Copy Editing and

Headline Writing
 COPY EDITING
and
HEADLINE WRITING

The last step in writing a story comes after the article

has been completed and the last sheet of copy is taken out of
the computer.
Experienced writers take time to read over the copy
carefully, word by word, and line by line. They look for typing
errors, mistakes in spelling and usage and in points of style or
writing faults that they can correct before turning over their
copy to an editor.
 Copy editing abbreviated to( ce) is the work that an
editor does to correct errors in grammar, spelling, usage,
style( styles refers to a given publication’s guidelines for
consistency in how words , phrases, typographical elements,
are used - - - or not used and accuracy of text in facts and
in important details.
Copy editing is done before the final typing of the
material.
An editor who does this work is called a copy editor.
 Qualities of a Good Copy Editor

What qualities do best journalists have that help them remain at

the top of their profession? Among their “trade secrets” are
in-depth researching, skillful interviewing and note taking, and vivid
writing.
Another factor is careful editing and rewriting. The copy editor
also called a slot man, is one who “cleans” the reporter’s story.
Copy editing is considered very important that large newspapers pay
copy editors even higher than reporters though they are often
unknown persons who improve other person’s work. As the late
Adolph D. Ochs, founder of New York Times, once said the most
useful man in any newspaper is the one who can edit.
 Journalists aren’t necessarily done when they’ve finished
writing their stories, they go back to their stories, checking for
content, structure, style, grammar, facts, evaluating the story
and keeping out damaging statements -- those that are
libelous, harmful to one’s reputation and contrary to our laws
– out of print.
 A good copy editor possesses the following
characteristics:
A. Be accurate
1. Eliminate doubtful facts that cannot be verified.
2. Check facts to ensure consistency.
3. Confirm facts and verify names.
4. Check figures. See that totals tally.
5. Check dates and time.
B. Be a master of detail.
C. Have a broad knowledge.
1. Be acquainted with important events.
2. Know your paper and its policies.
3. Be alert.
4. Know names, localities, history and human nature.
5. Know books, plays, magazines, reviews.
6. Know your school and your community.
D. Be able to write correctly and effectively.
1. Be skillful in the use of sentences and paragraphs.
2. Master the use of words.
3. Write concisely.
4. Edit copy consistently with the style book.
E. Identify editorializing.
F. Recognize effective writing.
G. Have a creative imagination. Be able to see a good story even
in a poorly written one.
H. Be a super reporter.
I. Be neat and clean in marking copy. Write legibly.
J. Consult references
K. Be careful and patient.
 Duties of a Copy Editor
The “five Cs” summarize the copy editor’s job: make
the copy clear, correct, concise, complete, and consistent.
Specifically the duties of a copy editor include the
following:
A. Mark copy for the printer, indicate exactly how each story
is to be set
B. Check for errors in fact.
1. This duty is the most difficult, for the copy editor cannot
be expected to know the exact details of every story.
2. Never change facts without first verifying the change.
3. Read to see whether all important information is given. If
not, return the story to the reporter or insert the needed
facts.
4. Read to see whether any irrelevant or improper material
has been included. If so, delete it.
C. Check the effectiveness of the lead.
1. Are all essentials in the lead?
2. Are any unessentials included?
3. Can the lead be shortened?

D. Check the organization of the body of the story.

1.If any paragraphs need to be rearranged, do so.
2. If paragraphs are too long, divide them.
3. If the copy has long lists of names, break them up, to
improve the appearance and make it easier to find specific
names.
4. Break up a long story by inserting sub heads or bold words
or lines.
a. No subhead should be placed between the lead paragraph
and the first paragraph of the body or between the last two
paragraphs of the story.
b. A subhead should not be a full-length line.
c. Generally, subheads should consist of a subject, verb and
object.
d. Subheads always highlight the content of the next paragraph.
E. Check the writing of the whole story and improve it in any
way possible.
1. Emphasize an important idea by placing it at the beginning of
a sentence.
2. Simplify sentences.
3. Enliven a sentence by changing a verb of passive voice to
active voice.
4. Eliminate trite or hackneyed expressions.
5. Produce sentence variety to eliminate monotony.
6. Improve diction by using specific and exact words.
F. Eliminate editorial comment unless the story is the type in
which it is permitted; that is, a column, an editorial, or a by-
line story.
G. Check misspelling.
H. Correct errors in grammar and usage.
I. Correct errors in style.
J. Adjust stories to their prescribed length.
1. By eliminating unimportant sentences or paragraphs.
2. By combining two, making one sentence a subordinate
clause or phrase in the other.
3. By changing clauses to phrases and phrases to well-selected
words.
4. By using a single vivid verb or noun in place of another verb
or noun with its modifiers.
5. Write headlines.
 Use of Copy Editing Symbols

All corrections in a copy should be made with standard copy

editing symbols. These symbols eliminate written instructions
and help in keeping the copy neat. Corrections must be made
in the body of the story, immediately above the line which
they refer and should never be written perpendicularly in the
margins.( Please refer to copy editing symbols).
 Steps in Copy Editing

