Working with the News Media

Information Sheet #2
Prepared 5/95

Preparing a Letter to the Editor or Guest Editorial

What are Similarities and Differences?
Why Write Letters and Editorials?
Requirements for Letters and Editorials
Successful Marketing: Getting In Print
A Word of Caution
Tips on Timeliness
Checklist

Two of the easiest ways to get media coverage are to write a "Letter to the Editor" or a "Guest Editorial." Both allow you to express your opinions and educate the public on disability issues; however, they have different purposes and requirements. Requirements also vary from publication to publication. Because these commentaries usually focus on just one side of an issue, editors may seek out opposing viewpoints and print them next to each other, as part of their effort to present balanced coverage.

What are Similarities and Differences?

Both Letters to the Editor and Guest Editorials provide an opportunity for the general public to express individual viewpoints on current issues. Their primary differences are in length and purpose. Letters to the Editor provide feedback and comments on issues that have already been raised in the newspaper, magazine or other publication. They are usually limited to 200 words or less, and can be a response to a news story, feature, editorial or another letter. Guest Editorials, on the other hand, are an open forum that allow a more in-depth discussion of any important issue. They need to be linked to a time/event (such as the beginning of school) or a theme (such as health care reform). Guest Editorials are usually limited to about 600 words.

Why Write Letters and Editorials?

No one knows disability issues better than people who deal with them on a daily basis. You are the expert. Reporters, editors and the public need to hear from you to learn what's important to you and how different issues affect people with disabilities. A Letter to the Editor is especially good when: 1) a story has left out an important piece of information or it is inaccurate; 2) you want to publicly agree or disagree with a story or viewpoint that was presented; or 3) you want to give credit for work a reporter, photographer or publication has done. Guest editorials work well when you want to take a general issue and present it from the perspective of or show how it affects persons with disabilities.

Requirements for Letters and Editorials

Each newspaper, magazine, etc. has its own requirements for Letters to the Editor and Guest Editorials so it is important to check with the publication for specific details, deadlines and address. Here are some general guidelines:

Submissions must be typed or written neatly.
Focus on one issue.
Include writer's name, complete address and daytime phone number.
Most publications reserve the right to edit letters/editorials.
Publication is based on readership interest and relevancy to current events.
Newspapers generally limit how often they will print letters from an individual.

Successful Marketing: Getting In Print

Guest Editorials (and sometimes Letters to the Editor, depending on the topic you are responding to) can be sent to multiple newspapers/publications, even ones outside your local area. The key to this is to be sure that your commentary is relevant to each place you send it. You can use a brief cover letter to introduce yourself to the editor (address it to the editor by name) and to help persuade him/her to print your commentary. This is especially important when you are sending a Guest Editorial to papers outside your hometown. Tell a little bit about yourself and/or family as it relates to the issue being addressed. State why you are qualified to speak on the subject and why the issue is important to the publication's readers. Conclude by encouraging use of your letter or editorial and thanking the editor for considering your input. You also can invite the editor to contact you with any questions. Keep a copy of all materials submitted so you can refer to them if the editor calls you. Some publications like to use a photograph of individuals who write Guest Editorials. If so, offer to provide a picture. Black and white photos with a glossy finish are best; however, the printers can convert color photos to B/W. Select a photo with good tonal variation. (For example, don't have a person with dark hair on a dark background so that the hair and background blend together.)

A Word of Caution

While it's important to take a strong position and clearly articulate issues, be careful to avoid becoming openly hostile or belligerent toward others. It's a good idea to let at least one other person read your commentary (including people not connected to the issue) and to sleep on it overnight before sending. Ask yourself if your letter will help educate people or change a situation. Be sure you convey desired attitudes, values and respect for people with disabilities.

Tips on Timeliness

The main thing that gets Letters to the Editor and Guest Editorials printed is their timeliness. It's critical to address issues while they are hot and relevant to the publication's readership. Ask yourself, "Why is this issue important now?" lf an issue doesn't appear to be hot right now, look for ways to make it timely. For example, you can link a commentary regarding education with the beginning or end of the school year, release of TAAS scores or a report on education, a school board meeting, or anything else related to the topic. July is a good time to do articles on civil rights, in conjunction with Independence Day or the anniversary of the Americans with Disabilities Act. If your commentary isn't used, try revising it and resubmitting it later, when another opportunity arises to make it timely.

Prepared by the Texas Council for Developmental Disabilities, 6201 E. Oltorf, Suite 600, Austin, TX 78741; 512-437-5432 voice; 1-800-262-0334 toll-free in Texas.

