This document discusses the role of copy editors and photo captions. It provides guidance on writing clear, accurate captions that explain the photo and pull readers into the story. The document outlines best practices for copy editors, including checking for clarity, precision, and focus. It also provides checklists for writing captions that identify the who, what, when, where and ensure names are spelled correctly.

1. Photo Captions
Warren Watson
Ball State University
American Press Institute
A Presentation for the Citizen-Times
February 17, 2006

2. The Role of the Copy Editor
• To improve stories
• To prepare material for publication
• To write headlines and photo captions
• To lay out and paginate pages
• Also, the Web!

3. The Concerns of the Copy Editor
• 1) Clarity
• 2) Precision
• 3) Focus
• 4) Respect for language

4. Seeking the Best
* The job of the copy editor is to make
every story that best that it can be.
* The job of the assigning or story editor
is to make every writer the best that he or
she can be.

5. Maybe This is Why We Need Editors
A newspaper travel section chronicled
shattered syntax from trips abroad:
• In a Paris hotel: “Please leave your values
at the front desk.”
• In a Swiss mountain inn: “Special today --
No ice cream.”
• In a Tokyo bar: “Special cocktail for ladies
with nuts.”

6. The 5 Ws for Editors
1) Who said so? Who else should know
about this? Who is affected by this?
2) What is the news? What impact will it
have? What’s the point? What else do
readers want to know?
3) When did these people say these things?
When will the impact be felt? When should
we do a follow up?

7. Photo Captions or Cutlines
Photo captions or cutlines require
information, taste, judgment and
imagination. The best cutlines do more than
explain a photo. They pull readers into the
story. Apply the same standards of
accuracy to cutlines as you apply to stories
and headlines. Avoid simply repeating the
headline.

8. The Role of the Photo Caption
Photo cutlines accomplish four important
things:
1. Explain the action.
2. Name the principals.
3. Tell why we're running the photo.
4. Note the important or telling details in the photo.
The cutline helps you connect the reader to
the information.

9. Photo Caption Checklist
In writing or editing cutlines, you should
answer yes to these questions:
• Does the cutline identify, fully and clearly?
• Does it tell when?
• Does it tell where?
• Does it contain all important information?
• Are names spelled correctly?
• Is it easy to read?

10. Checklist (more)
• Have you eliminated needless adjectives
and adverbs?
• Have you explained all mysterious objects
or circumstances?
• Have you gone beyond the obvious?
(EXAMPLE:
» Poor: A smiling Yeltsin waves to the crowd.
» Better: Yeltsin greets party-goers in Red Square.
The festive atmosphere demonstrated a new mood
inside the Kremlin.)

11. Cutlines: Dos and Don’ts
• Study the photo carefully; make sure you
understand it.
• Check the spelling of names.
• Identify all people whose faces are clear.
• Don’t insult people. You don’t have to say:
“President Bush (at left) gestures …”
• Explain things not immediately apparent.

12. Cutlines: Do’s and Don’ts (2)
• Do say if it’s a file photo.
• Don’t assume a principal’s state of mind.
• Don’t put words into people’s mouths.
• Explain questionable actions.
• When there is a bright, humorous
dimension, reflect that tone.

13. What Copy Editors Need from
Photographers and Artists
• Honesty in using information.
• Cutline information that is complete and accurate.
• On-time delivery of photos and graphics.
• Respect for editor’s understanding of reader
needs.
• Willingness to provide basic, routine work
products as well as special project-efforts.
• Openness to suggestions and collaboration.

14. A Few Tips for Editors,
Designers Who Handle Pictures
• Start with the photos (the building blocks)
• Be picky: Fewer is better
• Consider the crop
• Bigger is usually better (with a good photo)
• Make sure you look at the photo before
writing captions
• Review the package