May I Quote You on That?
- The Merits of Quoting
by Heather Britton

Sparkling quotes, judiciously sprinkled through an article, are the gems that lift it out of the ordinary. And the best way of getting accurate quotes of a generous length is with a tape recorder.

Transcribing tapes is time-consuming, so think carefully before the interview about what you hope to achieve. If you want background information and brief notes that can be easily written, simply use pen and pad. However, for colour, vitality, fresh words and authenticity, nothing beats a ‘quotable quote’.

A mini tape recorder is not intrusive, fits in a handbag, satchel or pocket, and comes with amazing pick-up range. Just remember to load it with fresh batteries and carry spares.

Of course you need permission to use it. If you mention this when making the appointment it warms your subject to the notion of being recorded. Otherwise, say something chatty as you settle into the interview.

For a profile you might say something like, “I’d like to run a tape so I can get some good in-depth quotes and lots of substance, if that’s all right with you.” In reporter mode try, “For the sake of accuracy, do you mind if I tape this?” Nobody wants to be misquoted.

If taping over the phone the same applies. Once permission is given, it does no harm in this instance to confirm, on tape, that the recorder is running. Keep tapes for a few months after publication, longer if the information is sensitive.

Even when using a tape recorder, there’s no substitute for the notepad and pen. Some people jot down key phrases, a particular number on the tape recorder they want to refer to (do this discreetly), the subject’s mannerisms and reaction to a specific point, or the physical setting such as décor, photos, certificates, and so on.

Written back-up is essential if the tape recorder does the unforgivable and dies. It couldn’t be because of stale batteries, of course, because you inserted new ones beforehand! But with all technology, there comes a time when it lets you down

Once, and only once because I’m a fast leaner (I may make new mistakes, but hopefully, don’t repeat the old), I pressed the pause button on my recorder – and forgot to cancel it. Throughout an interview I periodically check that the tape is turning, and this time, when I saw it wasn’t, I was mortified.

I knew at once what had happened, discreetly fixed the problem, and let the interview continue in what I hoped was a composed manner. I had my notes as a back-up, but a short time later I worked in a couple of the earlier points for a more substantial quote. Interview subjects invariably repeat information, and in this case the subject was none the wiser.

Making a visual check on the working of the recorder runs counter to some opinions – but it does give you, and indeed the subject, peace of mind. The best time to check the recorder is during a lull in the conversation or as you rearrange your sitting position so it doesn’t impede the flow of the interview.

There will come a time when the subject goes off-track and you lose control. When this happens just turn off the recorder, sit back and relax.

It works. And it also works if you’re using a notebook only. In that case you put your pen down, but do keep a sweet disposition so the subject is not put out.

Recognise your tape recorder’s range, or limitations. Know that you’ll get different background sounds in a shopping mall or restaurant than in a home or office. If in doubt, run a sound check first. Better to spend a minute or two checking the replay level than to be on tenterhooks throughout the interview.

Beware of the subject who doesn’t want to part with much information, but says as an occasional aside, “Now here’s a good quote…” Learn to be firm and keep control of the interview.

There are times when you’ll be told something “off the record”. Strictly speaking, this should be said before the private words are uttered. However, there are times when the intention is clear, but people warm to you and give away more than they decently should before saying it’s off the record. If the off the record intent is there, the subject’s trust in you should be respected and the information should not be reported.

Time and experience will give you the chutzpah to ‘push’ subjects, on occasion. “Come on,” you might cajole if they want too much off the record, “give me a break!” If you have interviews with the same subject at various intervals a rapport will build up; they won’t see you as a threat, but rather, on their side.

Likewise, if the subject is dull and has nothing more to give than bread and butter replies, they have no business being quoted. Better, in this case, to paraphrase.

Similarly, quoting words ‘in isolation’ can be ‘unsettling’, if you get my drift. Again, better to paraphrase.

As soon as possible after the interview, transcribe the tape. If you’ve gone to the bother of taping an interview it’s generally for an in-depth profile, in which case it’s best to transcribe it all. While you may not copy verbatim those parts that have gone off on tangents or where too many repetitions creep in, always note in the transcription the essence of what you’re overlooking.

While you might be tempted at times to take the mickey out of someone, resist the urge.
Quotes allow you to underscore personality traits without your pointing out the subject is arrogant, opinionated, or whatever.

Cleaning up quotes is a vexed question. Your subjects will thank you for deleting the odd “er” or “um”, or when an obvious wrong choice of word was used, but how far is too far?

We all have speech peculiarities, and to remove these is to take away a person’s individuality. Imagine a popular sporting personality having his distinctive style cleaned up. Fans might well think you’re writing about someone else. If you doctor quotes, phone back “to clarify” that you have it right.

Never, never, quote out of context. We see it all the time in the popular press, startling quotes that are given in isolation for their shock appeal. Don’t join those ranks.

If your quotes are lengthy, then do give an attribution early in the piece, so the reader doesn’t have to wait until the end to see who’s talking.

Quotes bring subjects to life for the reader. But rather than quoting relentlessly, use them as the skeleton of your article, adding the flesh with background information and the research you’ve undertaken.

And you may quote me on that.

© Copyright Heather Britton. All rights reserved.

Originally published in Australian Writer (now defunct), Issue Oct/Nov 1994.

Heather Britton is an Adelaide-based writer with a long background in wine. She still writes two monthly newspaper wine columns, but mostly works as a subeditor and proofreader.