Quotes are a journalist’s most powerful tool. Used well, they bring stories to life, add credibility, and let audiences hear directly from sources.
Used badly, they can clutter a story, confuse the reader, or undermine trust.
This how-to guide explains why quotes matter, when to use them, and how to use them effectively and ethically in news writing. It’s based on the MHM training article The power of quotes in journalism written by Bob Eggington.
Why quotes matter
Quotes serve several important purposes in journalism:
- They provide evidence – showing that information comes from a named, accountable source.
- They add human voice – allowing readers to hear emotion, personality, and perspective.
- They support balance and fairness – especially when covering controversy or disagreement.
- They increase credibility – particularly when quoting experts or eyewitnesses.
However, quotes should never replace reporting or clear writing. Journalists are responsible for shaping the story, not handing it over to sources.
When to use a quote
A good rule of thumb is this:
- Use a quote when it adds something that cannot be said better by the journalist.
Quotes are most effective when they:
- Express strong emotion or opinion
- Reveal personal experience
- Contain distinctive or authoritative language
- Clarify a position or response, especially in contested stories
Avoid using quotes that simply repeat factual information that could be written more clearly in your own words.
Weak quote:
“The meeting started at 9am and lasted for two hours,” the chair said.
Better rewritten:
The meeting began at 9am and lasted two hours.
Save quotes for moments where they genuinely add value.
Choosing the right quotes
Not everything a source says deserves to be quoted. Journalists must be selective. Look for quotes that are:
- Clear – easily understood without explanation
- Concise – short enough to maintain pace
- Relevant – directly linked to the key point
- Authentic – reflecting how the person actually speaks, without unnecessary rambling
Avoid long, unfocused quotes that force readers to work too hard.
Integrating quotes into a story
Quotes should be woven into the narrative, not dropped in without context. Always:
- Introduce the speaker clearly.
- Explain why their voice matters.
- Provide context before or after the quote.
Example:
The local councillor said the decision had been rushed.
“Residents were not properly consulted, and that has damaged trust,” she said.
This approach helps the reader understand both what is being said and why it matters.
Direct quotes vs paraphrasing
Journalists do not need to quote everything directly. Paraphrasing is often more effective.
- Use direct quotes for emotion, opinion, and key statements.
- Paraphrase for background, explanation, and complex detail.
Good journalism often uses a combination of both to maintain clarity and pace.
Editing quotes
Selecting one or more sentences to use as quotes from a longer speech or interview is itself an act of editing. Choice of quotes and how to present them is a test of a journalist’s judgement.
As a general rule, do not internally edit quotes. There is always a temptation to tidy up quotes – to make them shorter or neater or to avoid repetition. First of all, this is inaccurate – it’s not what the speaker said. Secondly, it risks distorting the speaker’s meaning.
Meaning can also be distorted when quotes are taken out of context, or out of the order in which they were spoken. A famous instance of this was when an edited clip of President Donald Trump’s address to a rally on 6 January 2021, which it is alleged gave the impression he encouraged supporters to storm the Capitol building in Washington DC.
So here are some recommendations:
- Use the exact words, as spoken.
- Make sure they are presented in the context the speaker intended.
- Make sure you have not distorted or over-simplified the speaker’s meaning
If you think any internal editing of a quote is justified, consult your editor.
If it is thought necessary to remove some words, indicate this by use of ellipses (….) but not overdo it.
When to ask for an editor’s approval
When you intend to:
- Remove repetition or verbal fillers
- Shorten long sentences
- Clarify meaning
You should not:
- Change the meaning
- Remove important context
- Make the speaker say something they did not mean
Attribution and accuracy
Always make it clear who is speaking and why they are relevant. Check these two MHM training articles Accuracy in journalism and Attribution in journalism.
- Attribute quotes accurately
- Check names, titles, and spelling
- Ensure quotes reflect what was actually said
Misquoting a source can damage trust and may have legal consequences.
Anonymous and indirect quotes
Anonymous quotes should be used only when absolutely necessary, such as when a source faces genuine risk. If anonymity is granted:
- Explain why the source cannot be named
- Be as transparent as possible without revealing identity
- Ensure the information is verified
Overuse of anonymous quotes weakens credibility.
Legal and ethical considerations
Journalists must be aware that quotes can carry legal risk. Be cautious when quoting:
- Allegations
- Accusations of wrongdoing
- Potentially defamatory statements
Ensure:
- Right of reply is offered
- Claims are clearly attributed
- Reporting is fair, accurate, and in the public interest
Common mistakes to avoid
- Using quotes to tell the entire story
- Including dull or meaningless quotes
- Overloading stories with too many voices
- Failing to challenge misleading or false statements
- Quoting news/press releases word-for-word
- Duplicating the quote in your introduction to the quote
Conclusion
Quotes are a vital part of journalism, but they should always serve the story, not dominate it. Good journalists know when to quote, when to paraphrase, and when to rely on clear, confident reporting.
Used thoughtfully, quotes can inform, engage, and build trust with audiences. Used carelessly, they can weaken even the strongest story.
The key is simple: quote with purpose.
