March/April 2005 | Home

Volunteer Editing and Writing

by Dara Golden
DMV Contributing Editor

Dara Golden is the former Interim Editor of Connection, the Silicon Valley Chapter’s newsletter.

This is the second article in a two-part series. The first article first article focused on editing volunteer newsletters, while this second aritcle focuses on writing for volunteer newsletters.

Working with Editors

How is writing for a newsletter different from writing technical manuals? Volunteer writing is unlike technical writing—deadlines are more firm and, if you want to keep writing for the publication, you need to establish a rapport with the editor. Basic writing skills are a must—do a spell check, follow basic grammar rules, and ensure that your article has a conclusion.

How to keep editors wanting your work:

1. Meet deadlines. Deadlines are firm dates. If you don’t think you can make the deadline, ask the editor if you can submit the article a day or two later, but then hit that date. If the deadline is firm, you must hit the scheduled date.
2. Ask questions. Ask if there is a style guide, submission standards, or topics the editor would like to have covered.
3. Be proactive. If you have a topic idea, suggest it to the editor, even between issues of the newsletter. If the editor doesn’t think it fits in with the newsletter’s focus, try another newsletter.
4. Hit the suggested word count. If the range is 400–600 words, don’t submit an 800-word article. Edit it to within the range or maybe a few words over. If you cannot edit it yourself, give the editor the word count and ask for help.
5. Keep the editor in the loop. If you proposed an article idea and the deadline is a week away, let the editor know how the article is progressing. Editors like to know if the article is going to appear or not and may be able to offer help if things are not progressing as you’d like.
6. Read back issues of the publication. See the range of topics covered by previous writers. Reading back issues can help determine whether you should write for the publication. If the writing appears solid and interesting, then propose a topic. If the back issues appear weak and dull, look for another publication.
7. Edit your own work. Spell checkers do not catch everything. Both “your” and “you’re” are correct English words, but only one is correct in the phrase “your manager.” Whenever possible, have someone else edit your article before submission. Multiple pairs of eyes reviewing the article can only improve it.
8. Do the basics. This cannot be overstated. Perform a spell check, meet grammar rules (such as tenses matching, no excessive “be” verb forms, and complete sentences), ensure that essay writing rules are met (such as introduction, thesis, and conclusion), and follow the style guide.

A Job Well Done

Editors are not “out to get you.” Their job is to get people to read the newsletter. Your job as a writer is to write something people want to read. Submitting the best article you can is important, but remember that the editor also has a job. For an editor, a good article on time is better than a great article too late to publish. Working with the editor can improve not only your writing, but also your chances of writing more—which can always help your resume.

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