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Education, Family History, Genealogical Writing, Genealogy, ICAPGen, Skillbuilding

Six Steps for Excellent Writing

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Close-up Of A Person's Hand Marking Error With Red Marker On Document
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By Diana Elder, AG®

Excellent writing doesn’t just happen – one writes, edits, and rewrites until the finished product meets the objective. As genealogists, we write research reports, ancestor stories, proof arguments, and much more. Several tips can help you write clearly and concisely and make it more likely that you’ll engage your reader.

Tip 1 Just Write 

We all get writer’s block; when that happens, the best solution is to start writing.  Don’t worry about wordsmithing the perfect introduction. Write something from the middle of the piece. Getting words to flow will unstop your brain, and eventually, you can formulate an excellent way to begin the paper.  

Tip 2 Be Concise 

If you tend to use many words where a few could suffice, consider editing your paper with a red pen and striking out extra words that add no meaning. You’ll be surprised at how that simple step can tighten a sentence. Examples of words with little meaning are “just” or “actually.” If a word doesn’t change the meaning of the sentence, perhaps it doesn’t belong in your paper. 

Tip 3 Use the Active Voice 

As much as possible, write in the active voice. Watch for passive verbs like “is” and “was” and rephrase the sentence. Instead of writing “John Smith was the head of household in the 1880 census,” write “John Smith headed the 1880 household.” You’ll be pleasantly surprised at how this helps move the narrative along. 

Tip 4 Consider Topic Sentences 

Each paragraph should open with a sentence that introduces the discussion that will follow. Tell your reader what you’re going to discuss, then discuss it. When beginning a new idea, start a new paragraph. This practice sounds simple, but it does take effort when writing genealogically. 

Tip 5 Vary Sentence Length 

Use a variety of sentence structures. Mostly shorter sentences that get to the point are best when discussing complicated genealogical evidence. Still, some longer sentences are okay if they have a purpose and help the narrative flow. 

Tip 6 Edit Extensively 

Edit the paper multiple times, starting with a printed copy of the work. Editing on paper will point out glaring mistakes you didn’t notice on the screen. First, look for wordiness, passive verbs, topic sentences, and sentence length. Be sure each paragraph flows to the next and that the entire paper is cohesive. 

Next edit for spelling, grammar, and word usage. Nothing is more jarring to a reader than multiple errors of this kind in a paper. Several excellent editing resources can help you learn and are included at the end of this article. 

After editing your writing, have someone else read your paper and give you feedback. Often our eyes skip over mistakes because we know what the sentence should say. Also, we know our research and what is clear to us may confuse readers. 

Applying these tips to your writing will help you share your research in the most straightforward way possible. Know that your skills will improve with practice, and you’ll create reports, family histories, and proof arguments you can be proud of. 

Selected Resource List 

  • Fiske, Robert Harwell. The Dictionary of Concise Writing: 10,000 Alternatives to Wordy Phrases. Oak Park, Illinois; Marion Street Press, 2002. 
  • Garner Bryan A. The Chicago Guide to Grammar, Usage, and Punctuation. Chicago: University of Chicago Press, 2016. 
  • Grammarly: Free Online Writing Assistant. 
  • Ross-Larson. Edit Yourself: A Manual for Everyone who Works with words. New York: W.W.Norton, 1982. 
  • Strunk, William Jr., and E.B. White. The Elements of Style. New York: Macmillan, 1959.

Read Diana’s original article, “Six Tips for Excellent Writing,” at FamilyLocket.

Accreditation, Education, Family History, Genealogical Proof Standard, Genealogy, Hiring a Professional, ICAPGen, Professionals

What Will a Professional Genealogist Do for Me? Having Realistic Expectations

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What Will a Professional Genealogist Do for Me? Having Realistic Expectations
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By Melanie Marsh, AG®

You’re considering hiring a professional genealogist, but you have questions: What should that engagement look like? What would I be paying for? What would I receive?

If you’ve never worked with a professional before, these questions don’t have obvious answers.

The Engagement Starts Before the Research Does

The research doesn’t begin the moment you reach out. First, you’ll meet with the genealogist to review what you already know, including any documentation you have, and together you’ll form a focused research question.

A good genealogist builds on proven facts. Hazy memories or even established family tradition can send research in the wrong direction from the beginning. Starting on solid ground saves significant time and money later.

Clearly defined goals make it manageable. The difference between “find out where my family came from” and “find the parents of Bruce MacDonald from the 1861 Glasgow, Scotland census” is a project that may continue indefinitely and one a genealogist can plan and price.

What You’re Paying For … and What You’re Not

Most professional genealogists charge an hourly rate, which varies depending on expertise and credentials. Most structure their contracts in blocks of hours, with a written report at the end of each block. This keeps costs predictable and gives you a chance to decide whether to continue.

You are paying for expert time and effort, not a specific result. No legitimate professional can guarantee specific results. The fee should buy skilled, standards-based research applied to your question. Be cautious of anyone who promises dramatic results or offers unusually low rates for complex work.

“Reasonably Exhaustive Research”

This phrase comes from the Genealogical Proof Standard (GPS), the field’s accepted standard for reaching reliable conclusions. It requires that a researcher examine all sources a competent professional would consider relevant: available original records, secondhand sources if originals are not available, and a documented accounting of what was searched, found, and not found. This means a researcher will not pursue every conceivable avenue regardless of time or cost.

Your authorized hours define the boundary. If the question genuinely requires more time than agreed, a professional working to standards will tell you, and explain what was left unexamined. This transparency is not a disclaimer; it’s part of what you are paying for.

In Your Inbox: The Research Report

The written report is the primary deliverable, a documented account of all research performed, from question through evidence to conclusion.

A professional report includes a stated research goal, a summary of findings, analysis, a conclusion, and recommendations for future research. Negative search results appear too; they rule out one resource and point toward others.

The recommendations section matters. When research hits a wall, a professional researcher identifies what records may exist but haven’t been located, which archives hold collections worth checking, and what approaches—DNA evidence, cluster research, collateral lines—might reopen the question. The wall isn’t the end of the report; it’s the beginning of the next one.

The Report’s Lasting Value

Keep the report. Share it with relatives or others who care about the same lines. If you engage a different genealogist later, sharing that document with them prevents duplication and they can then build on solid conclusions.The question you start with may or may not be fully answerable. But research conducted by a qualified professional and shared in a standards-based report, produces something durable anyway: a documented, honest account of what is known, what is not, and why.

See other posts in this series:

“Ten Effective Steps to Hiring an Accredited Genealogist (AG®) Professional” by Trish Melander, AG®

“Finding the Right Genealogist: How to Use ICAPGen’s Find an AG® Professional Directory” by Michelle Tucker Chubenko, AG®, AGLTM

“Not All Genealogists are the Same: Understanding Genealogical Credentials Before You Hire,” by Melanie Marsh, AG®