1. Read through the copy once for a general understanding of

the entire story.
2. Then correct all errors easiest to find: grammar, usage,
punctuation, style, spelling, obvious errors in fact.
3. Then check and verify the accuracy of facts, where errors
are more difficult to detect.
4. Read the copy to determine whether the story contains all
essential information or whether there are any irrelevant
details.
5. Read the copy again and improve upon the story
construction: lead, paragraph organization, position of
paragraphs.
6. Then improve the general writing of the story in any way
possible.
7. Check the story for length.
8. Reread the story to see that it reads smoothly and all
corrections have been made legibly and properly.
9. Write the headline.
10. Pass on the story.
11. Place your name or initials on each piece of the copy read.
12. Circle the guideline, which consists of words designating
the content of the story and the name of the reporter, date
filed and page where story should appear. This is the slug
line.
13. Mark the copy for the printer, indicating such things as font,
size of type and the column width, and how many lines the
headline would be. Encircle all instructions.
 Tools of a Copy Editor

Aside from computers, printers, phones and fax machines, the

copy editor should have the following tools and reference
materials:
A. Several sharp pencils
B. Miscellaneous materials such as erasers, scissors, paper clips,
paste, copy paper
C. Reference sources such as
1. a dictionary to be used to check spelling and meaning of
words
2. a thesaurus
3. a telephone directory
4. a student-faculty directory(if you’re writing for a student
publication)
5. a city/country map
6. an atlas for checking geographical names and locations
7. a compilation of previous publications for checking
background info.
8. The newspaper’s style book, if there is any
D. Knowledge of the English language and its proper use
E. A passion for accuracy
 WRITING HEADLINES

The Headline
A heading or title of an article is a headline. It is an
explanatory title over a newspaper article summarizing the
main point for the readers. The headline is considered the
display window of a newspaper. It serves as a quick source
of information for a busy newspaper reader.
 Purposes of Headlines

1. They make it possible for a reader to glance rapidly through

a newspaper or publication and obtain a quick summary of
the news highlights.
2. They set the mood of the story.
3. They enable a reader to select the news stories he wants to
read.
4. With different sizes of types and styles of head, they help to
organize the news.
5. They provide the main ingredient for page make-up.
6. News headlines inform the reader by summarizing the
important facts of the story.
7. Feature headlines attract the reader by arousing his
curiosity.
8. Headlines help make the newspaper attractive.
 Rules in Headline Writing

1. The headline should give the gist of the story in as few words as
possible.
Example: Mayor Bautista gives award
to outstanding SSG president
2. Use the present tense to describe past events. This use is known
as the historical present.
Example: 5 studes win in division presscon
3. Use the active voice.
Example: Speaker Belmonte turns-over
new building, donates 10
computer sets to DJJMHS
4. Avoid “to be” verbs. Example: Teachers asked to
attend seminar
Not: Teachers are asked to attend seminar
5. Be specific. Use precise words.
Example: Soriano cops Ist place in
division history quiz
6. Be accurate and direct to the point. Don’t beat around the
bush.
Example: Prices may go up
Better : Oil price hike starts today
7. Avoid exclamation point or other punctuation in the head.
Example: SC suspends Mendoza
( without period, exclamation point or question mark)
8. The head should be a summary of the news story, not a
mere label.
Example: Rotarians name PBHS scholars
Label head : Rotarian scholars
9. The content of a headline over a news story should be taken from the
lead of a news.
Example : President Aquino yesterday renewed
his call to the media to report responsibly and
maintain their integrity.
President Aquino renews call to media
on responsible reporting
10. Head should be positive rather than negative.
Example: PTA meeting reset
Not: PTA meeting won’t be held
11. Use the infinitive for future events.
Example: Graduates to receive diplomas
12. Write numbers in Arabic form.
Example: 2 CCHS mentors retire
faculty welcomes new ones
14. Use the semi-colon to include two related thoughts in one
deck.
Example: 5 die; 10 escape in ambush
15. Use single quotation marks instead of double quotation
marks.
Example: CBCP says ‘NO’ to Reproductive Health Bill
16. Use only familiar abbreviations or acronymys in the headline.
Example: GSIS, SSS, DSWD. ASEAN, DepEd, UN, etc.
SSS offers amnesty to delinquent borrowers
17. Do not use articles a, an, the in the headline.
Example: President goes to NY
Not: The President goes to NY
18. Do not separate the following from one line to the next.
a. Preposition and its object.
Example: Derby Ace beats
Alaska in 94-90 battle
Not: Derby Ace beats
Alaska in
90-94 battle
b. Parts of names that belong together.
Example: Farmers in Nueva Ecija
face hard times
due to typhoons
Or : Farmers in N-Ecija face hard times due to typhoons
19. Do not use names unless the persons are extremely well-
known.
Example: CJ Corona faces conviction
20. Avoid word in the headline that gives double meaning.
Example: DOJ insider bares leak in bar exam
Better than: DOJ lady exposes leak in bar exam
 Headline Writing Procedure

1. Read through the entire story to be sure you understand

the content.
2. Write or phrase in your mind a short one-sentence
summary of the story.
3. Eliminate the least important elements.
4. Reduce the sentence to words that fit the space for the
head.
5. Adjust the lines so that they apply all the rules of
construction.
6. Check the head to see whether it gives all the essentials and
can be improved in any way.
 Good Luck!
Be a good
copy editor 