Guidelines for Copy Preparation

The format and aesthetics of broadcast news copy are important because too many extraneous marks can distract an announcer and, consequently, detract from the news story. If an announcer gets confused, then audiences surely will be, and they will be likely to turn the dial.

Most of the information in this chapter applies to both radio and television broadcasts. However, these copy guidelines and some of the following sections are written mostly with the radio journalist in mind, because many students learn about radio before advancing to television:

• Use standard 8- by II-inch paper so that all stories fit neatly together and smaller ones don’t slip out.
• Type on only one side of the paper so an announcer knows immediately where the next story is. This also prevents on- air paper shuffling.
• Set margins for 65 characters a line as a universal line measurement for announcer timing. (Fifteen lines of 65 characters each make up about one minute of air time; the exact timing depends on the individual announcer’s pace.)
• Triple space to visually separate lines for announcing and to give more room for editing.
• Standardize copy with either all uppercase or upper and lowercase letters.
• Place only one story on each page. If more stories are written than can be used during a newscast, the announcer may become confused about which of two stories on a page should be omitted.
• Put a slug in the top left comer of the page. The slug contains the story identification in one or two words, the reporter’s name, the date and the time of the newscast. If the story runs longer than one page, the slug on subsequent pages should include the page number, repeated several times for clarity (e.g., “2-2-2”). Rarely is a story more than one page long.
• Begin each story about six lines below the slug. The space between the slug and the story can be used for editing or adding transitions between stories.
• Omit datelines because most broadcasts reach only local audiences. (National wires use datelines because they are syndicated across the country.)
• Indent the first line of each paragraph of a story five spaces to indicate a new paragraph.
• Never split words or related phrases between lines of copy. End lines at natural breaks between words or phrases to avoid leaving an announcer unprepared and audiences wondering For example: She has been in the news room
• Never split a sentence or paragraph between pages of copy. The announcer needs to read smoothly and should not have to look for extended endings on other pages. Furthermore, the story will sound less confusing if a thought (paragraph) is completed even though the rest of the story happens to be on another page that is missing.
• Use an end mark at the end of the story to indicate there is no more. Some journalists prefer a traditional end mark (“###” or “30”), while others use their initials.
• Add “more” or a long arrow pointing to the bottom of the page to indicate that the story continues onto the next page.

Broadcast Copy Example

Escaped Convict Davenport l/12/00 6 p.m.

Police are looking for a Lansing woman who fled the Jackson County Courthouse moments after being convicted today.

Assistant prosecutor Reggie Maxim says the trial had just ended when Lucretia Morris hit a guard and ran to freedom, at about three 0′ clock.

The 28-year-old Morris had just been convicted of assault and robbery charges from last May.

Sheriff Bobbi McNeil says the woman was wearing jeans, and a white short-sleeved shirt and tennis shoes.

Police say Morris is dangerous.

Editing Copy

• Never use newspaper copy-editing symbols. They are too difficult for an announcer to interpret while reading on-air: Tanya m’am WRONG: Police are (looking) or a Kalamazoo woman who the Jackson County £oUl£house monts after being convicted today.
• To edit a word, black it out completely and rewrite it in the space above it: looking. Fled RIGHT: Police are.af’& for a Kalamazoo woman wh04@kl. The Jackson County Courthouse moments Beer Reese Hi8Hl1Re!Rts after being convicted today.
• Limit the number of handwritten words inserted into copy.
• If the copy requires a lot of editing, type a clean copy. The fewer editing marks, the fewer times an announcer hesitates or stumbles while reading.
• Write the timing of the story (for example, “:20”) and number of lines in the top right-hand comer of the copy page. Remember that for most announcers, 15 lines of copy equal one minute of reading time. Some journalists prefer to denote only the number of lines. (Count two half lines as one complete line.)
• Circle all information that is not to be read on-air, such as the slug, end mark and timing.