morning ofAt sunrise on the morning of At sunriseAt sunriseDark blackDark black Black BlackHe thought to himselfHe thought to himself He thoughtHe thoughtNorth American continentNorth American continent North AmericaNorth America24-hour time span24-hour time span 24 hours24 hoursThe very bestThe very best The bestThe bestStand upStand up StandStandSit downSit down SitSitCompletely motionlessCompletely motionless MotionlessMotionlessPast experiencePast experience ExperienceExperienceRed in colorRed in color RedRed

After You WriteAfter You Write

After You WriteAfter You Write Use your spell-checker.Use your spell-checker.

After You WriteAfter You Write Use your spell-checker.Use your spell-checker. Check your word count.Check your word count.

After You WriteAfter You Write Use Readability Statistics.Use Readability Statistics.

To turn on in Microsoft Word: Go to To turn on in Microsoft Word: Go to Tools, then Options, then Spelling and Tools, then Options, then Spelling and Grammar, and then check Show Grammar, and then check Show readability statistics.readability statistics.

After You WriteAfter You Write Use Readability Statistics.Use Readability Statistics.

To turn on in Microsoft Word: Go to To turn on in Microsoft Word: Go to Tools, then Options, then Spelling and Tools, then Options, then Spelling and Grammar, and then check Show Grammar, and then check Show readability statistics.readability statistics.

Next, check your article with Spelling Next, check your article with Spelling and Grammar in Tools.and Grammar in Tools.

After You WriteAfter You Write In Readability Statistics box that In Readability Statistics box that

pops up, you’ll find two scores:pops up, you’ll find two scores: Flesch Reading Ease ScoreFlesch Reading Ease Score Flesch-Kincaid Grade Level ScoreFlesch-Kincaid Grade Level Score

Flesch Reading Ease ScoreFlesch Reading Ease Score Checks the average sentence length and Checks the average sentence length and

average number of syllables per word.average number of syllables per word. Rates the text on a 100-point scale.Rates the text on a 100-point scale. Higher the score, the easier it is to Higher the score, the easier it is to

understand the document. understand the document. For most standard documents, aim for a For most standard documents, aim for a

score of at least 60 to 70. Higher is score of at least 60 to 70. Higher is better. better.

Flesch-Kincaid Grade Level Flesch-Kincaid Grade Level ScoreScore

Rates text on a U.S. school grade Rates text on a U.S. school grade level. level.

Example: Score of 8.0 means that an Example: Score of 8.0 means that an eighth grader can understand the eighth grader can understand the document.document.

For most documents, aim for a score For most documents, aim for a score of approximately 7.0 to 8.0.of approximately 7.0 to 8.0.

Readability StatisticsReadability Statistics

You’ll also find “Percentage of passive You’ll also find “Percentage of passive sentences.” sentences.” In a passive sentence, the subject does not In a passive sentence, the subject does not

perform the action in the sentence.perform the action in the sentence.Example: Example: The bass was caught by Jim using The bass was caught by Jim using

a crankbait.a crankbait. In an active sentence, the subject performs In an active sentence, the subject performs

the action of the verb.the action of the verb.Example: Example: Jim caught the bass on a crankbait.Jim caught the bass on a crankbait.

Active vs. PassiveActive vs. Passive Passive sentences make the reader Passive sentences make the reader

work harder to understand the work harder to understand the intended meaning.intended meaning.

Active sentences flow more smoothly Active sentences flow more smoothly and are easier to understand.and are easier to understand.

Keep passive sentences to a Keep passive sentences to a minimum. Use an active voice when minimum. Use an active voice when possible.possible.

After You WriteAfter You Write Turn on the Show/Hide tool. Turn on the Show/Hide tool. The button on the MS Word toolbar The button on the MS Word toolbar

looks like this: looks like this: ¶¶ Look for and remove extra stuff, Look for and remove extra stuff,

particularly at the end of an article.particularly at the end of an article.

ExampleExample ∙∙∙∙∙∙∙∙∙∙∙∙∙∙¶¶ ∙∙∙∙∙∙¶¶ ¶¶ ∙∙∙∙∙∙∙∙∙∙∙∙∙∙¶¶ ¶¶

After You WriteAfter You Write Remove hyperlinks unless your editor Remove hyperlinks unless your editor

has asked you to do otherwise.has asked you to do otherwise. www.catfishsutton.comwww.catfishsutton.com www.catfishsutton.comwww.catfishsutton.com

After You WriteAfter You Write Tighten your copy. Tighten your copy. Edit for clarity.Edit for clarity.

