Here are 10 mistakes that writers tend to make when writing articles for newsletters or magazines. Keep the list nearby and rely on it to help you produce your best work, making your editor and your readers happy!

Mistake #1: Your article is too long, or too short

The right length of your article depends on context: How long is your newsletter? Readers who count on a 12-page hard copy newsletter will expect your lead article to be 1000 or more words. Readers expecting your monthly e-news will, on the other hand, count on your key article to be no more than 300 words, if that.

Mistake #2: Your paragraphs are too long

Despite the rules you learned in middle school about paragraph structure, it is always possible to break your paragraphs into two, or three. Just be sure that those three paragraphs have valuable content, rather than repetition.

In the long run, paragraph length has more to do with layout than with content. Again, the appropriate length of your paragraph depends in part on context. If your article is in a 2-inch column it can be 15 lines long without wearying the reader. If, on the other hand, your article covers half your newsletter’s front page, 15 lines may be stretching it. The purpose is to keep the reader reading, and this is more likely to happen without a wide swath of type.

By the way, paragraphs can never be too short, just like this one, especially if you want to highlight the content.

Mistake #3: Your title is inappropriate

It’s not about your subject, thus misleading the reader. It’s too long (try to stick to about 5-7 words). It’s boring-needs some color, using verbs. It helps to invite the reader in, by suggesting interesting content.

Mistake #4: You refer to readers in the third person (they, them) rather than the second person (you).

Your newsletter is about your readers. Refer to them directly, e.g. “Our patients are our key concern. We value your opinion and your good word (not ‘their opinion and their good word’).”

Mistake #5: Your opening is of little interest, rather than gaining the reader’s attention with an anecdote, or a startling fact.

For example, if you are writing about a patient’s recovery from heart disease, don’t start with a general statement about the causes of unhealthy hearts, such as “Heart disease is often related to lack of exercise.” Instead, begin a story about the patient, e.g. “Henry Smith had always thought exercise was a waste of time, until he experienced chest pains one autumn afternoon in 2009.” Work into your article some information about causes of heart disease, along with Henry’s own treatment. Conclude your article with a description of Henry out walking his energetic new dog.

Mistake #6: You’ve provided lots of facts, with no sources given. People want to know what you base your statements on.

Newsletter articles are not generally scholarly papers, so you don’t need detailed footnotes with bibliographic information. But, you do need to tell readers where you have learned the information you provide. For example, if you’ve discovered at Jakob Nielsen’s site on the Internet that users have time to read 20 percent of the words on an average web page, simply tell your readers that this is according to Jakob Nielsen at useit.com.

Mistake #7: You’ve not proofread or spell-checked your content.

This one should go without saying, right? But, it’s easier said than done! Try to include these steps:

Use spell-check and grammar tools.

Print out a copy and read it aloud, looking carefully for typos and other errors like “manger” instead of “manager.” Spell-check will not find everything for you!

Ask someone else to read your draft.

Remember that spelling and grammar can make a huge difference in your reader’s impression of your content.

Mistake #8: You’ve written for the wrong audience.

Oops! I was once asked to write an article for low-income seniors about staying healthy in wintertime, and my editor sent it back saying “This needs to have shorter sentences and simpler concepts so our readers can follow what you are saying.”

Always, always start by considering your audience. Stop for a minute and imagine your reader, seated at a desk, or in a comfortable chair, or waiting in a car. Are they old, or young? Harassed, or at ease? What are their interests-and their reading level?

Mistake #9: Your article doesn’t meet the requirements specified by your editor.

Oops, again! If you are your own editor, you are presumably following your own directions. If your editor has sent you a set of instructions for the newsletter, be very sure that you understand. Even if you think the instructions are clear, it’s wise to send a message with an outline, in your own words, of what you think the editor is looking for.

Mistake #10: Your article is boring.

Even if your reader has absolutely no interest in your content, you can make your article interesting. Keep your words and your sentences short. If you have data to provide, do so in brief chunks. This is a newsletter you are writing for, not a technical report. Use anecdotes. Describe the location where you’ve gone to learn about a new medical device, or the office of a new employee you are interviewing. Tell your readers why your information is significant to them.

Copyright (c) 2010 Jane Sherwin. You may reprint this entire article and you must include the copyright info and the following statement: “Jane Sherwin is a writer who helps hospitals and other healthcare facilities communicate their strengths and connect with their readers.”

Author Bio: Learn more about Jane at http://worddrivecommunications.com/index.htm. Subscribe to Jane’s free monthly e-newsletter at http://tinyurl.com/2enrdqx for practical tips on communicating effectively with customers, clients, employees and the public.

Category: Writing
Keywords: guidelines for writing articles,write newsletter article,how to write a newsletter article