Checklist for Letters to the Editor and Guest Editorials

Have you followed the publication's requirements (length, format, etc.)? Did you include your name, full address and daytime phone number?
Is your commentary timely and relevant to the publication's readers? If not, how can you make it timely and tie it in with the local community? Be sure to hook your letter/editorial on the general public's concerns and then weave in disability issues.
Is your writing lively, controversial and interesting? Does it draw readers in and hold their attention? Can anecdotes and personal experiences help convey your message?
Did you focus on one issue and stimulate thinking? Did you back your position with logical argument? Editors look for strong discussion of issues. Controversial, thoughtful commentaries stand out.
Did you use simple words and avoid jargon? If you confuse people, you will lose them.
Did you include numbers and statistics, if appropriate? Are you sure they are correct? Editors expect that any information you give them is accurate.
Will your commentary achieve your desired result? Will it help educate people or change a situation?
Does your writing convey desired attitudes, a positive outlook and respect for people with disabilities? Did you use "People First" terminology?
Is it best to mail, fax or hand deliver your letter/editorial? Sometimes commentaries must be received quickly to be relevant.
Are there other publications that might print your letter/editorial too? Does it need any revision before sending it to other places?
Is your expertise on the topic apparent? Do you need to include a cover letter?

What if your Letter/Editorial isn't Printed?

If you do not hear from the publication's editor, you can call him/her to acknowledge receipt, to discuss your letter/editorial and to seek the editor's input on how to improve your writing so that you get printed in the future. Think about how you can revise your commentary to make it more appealing to editors/readers; other ways to make the issue timely, relevant and interesting; and other topics that you want to address. Don't be discouraged if it takes several tries to get in print or if an editor holds on to your commentary awhile before printing it. The best way to learn to write a good Letter to the Editor or Guest Editorial is to study the ones printed.

Prepared by the Texas Council for Developmental Disabilities, 6201 E. Oltorf, Suite 600, Austin, TX 78741; 512-437-5415 voice;1-800-262-0334 toll-free in Texas.

