Preparing the

Copy and Copy

Reading

Overview of the Report

Definition of
Terms

Preparing
the Copy

Instruction
Some
Duties of a
to
Pointers in
Copyreader
Copyreaders Copyreading

A. Definition of Terms
Copy

- a written material; It may be a news story, feature article,

an editorial or a literary piece (Cruz, 1997).

Copyreading

- revising, correcting and arranging written matter for

publication (Cruz, 1997).

Copyreader

- a newspaperman who occupies a seat in the news desk. He

corrects errors in fact, errors in grammar, errors in structure
and errors in style. He eliminates libelous and derogatory
statements, opinions in news stories, and those contrary to
our law and good taste (Cruz, 1997).

B. Preparing the Copy (Cruz, 1997)

It is chiefly a reporters concern for he/she is the one who writes and
types the article.
Everyone who expects to submit a story should know how to prepare
the copy the news story, editorial, feature article, etc.

B. Preparing the Copy (Cruz, 1997)

Use a computer never submit it in long hand

Reporters To Do
List in Preparing
the Copy

Type on one side of the sheet only and double space.

Begin the story about three inches from the top of the
page.
Indent the beginning of each paragraph deeply (at least

five spaces).

B. Preparing the Copy (Cruz, 1997)

Identify on the first page the story with a slug line the

Reporters To Do
List in Preparing
the Copy

name of the paper, words identifying the story like Fire,

or Student election; the reporter and the date:
The Poineer. Induction of E-Hub, Laurence Chavez,
January 5, 2009

B. Preparing the Copy (Cruz, 1997)

Type the word more at the bottom of each page except

Reporters To Do
List in Preparing
the Copy

the last, where he has to indicate the end of the story with
a 30 or a # mark.
After the first page, the next pages should have the original
identifying words and the page number

C. Duties of a Copyreader (Cruz, 1997)

Step 1: Mechanical
Reading

Step 2: Content
Reading

C. Duties of a Copyreader (Cruz, 1997)

Mechanical
Reading

The copyreader reads the story once to:

1. Get the general idea of the article
2. Formulate the headline

C. Duties of a Copyreader (Cruz, 1997)

Content
Reading

The copyreader reads the story for the second

time to do any or all of the following:
1. Straighten out grammatical errors
2. Shorten sentences and tighten paragraphs
3. See that the papers style requirement is
strictly followed
4. Check names, addresses, titles,
designations, identifications, figures, etc.
5. Rewrite the story completely if it is poorly
written (improve news value)

C. Duties of a Copyreader (Cruz, 1997)

Content
Reading

6. Rewrite the lead or the first few paragraphs

whenever necessary but must never tamper
with the facts unless he is sure of the
corrections

7. Delete all opinion, speculations and

statements which are without attribution or
sources

C. Duties of a Copyreader (Cruz, 1997)

8. Watch out for slanting or any attempt to
present the story in a subtly biased way

Content
Reading

9. Watch out for libelous statements

Libel written defamation
Sedition inciting rebellion against the
government
Rebellion act or state of opened
resistance to authority or government

C. Duties of a Copyreader (Cruz, 1997)

10. Recheck figures and totals
11. Cross out adjectives which tend to make

Content
Reading

the story sound over written

12. Cut the story to size or to the required

length if needed be

13. Check attributions and see to it that they

are properly identified

C. Duties of a Copyreader (Cruz, 1997)

14. Challenge facts, claims, or reports when

Content
Reading

they sound anomalous, illogical or

incredible.
15. Check sluglines and paging sequence.
16. Write headlines.

E. Instruction to Copyreaders (Cruz, 1997)

1. Use a soft, black pencil.
2. Write your corrections changes, subheads and headlines so that they can be
read quickly and correctly.
3. Ring or encircle the slugline, More, 30 and all other instructions to the
printer called the printers direction.
4. It is better to erase penciled marks that you wish to cancel than to cross them
out.
5. If many changes are made, it is better to retype. Then go over the copy again
for errors.
6. Turn out legible copy always. Make it as neat as possible.

E. Pointers in Copyreading
Numbers
Numbers 1-9 are spelled out while the
number 10 and above are written in figures.
Numbers at the beginning of sentences are
always in words.
Five senatorial candidates joined the

E. Pointers in Copyreading
Spelling
American English spelling should be used.
color vs. colour
If the word has more than one accepter
spelling, the shortest one is preferred
judgment vs. judgement

E. Pointers in Copyreading
Abbreviation
A title or position of a person may be
abbreviated if it appears before the name but

not if simply used in the sentence.

Sen. Poe came prepared for the debate.
The controversial senator came prepared.

E. Pointers in Copyreading
Acronyms
When an acronym appears for the first time
in the news story, it is written after its

meaning and is enclosed in a parenthesis.

Regional Secondary Schools Press
Conference (RSSPC)

References
References
Cruz, C. J. (1997). Advanced Campus Journalism - First Edition. Manila: Rex Bookstore,
Inc.
Cruz, C. J. (1997). Campus Journalism and School Paper Advising - Fourth Edition.
Manila: Rex Bookstore, Inc.
Delgado, A. (2012, August 3). Campus journalism - copyreading and headline writing.
Retrieved from SlideShare: http://www.slideshare.net/kazekage15/campusjournalism-copyreading-and-headline-writing?next_slideshow=1

References
Presentation created by:
Jessica Anne C. Reyes
IV HC BSE English
February 2016