Resources - Newsletter Tips Archive

Writing For Print vs. the Web

You've heard the phrase "one size fits all." That certainly doesn't apply to employee newsletters—especially when some are published in print, and some online. While the confines of your four-page printed newsletter technically means there can only be a limited amount of text, and the scrolling pages on the Web means there's room for more information and elaboration, it's actually the opposite way in which we should approach these mediums.

Did you know that Web content should have 50 percent of the word count of its paper equivalent? That's because 79 percent of people don't actually read online; they scan pages and pick out headings, sentences and phrases to find what they need. It's in a printed publication where readers actually, well, read, so there's room for more.

Here are a few things to keep in mind when writing for your print or online newsletter:

Print

  • Write in complete sentences; not fragments.
  • It's more formal writing, so pay extra attention to grammar and punctuation. Once it's been printed, there's no changing it.
  • Use of anecdotes and examples often allow for more of a storytelling approach. This is helpful when writing an educational piece.
  • A linear, author-driven approach means you construct the reader's experience from the beginning all the way through to the end.

Web

  • Use a simple sentence structure and be as brief as possible, while not losing the meaning.
  • Headlines and subtitles need to be straightforward.
  • Highlight keywords and use bulleted lists to emphasize the most important information. This is a user-driven approach that allows the reader to quickly piece together the information they need.
  • Make use of the ability to link to further information (hyperlinks), which further helps you keep content short.

So you see, a print and online newsletter may be trying to get the same information across, but the rules for going about it are quite different. Hopefully, these tips will help make the distinction clearer. Still have questions? Shoot us an email at info@lgfcunewsworks.org.