Contributor Guidelines

Wed, 23/07/2025 - 16:28

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Media information & Advertising

Contributors play a vital role in shaping X-Ray Mag's global storytelling. Our editorial style is rooted in clarity, factual integrity, and reader accessibility. This guide outlines style and format for both news posts and feature articles, including guidance on article structure, word count, image use, and how to submit.

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Peter Symes / AI

Types of content

We work with two main types of contributions:

News posts are time-sensitive and published first on the website. Some may later be adapted for inclusion in the magazine, but the primary format is short, concise and immediate.
Articles and features are developed with the magazine in mind, offering more depth, narrative, and visual material.

Word count

While word-count guidelines exist, they are not strict limits. Layout flexibility allows us to adapt the content based on subject matter and available images. As a general guide:

Short news items and columns: Around 300-500 words
Factual features and regular columns: Typically 1,000–2,000 words
Travel features: Usually 1,500–4,000 words, occasionally more when warranted

Tip: Browse the magazine and see how it is usually done.
Read more: Word-count advice

Structure, tone and aim

News posts and articles

Use the inverted pyramid This is the prevailing structure for news writing. The most important information comes first—who, what, when, where, and why—followed by background and less essential details. This format is widely used in journalism and makes composing web news posts straightforward.

Word count is typically 300–500 words.

Feature articles (for magazine)

At X-Ray Mag, our features aim to offer insights and guidance.

Texts should be concise and to the point, but the narrative should also be allowed to flow naturally and provide space for necessary explanation. The language should be clear and readable—conversational in tone, yet professional in approach.

For travel features, we seek to capture the sense of place and adventure that comes with visiting a location—helping readers understand not just what happened, but what it felt like to be there. We encourage narratives that are both informative and immersive. Impressions, sentiments, and reflections are welcome, as they make stories more personal and relatable.

We also encourage and value the inclusion of highlights on land—such as landscapes, historical sites, culture, people, local customs, cuisine, and other elements that contribute to the full experience of a destination.

More details: Tips for writing articles

Structure and layout

Articles should use subheadings, short paragraphs, and, where appropriate, bullet points or breakout boxes. Begin with a short introductory paragraph - a.k.a. subheader or standfirst - that sets the scene and outlines the focus.

Specifics and conventions: Text document structure

Images and illustrations

We typically request 20–30 high-quality images per article. These should support the text with relevant visuals—underwater scenes, marine life, diver interaction, location, team photos, and equipment. Images must be submitted as separate files and include captions, photographer credit, and licensing information or usage permissions for any submitted images that are not your own.

How to submit

To maintain editorial consistency and quality, each submission should include:

Main text – Structured as explained above
Sources – A list of any references, interviews, or data used
Images – Up to 30 high-quality images with captions, credits, and usage rights
Supporting material – Maps, diagrams, infographics, or illustrations as relevant
Fact file – A summary of practical details (e.g. location, dive site, depth, travel, team) where relevant

Submit materials via email or file-sharing service (e.g. WeTransfer or Dropbox):

Provide the article text in Word or plain text format
Upload images separately in clearly labelled folders
Include captions, credits, and metadata in a Word doc or spreadsheet
If in doubt, we’re happy to assist

Presentation about the editorial workflow:

Notes on AI-assisted Content Creation

Acceptable uses

AI tools (e.g. ChatGPT) may be used to support writing workflows:

Drafting outlines
Rewriting or simplifying text
Adjusting tone or style
Summarising or shortening content
Proofreading

These uses are acceptable so long as the final article is fact-checked, human-edited, and aligned with our editorial standards. Contributors are fully responsible for the accuracy of content submitted.

Note: Be aware of AI-Hallucinations

AI may generate content that sounds plausible but is false—so-called "hallucinations". These may include:

Fabricated references, quotes, or book titles
Incorrect names or locations
Misrepresentations of facts or events
Changing the meaning

All AI-generated text must be carefully reviewed and verified!

AI-assisted imagery

Principles and policies

AI-generated imagery may be used in editorial content, with the following provisions:

Stylised AI content (e.g. sketches, diagrams, collages, cartoons) is allowed
Photorealistic images may be used only when clearly fictional or humorous in context
AI images must not mislead the reader or mimic real photographic documentation

All AI images must be clearly credited using the format: [Creator's Name] / AI

Where prudent, clarify the nature of the image in the caption.

Final note

These guidelines are designed to support strong, accurate and engaging content. Used responsibly, AI tools can aid creativity and efficiency, but they must never replace editorial integrity or misrepresent reality.

Thank you for contributing to X-Ray Mag.