Copy-wise: Getting a name wrong is unforgivable – 5 tips

Copy-wise: Getting a name wrong is unforgivable – 5 tips

Written by

John Oates
 

20/01/2025

How do you feel when someone spells your name incorrectly?

One of the easiest and most frustrating mistakes in any kind of writing is getting names and job titles wrong.

And not only is it deeply irritating for the person whose name you get wrong, it’s potentially misleading if there is someone with the name you used – and it shows a failure of even the most basic fact checking.

But we’re all human. This is one of the easiest mistakes to make and gets through even the most methodical editorial process.

What is the typical process used by pros?

We could talk about publishing houses that have to check thousands of pages of manuscripts, or various types of creative agencies. Or, because it’s the background of many of us at CC, I’ll explain how it works in news media.

Newsrooms for written media typically have a two-tier editing process. Once a reporter has finished writing the copy, it will go to a news editor. Their focus is making the story as compelling and interesting as possible, while remaining legal and accurate.

The copy then goes to a sub editor. Although subs are seen by some as no more than a spellchecker, the reality is that they do lots of heavy lifting, including rewriting. (It’s even said that reporters who love writing, rather than finding stuff out, end up as subs.) Sub editors turn rapidly written, clumsy words into beautiful flowing text. Alongside excellent grammar and writing talent, they need a good working knowledge of media, privacy and libel law.

But this process needs close communication between people at all three stages – the reporter, the news editor and the subs’ desk. In an office, this is easily achieved by shouting (in my experience). Working remotely requires a better process.

Better processes for better copy

Don’t be scared to add margin notes for editors. If someone’s name uses an unusual spelling, leave a note telling your editor that you’ve checked, and it should not be changed. (“Yes, it is Mrs Jone, NOT Jones.”) But make sure it’s a margin note and not in the main text, so it doesn’t end up accidentally published. And make sure it is written politely and professionally so that anyone can read it – don’t write: “It is Mrs Jone not Jones and she’s a right fusspot about it…”

Another way to avoid errors. If you are talking to someone on Zoom, Teams or another platform with a chat function, get them to write their name and job title in chat and copy and paste it into your notes.

If you are talking on the phone, don’t be embarrassed to get someone to repeat the spelling, and spell it back to them. As a junior reporter, I’d spend a good proportion of my working day on the phone checking names and job titles.

In a similar vein, when recording a video on location or about to begin a podcast, ask your guest to say and spell their name and job title, so you have that on record and can avoid both misspelling and mispronouncing.

Double-check names on LinkedIn or company websites, but only to confirm. Websites can be wrong.

Another pitfall is created by names rendered into English from languages like Arabic, Chinese or Japanese. People can use more than one spelling, and first and second names can get transposed. If you have any doubt, do not be scared to contact the person – a quick email is better than a correction.

Getting names right feels like a small thing, but it is literally the least you can do to create decent, accurate and trustworthy copy.

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