TOP 10 COPY EDITING TIPS

from Kevin Scanlon, Toronto Star

READ IT BEFORE YOU EDIT If the reporter spent the whole day taking notes and writing the story, the least you can do is read it from top to bottom before making any changes.

KNOW WHAT’S NEWS If you can’t find the news in a story or if it’s simply a rewrite of yesterday’s file, there is no story.

READ THE PAPERS Even with four papers in town, you can at least skim the stories in the other papers. But always read your own paper, although skimming certain headlines is acceptable if you’re not a cricket fan or an opera buff or business bores your socks off.

SAVE THE READER As the last line of defence between the reporter and the public, it is your job to protect the reader – and the paper – from bias, discrimination, stereotypes and libel. If you raise an eyebrow, others likely will too.  

ONLY STRONG QUOTES SURVIVE Paraphrasing is the editor’s friend, especially if a reporter with a tape recorder has been interviewing Toronto police Chief Julian Fanti-zzzzzzzzzzzzz.

REWRITE IN THE WRITER'S VOICE If the writer has the vocabulary of a 12-year-old, don’t insert the verb “metamorphose,” no matter how much you may think the copy needs it.  

CUT OUT REDUNDANCIES As a wise man once said about cutting redundancies: "As a wise man, I think redundancies should be cut." Sports is notorious for setting up quotes with a paraphrase of the quote that follows.  

NEVER ASSUME ANYTHING The Toronto Star has a strict rule that every phone number that appears in the paper must be called to confirm it is correct.  

GIVE YOURSELF ENOUGH TIME Some stories need more attention than others and there is no shame in asking other copy editors to help you out. Write headlines according to the time you have. For example, 6:30 (nice turn of phrase), 8:30 (functional) and 10:30 (See Spot run).

READ THE STORY ONE LAST TIME BEFORE YOU HIT THE “SEND” BUTTON You’ll always find something to fix, even if it’s only “the the.”

DIPLOMACY Do not attack writers about their work, but also try to avoid the “I love your story” routine because all the writer can think is: “So why are you calling me at 10:30 at night?” With some of the more difficult writers on staff, we try to find a mistake in a story, then confront them with it. When they are suitably humbled, we say, “Now about that lede…”  

CRITICIZE WITH CARE Remember that voices carry in a newsroom. Some reporters will not go near the Star’s copy desk after they have filed for fear of overhearing some negative comment or ridicule directed at their work.

TRY TO STAY POSITIVE Copy desks are often populated by unique individuals who can be among the most negative people you will ever meet. The job is difficult in the extreme: people only notice your mistakes; few appreciate your fine work; your marriage and social life are strained by the night shift; and you must somehow try to take joy out of an endeavour in which people get anal retentive about grammar – and think it’s a good thing! No wonder we drink.

SOME PET PEEVES: “brutal axe murder” – “first-ever” – “centre around” – “one-year anniversary.”

TEACH WRITERS Some copy editors would rather complain about a reporter making the same mistake night after night than talk to that reporter and fix the problem. Do yourself and the reporter a favour by getting them to fix it.

Kevin Scanlon is a senior editor at the Toronto Star and frequently gives seminars on copy editing.