COPY FORMAT

LEARNING OBJECTIVE: Recognize the format used in broadcast copy.

Normally, when you write copy for radio, you start with a general "what happened" lead followed by a body of significant facts. This body of information does not have to include all the facts of the story - only the most important ones. Radio writing is different from newspaper writing, because the most common newspaper lead is the summary lead (using the five Ws and H). For radio copy to include the who, what, where, when, why and how in the lead would be too cumbersome. There is no time for nonessential details in radio news items. For the most part, news stories run from 20 to 30 seconds. Spot announcements run from 10 to 60 seconds, and features may run for two or three minutes, depending on the topic.

THE BEGINNING

The lead sentence must gain the attention of the listeners and orient them on the facts that will follow in the body of the story.

When you begin a story with a person's name or a number, you risk the possibility of that information escaping your listener. Have you ever wished that a newscaster or announcer would repeat something because you either joined the story in progress or did not initially give full attention to what was said? Some writers remedy this by repeating key information later in the story. Unless you are striving for special effect, avoid names and numbers at the start. Do not use an "unknown" name at the beginning. It is much better to say, "A San Diego sailor was cited for heroism today," than to say, "Seaman Phillip Jones was cited for heroism today." Start the story with a general "what happened" lead; then mention the recipient by name.

NAMES AND TITLES

In the case of names and titles being used together, titles should precede names. It should be "Hialeah Mayor Perfecto Hernandez - not "Perfecto Hernandez, Hialeah Mayor." Alert your listener as to whom you are about to name by prefixing the name with the person's title.

You should refer to federal officeholders by title or as "mister." For example, you would use "President Clinton" or "Mr. Clinton"; "Mr. Gore" or "Vice President Gore"; "Senator Simpson" or "Mr. Simpson."

If a difficult name is unessential, use only the person's title, such as "The Ambassador from Nigeria . .."

INITIALS

Generally, it is better to omit the middle initial of a person's name unless it is a well-known part of the person's name, such as Howard K Smith, William F. Buckley or John F. Kemedy. The other exception to this rule is when the nature of the story requires further clarification, such as in births or deaths.

WORDS

In broadcast writing, you must be aware of certain categories of words that are potential trouble areas. These categories are explained in the following text.

Contractions

In day-to-day conversations, contractions are used rather liberally. Therefore, you should consider using contractions whenever possible because they add to the "conversationality" of your broadcast copy. A definite exception to this rule is the "it will" contraction "it'll," which is awkward when you are trying to read it into a microphone. Additionally, a contraction should not be used when you are intending to stress a particular word or phrase.

Not

Avoid the use of the word not in your copy. "Not" can be dropped out of your copy inadvertently and leave" listeners wondering whether they heard "not." Note the following examples:

Pronouns

There is a danger in using personal pronouns in broadcast copy. When you use "he," "she" or "they," make certain there can be no doubt in the listener's mind to whom you are referring. The ear cannot go back and pick up the identification. Repeat the noun if there may be any question as to whom you are referring.

Alliterations

Beware of alliterations. When you compose a sentence consisting of several words beginning with the same vowels or consonants, you have an alliteration, and the announcer has a problem. Note the following examples:

Examples: THE WESTERLY WIND WHISTLED WILDLY. THE LOVELY LITILE LASSES LAUGHED LOUDLY.