In newswriting, a “quote” means a word-for-word repetition of something spoken aloud by a person relevant to the story, or a word-for-word excerpt from a document relevant to the story. Quotes can add detail, credibility and interest to a news story. But observing some rules can help ensure that a quote enhances a news story instead of detracting from it.

Rule 1: When you use a direct quote, it’s important to use a quote that forms a complete sentence. For example, it’s acceptable to write something like:

“I’m lucky that I survived the accident,” Smith said.

But it is unacceptable to write something like:

Smith said she is “lucky to be alive.”

Rule 2: Avoid using a quote in a lead. Most of the time, a quote unduly clutters up a lead. If you want a lead to include something someone said, it’s usually better to paraphrase.

Rule 3: Always introduce a quote by preceding it with a separate “setup” paragraph that 1) indicates who is about to talk, and 2) gives a general paraphrase of what he or she is about to say. Then present the quote in its own paragraph. Here’s an example (also note the punctuation):

       Detective Jason Smith said the suspects, both wanted in five states on charges of murder, kidnapping and robbery, should be considered armed and dangerous.

       “These two guys make Bonnie and Clyde look like a traveling circus,” Smith said. “These guys are elusive, calculating and, above all, deadly.”

       Police described the pair as traveling in a stolen, dark blue Ford Explorer with Maryland license plates. A reward of $50,000 has been offered for information leading to their arrests.

Note how the first paragraph indicates who’s about to speak (Detective Jason Smith) and gives an idea of what he’s about to say (the suspects should be considered armed and dangerous). The second paragraph presents the quote. The “Smith said” is optional. It’s pretty clear that Smith is talking. This format helps the reader keep track of who is saying what in a story.

Rule 4: Never “tombstone” quotes. One of the most confusing things you can do in mass media writing is present two quotes, back to back, from two separate sources without indicating that the speaker has changed. Editors call that “tombstoning” quotes. Here’s an example:

“My client is innocent of these charges,” defense attorney Jim Smith said. “He’s a dangerous criminal who should never see the outside of a prison cell again in his lifetime,” prosecutor Jane Brown countered. 

Pretty confusing. It sounds at first like the guy’s lawyer is saying the defendant is innocent, then, in the very next breath, describing the guy as a dangerous criminal who should stay in prison for life. Only when you finally get to “prosecutor Jane Brown countered” do you realize that the speaker changed midway through the paragraph.

Rule 5: Be selective about which part of a quote you use in your story. Quote only the clearest, most engaging parts of what a source says and paraphrase the rest. For example, suppose the whole of what Detective Jason Smith, from the example above, said, was:

“Both suspects are wanted in Tennessee, Kentucky, North Carolina, South Carolina, and Alabama on charges of murder, kidnapping and robbery. The public should consider them armed and dangerous. They are traveling in a stolen Ford Explorer, It’s dark blue and has Maryland license plates. A reward of $50,000 is being offered for information leading to their arrests. , should be considered armed and dangerous. These two guys make Bonnie and Clyde look like a traveling circus. These guys are elusive, calculating and, above all, deadly.”

Most of what the detective said can be presented more concisely and clearly if paraphrased. But the “Bonnie and Clyde” statements are particularly compelling and well phrased. Those are the statements worth quoting.

Rule 6: Punctuate quotes correctly. Note the positions of the commas, quote marks, and periods in these examples:

Smith said, “The festival is for everyone.”

“The festival is for everyone,” Smith said.

“The festival,” Smith said, “is for everyone.”

“The festival is for everyone,” Smith said. “Children are especially welcome.”