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Resources/Overview FYI Newsletter Annual Reports Biennial Reports Videos Acronyms People First Language College Resources Working with the News Media Introduction & Resources Letter to the Editor Interview Preparation Using Photos Conveying Desired Values, Attitudes & Perspectives Preparing News Releases Hurricane & Disaster Resources Links Internet Resources Grantee Products State Plan Join Mailing List Order Form	Working with the News Media Information Sheet #2 Prepared 5/95 Preparing a Letter to the Editor or Guest Editorial What are Similarities and Differences? Why Write Letters and Editorials? Requirements for Letters and Editorials Successful Marketing: Getting In Print A Word of Caution Tips on Timeliness Checklist Two of the easiest ways to get media coverage are to write a "Letter to the Editor" or a "Guest Editorial." Both allow you to express your opinions and educate the public on disability issues; however, they have different purposes and requirements. Requirements also vary from publication to publication. Because these commentaries usually focus on just one side of an issue, editors may seek out opposing viewpoints and print them next to each other, as part of their effort to present balanced coverage. What are Similarities and Differences? Both Letters to the Editor and Guest Editorials provide an opportunity for the general public to express individual viewpoints on current issues. Their primary differences are in length and purpose. Letters to the Editor provide feedback and comments on issues that have already been raised in the newspaper, magazine or other publication. They are usually limited to 200 words or less, and can be a response to a news story, feature, editorial or another letter. Guest Editorials, on the other hand, are an open forum that allow a more in-depth discussion of any important issue. They need to be linked to a time/event (such as the beginning of school) or a theme (such as health care reform). Guest Editorials are usually limited to about 600 words. Why Write Letters and Editorials? No one knows disability issues better than people who deal with them on a daily basis. You are the expert. Reporters, editors and the public need to hear from you to learn what's important to you and how different issues affect people with disabilities. A Letter to the Editor is especially good when: 1) a story has left out an important piece of information or it is inaccurate; 2) you want to publicly agree or disagree with a story or viewpoint that was presented; or 3) you want to give credit for work a reporter, photographer or publication has done. Guest editorials work well when you want to take a general issue and present it from the perspective of or show how it affects persons with disabilities. Requirements for Letters and Editorials Each newspaper, magazine, etc. has its own requirements for Letters to the Editor and Guest Editorials so it is important to check with the publication for specific details, deadlines and address. Here are some general guidelines: Submissions must be typed or written neatly. Focus on one issue. Include writer's name, complete address and daytime phone number. Most publications reserve the right to edit letters/editorials. Publication is based on readership interest and relevancy to current events. Newspapers generally limit how often they will print letters from an individual. Successful Marketing: Getting In Print Guest Editorials (and sometimes Letters to the Editor, depending on the topic you are responding to) can be sent to multiple newspapers/publications, even ones outside your local area. The key to this is to be sure that your commentary is relevant to each place you send it. You can use a brief cover letter to introduce yourself to the editor (address it to the editor by name) and to help persuade him/her to print your commentary. This is especially important when you are sending a Guest Editorial to papers outside your hometown. Tell a little bit about yourself and/or family as it relates to the issue being addressed. State why you are qualified to speak on the subject and why the issue is important to the publication's readers. Conclude by encouraging use of your letter or editorial and thanking the editor for considering your input. You also can invite the editor to contact you with any questions. Keep a copy of all materials submitted so you can refer to them if the editor calls you. Some publications like to use a photograph of individuals who write Guest Editorials. If so, offer to provide a picture. Black and white photos with a glossy finish are best; however, the printers can convert color photos to B/W. Select a photo with good tonal variation. (For example, don't have a person with dark hair on a dark background so that the hair and background blend together.) A Word of Caution While it's important to take a strong position and clearly articulate issues, be careful to avoid becoming openly hostile or belligerent toward others. It's a good idea to let at least one other person read your commentary (including people not connected to the issue) and to sleep on it overnight before sending. Ask yourself if your letter will help educate people or change a situation. Be sure you convey desired attitudes, values and respect for people with disabilities. Tips on Timeliness The main thing that gets Letters to the Editor and Guest Editorials printed is their timeliness. It's critical to address issues while they are hot and relevant to the publication's readership. Ask yourself, "Why is this issue important now?" lf an issue doesn't appear to be hot right now, look for ways to make it timely. For example, you can link a commentary regarding education with the beginning or end of the school year, release of TAAS scores or a report on education, a school board meeting, or anything else related to the topic. July is a good time to do articles on civil rights, in conjunction with Independence Day or the anniversary of the Americans with Disabilities Act. If your commentary isn't used, try revising it and resubmitting it later, when another opportunity arises to make it timely. Prepared by the Texas Council for Developmental Disabilities, 6201 E. Oltorf, Suite 600, Austin, TX 78741; 512-437-5432 voice; 1-800-262-0334 toll-free in Texas. Checklist for Letters to the Editor and Guest Editorials Have you followed the publication's requirements (length, format, etc.)? Did you include your name, full address and daytime phone number? Is your commentary timely and relevant to the publication's readers? If not, how can you make it timely and tie it in with the local community? Be sure to hook your letter/editorial on the general public's concerns and then weave in disability issues. Is your writing lively, controversial and interesting? Does it draw readers in and hold their attention? Can anecdotes and personal experiences help convey your message? Did you focus on one issue and stimulate thinking? Did you back your position with logical argument? Editors look for strong discussion of issues. Controversial, thoughtful commentaries stand out. Did you use simple words and avoid jargon? If you confuse people, you will lose them. Did you include numbers and statistics, if appropriate? Are you sure they are correct? Editors expect that any information you give them is accurate. Will your commentary achieve your desired result? Will it help educate people or change a situation? Does your writing convey desired attitudes, a positive outlook and respect for people with disabilities? Did you use "People First" terminology? Is it best to mail, fax or hand deliver your letter/editorial? Sometimes commentaries must be received quickly to be relevant. Are there other publications that might print your letter/editorial too? Does it need any revision before sending it to other places? Is your expertise on the topic apparent? Do you need to include a cover letter? What if your Letter/Editorial isn't Printed? If you do not hear from the publication's editor, you can call him/her to acknowledge receipt, to discuss your letter/editorial and to seek the editor's input on how to improve your writing so that you get printed in the future. Think about how you can revise your commentary to make it more appealing to editors/readers; other ways to make the issue timely, relevant and interesting; and other topics that you want to address. Don't be discouraged if it takes several tries to get in print or if an editor holds on to your commentary awhile before printing it. The best way to learn to write a good Letter to the Editor or Guest Editorial is to study the ones printed. Prepared by the Texas Council for Developmental Disabilities, 6201 E. Oltorf, Suite 600, Austin, TX 78741; 512-437-5415 voice;1-800-262-0334 toll-free in Texas.
Texas Council for Developmental Disabilities 6201 E. Oltorf, Suite 600 Austin, TX 78741-7509 Phone: (512) 437-5432 Toll-Free: 1-800-262-0334 Accessibility \| Site Policies Copyright 2005-2012 - Texas Council for Developmental Disabilities Links from TCDD to other Internet sites are provided as a convenience for informational purposes. No official endorsement should be inferred.