How to Write a Newspaper Brief

Orson Welles, as Charles Foster Kane in the movie "Citizen Kane," stands atop piles of newspapers.

Whether you’re hosting a benefit for someone, your organization has an event planned or you just published your first book, newspaper editors want to print your story. To get the story in the newspaper in advance of the event, however, there are certain things you can do to make it easy for an editor to publish your story.Following some basic steps for writing can get your brief in a newspaper every time.

Difficulty:

Moderate

Instructions

1. Reporters Bob Woodward and Carl Bernstein talk with Washington Post Editor Ben Bradlee during the Watergate scandal.

   Write your article just like the ones you already see in the newspaper. This seems to cause confusion sometimes, but it doesn’t need to. Take a look at briefs. They’re short, informative pieces that are straight to the point. Plan for no more than three short paragraphs, going to four if necessary. For example, if we plan a car wash to benefit local resident Cassandra Jones who must undergo an expensive operation, the brief would read like this:HEADLINE: Car wash set Saturday to benefit local residentDATELINE AND LEDE: SPRINGFIELD — A car wash will take place at 6:30 p.m. Saturday in the Downtown Plaza parking lot to benefit Cassandra Jones.Jones, a resident of the city, must undergo surgery to correct her vision soon. Her family and friends planned the car wash to help her with medical costs.The car wash will cost $6 for a car or $10 for a truck or SUV. Downtown Plaza is located on Route 234 at the intersection with Park Street.For more information, call Thomas Jones at 555-5555 or e-mail [e-mail].

2. Newspaper boys are a thing of the past.

   Make sure to be concise, yet include all the necessary information. The standard newspaper “who, what, why, where, when and how” is a good place to start. Who is the item about or for? Cassandra Jones.What is going to take place? A benefit car wash.Where will it take place? Downtown Plaza at Route 234 and Park Street.When will it take place? 6:30 p.m. Saturday. (Include the date, too, so the editor knows when the brief must run in the newspaper. He/she most likely will remove the date from the printed edition)How can those people interested get more information? The last line of any brief should be: For more information, call Thomas Jones at 555-5555, e-mail to [e-mail] or visit the website www.tomjones.com. You don’t have to include all this information if it is unavailable, but include at least one contact. Use the full name.

3. Don’t use any of the following words unless they are quoted from someone: we, our, you, your, me, my, I or us. It takes an editor time to change all these, so by writing without them, you are making it easier for the editor to use your item.

4. Newspaper still are the most viable medium for getting local news to local people.

   Don’t gush. Don’t use exclamation points. Ever. The editor will remove them anyway, so save him/her time. Also, don’t go on and on about the organization’s history. A short paragraph about the history is OK, but more than that is too much and likely will be cut.

5. Give a contact name and number for the editor to call if he/she has any questions about the brief. The contact information doesn’t necessarily have to be published (state that you don’t want it in print at the top of the brief), but it is essential in case anything was left out.

6. Call the newspaper office and ask what section of the newspaper your item should go into. Most newspapers have brief columns or whole pages devoted to local events. Briefly describe your item, ask what section is the most likely it will go into and find out the editor’s name to send it directly to that person. Also, ask when is the best time to call that editor.

7. Call the editor, but not on his or her deadline. Ask what format and how to send the item. Today, most newspaper editors prefer to receive such items via email or what’s called a “virtual newsroom,” a website where you can upload articles. Ask whether the editor wants the article in text-only format. Do not assume that because you write in Microsoft Word that every newspaper can accept the format. Most often, the editor will want the article in text-only format because it is easier to deal with.

Tips & Warnings

• No one expects the average person to know all the intricacies of Associated Press style, but the more you do know, the easier it will be for the editor and the more likely your news item will get in the newspaper quickly.

• Always find out who is the correct editor for the brief. If you don’t make the phone call, your item could get lost.

• Don’t address your brief to the Editor, Managing Editor or anyone else you see listed on the masthead of the newspaper just because it’s convenient. Except at very small newspapers, those listed won’t handle briefs.