Tips on writing an effective 21st CCLC newsletter

It is a good idea to plan your newsletter based on your time and information. A really informative two-page newsletter is better than a four-page newsletter that doesn’t hold interest. And remember, a picture is worth a thousand words.

1. Know your audience and think from their perspective
Why should community members care about your afterschool program? What characteristic about an afterschool program can benefit the community? Readers want to learn something new that is important and relevant to them. Does the article offer anything new for readers? Give your readers a reason to read and they will.

2. Understand the purpose of your newsletter
What are you trying to achieve with this newsletter? If your intention is to spread awareness about your program to your community, highlight program successes or create advocacy, make sure this is exactly what you are doing.

3. Use journalism style of writing
A well-written article will reflect on your program. The five W’s and H (who, what where, when, why and how) should all be contained in an interesting opening statement. The remaining information should be answered in the subsequent paragraphs.

4. Do your homework
Research and gather any necessary facts, conduct interviews, find resources, take pictures, etc.

5. Use Quotes, Facts, and Statistics
Use direct quotes from interviews and supplement articles with interesting facts and statistics. This will offer useful information for readers and add credibility to your article.

6. Writing should be straightforward
Use simple language and active verbs. Avoid using jargons or expressing personal opinions, except in direct quotes.

7. Keep it short and concise
Be BRIEF – use bullets, lists, short sentences, and lots of paragraphs. Give readers the information they need in the fewest words. That means you can’t offer great detail, but you can give people an overview. If the topic is complex, suggest additional resources or offer a contact for more information.

8. Use images and pictures to support an article
Choose pictures and images that will enhance your article. Avoid using images for the sake of having one.

9. Use lively, interesting headlines
The purpose of the headline is to grab readers’ attention. Avoid headlines that are too wordy. Try using an active noun/verb; offer a benefit, new development, etc.

10. Pay attention to copyright issues
Cite sources and provide references to quotations and facts when used.

11. PROOF READ
Nothing is more distracting than an article with spelling mistakes and typos. Have a teacher, coworker, or friend read your draft and always use spell check.

Recommended sections of the newsletter:

Introduction letter from the program director (150 words)

Fillers (100 to 150 words)

1. Sound bites (afterschool news, awards, funding, community events, research or project initiatives, etc.)
2. Program facts (amount of students benefiting from the program, percentage of kids attending the program, demonstrated improvement on TAKS scores, etc.)
3. Tips on how the community can get involved
4. Mini-reviews of relevant websites, books, etc.
5. Drawings and cartoons

Short articles (200-300 words)

1. Like fillers but with more detail
2. Highlight a successful or popular program activity; highlight a service-learning activity to show the children’s interaction in their community, etc.
3. Make the article unique and different from similar stories

Feature/Major articles (500-800 words)

1. Feature articles should be based on live interviews with key experts or appropriate individuals.
2. Make the article catchy, unique and different from similar stories.
3. Option: use sidebars which break up the text and make reading easier. Sidebars range between 50 – 125 words and can be a listing of tips, key facts and figures, or information you want highlighted.

In Appreciation section

1. Promote and show gratitude to your current community supporters

Contact Information

1. If you want community people to get involved, give them the tools to do so and connect them with the right people.

Optional:
Include a calendar that displays the activities taking place daily at your program.

Photos:

1. A few good photos are better than several poorly shot or unfocused ones.
2. Fill the frame of your picture with your subject. When photographing people, one of the most common mistakes is to stand so far away that your readers can’t see the happy faces!
3. If you include pictures, give them a caption to identify who, what and why.

Possible places to distribute newsletter:

1. Super markets
2. Local businesses
3. Churches
4. Restaurants
5. Send home to parents
6. Other potential partners:

Fun Idea:
This newsletter can be a project for the high school students in the given program. They can write it, take pictures for it, and distribute it.

If you have trouble editing the the provided templates or have any questions, please contact us at newsletter@texas21afterschool.org