ExampleExample ““They are also rather easy to catch to They are also rather easy to catch to

begin with using small shiners and tiny begin with using small shiners and tiny jigs and lures designed for panfish, jigs and lures designed for panfish, especially early and late in the day or especially early and late in the day or on overcast days when light conditions on overcast days when light conditions are low but yellows are rather are low but yellows are rather competitive when on the feed bag, all competitive when on the feed bag, all of which means lots of action.”of which means lots of action.”

HOLY CRAP, HOLY CRAP, BATMAN!!!BATMAN!!!

After You WriteAfter You Write When appropriate, shorten long When appropriate, shorten long

sentences. Simplify copy.sentences. Simplify copy.

ExampleExample ““Truly big pike almost always are Truly big pike almost always are

found and caught in cold water. found and caught in cold water. Shallow weed-choked environments Shallow weed-choked environments still play a role, but adult pike only still play a role, but adult pike only use these areas for hunting during a use these areas for hunting during a few weeks in early spring few weeks in early spring immediately after spawning.”immediately after spawning.”

ExampleExampleChange to:Change to: ““Big pike love shallow, weed beds in Big pike love shallow, weed beds in

cold water. They forage there for cold water. They forage there for several weeks after spawning.”several weeks after spawning.”

After You WriteAfter You Write Reduce wordiness.Reduce wordiness.

ExamplesExamples All year long, throughout the year:All year long, throughout the year:


Year-roundYear-round


Year-roundYear-round A majority ofA majority of



MostMost



MostMost Is able toIs able to




CanCan




CanCan In close proximity toIn close proximity to




CanCan In close proximity toIn close proximity to

NearNear

ExamplesExamples In order to catch them …In order to catch them …


To catch them …To catch them …


To catch them …To catch them … I never caught a fish that was so big.I never caught a fish that was so big.



I never caught a fish so big.I never caught a fish so big.



I never caught a fish so big.I never caught a fish so big. Lake Ouachita is located 5 miles west Lake Ouachita is located 5 miles west

of Hot Springs, Arkansas. of Hot Springs, Arkansas.

ExamplesExamples In orderIn order to catch them … to catch them …

To catch them …To catch them … I never caught a fish I never caught a fish that wasthat was so big. so big.

I never caught a fish so big.I never caught a fish so big. Lake Ouachita is Lake Ouachita is locatedlocated 5 miles west 5 miles west

of Hot Springs, Arkansas. of Hot Springs, Arkansas. Lake Ouachita is 5 miles west of Hot Lake Ouachita is 5 miles west of Hot

Springs, Arkansas,Springs, Arkansas,

After You WriteAfter You Write Read your copy to catch mistakes Read your copy to catch mistakes

your spell-checker misses.your spell-checker misses. If you write “common” for example, If you write “common” for example,

when you meant “comma,” the spell-when you meant “comma,” the spell-checker won’t catch it.checker won’t catch it.

After You WriteAfter You Write No matter what you write, sleep on it a No matter what you write, sleep on it a

while before you submit it.while before you submit it. Take a walk over it.Take a walk over it. Scrutinize it in a morning.Scrutinize it in a morning. Review it in the afternoon.Review it in the afternoon. Digest it after a meal.Digest it after a meal. Let it sleep in a drawer a while.Let it sleep in a drawer a while. Then go back and do everything you can to Then go back and do everything you can to

make it better. make it better. Then do some more.Then do some more.

SummarySummary Before You WriteBefore You Write

Examine several editions of the Examine several editions of the publication for which you’ll write.publication for which you’ll write.

Discuss style with the editor. Discuss style with the editor. Study your assignment sheet.Study your assignment sheet.

SummarySummary As You WriteAs You Write

Remember, simple is better.Remember, simple is better. Be consistent with usage.Be consistent with usage. Don’t justify text unless requestedDon’t justify text unless requested Don’t use two spaces after each sentence.Don’t use two spaces after each sentence. Don’t use -30-, END, dingbats or other Don’t use -30-, END, dingbats or other

means to indicate the end of a story.means to indicate the end of a story. Use proper plurals.Use proper plurals.

SummarySummary As You WriteAs You Write

Avoid redundancies.Avoid redundancies.

SummarySummary After You WriteAfter You Write

Use your spell-checker.Use your spell-checker. Check word count.Check word count. Use Readability Statistics.Use Readability Statistics. Turn on Show/Hide tool and remove Turn on Show/Hide tool and remove

extras.extras. Remove hyperlinks.Remove hyperlinks. Tighten your copy.Tighten your copy.

SummarySummary After You WriteAfter You Write

Edit for clarity.Edit for clarity. Read to catch mistakes your spell-Read to catch mistakes your spell-

checker misses.checker misses. Sleep on it a while then do everything Sleep on it a while then do everything

you can to make it even better.you can to make it even better.

savvy self-editing

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