Before you say yes: what to ask a reporter, and the ground rules

What to ask before you agree, how to check the reporter, whose voice you speak in, and the ground rules to settle out loud before you say a word.

1. Ask before you agree Understand

A request for an interview is a question, not a commitment. You can ask what you need to know, take time to answer, and say no. Terms in this chapter are collected in the glossary.

SciLine, a service of the American Association for the Advancement of Science (AAAS) that helps scientists work with reporters, tells its readers to ask four things every time: what the story is about, which outlet and audience, the deadline, and the format (SciLine, Five tips for scientists handling media requests). The Centers for Disease Control and Prevention (CDC) chapter for official spokespeople adds who else is being interviewed, whether the call is recorded, when and where the piece will run, and how to reach the reporter again (CDC, Crisis and Emergency Risk Communication manual, Spokesperson chapter, 2014). The request sheet holds all nine questions. Guidance

Ask for the topic, not the script

SciLine suggests asking whether the reporter can share some questions in advance. Two large newsrooms say what to expect. The Associated Press (AP) does not give full lists of questions in advance (AP, Statement of News Values and Principles), and NPR avoids submitting questions in advance unless a senior manager approves, and says so in the story if it does (NPR Ethics Handbook, Independence). So ask, "What is the angle, and what kinds of questions should I expect?" A reporter who answers in a sentence has given you enough to prepare. One outlet's policy

Ask for a few minutes

If a reporter calls without warning, you do not have to answer on the spot. NC State's media office tells faculty to ask for a few minutes to collect their thoughts when a reporter calls unexpectedly (NC State News Services, Faculty Support). The CDC chapter says to get the reporter's name and outlet, a phone number and an email, and to call back. A sentence that works: "I want to give you a useful answer. Can I call you back in 20 minutes?" Get the number before you hang up, and call at the time you named. Convention

Check who is calling

The CDC chapter says you may call back to verify who a reporter is. The Oregon Department of Justice, in tips for people who experience bias crimes and are contacted by the media, says to verify the reporter's affiliation and ask what the story is for (Oregon Department of Justice, Tips for Bias Crime Victims Interacting with the Media). The same tips warn that bloggers, podcasters and other outlets may clip and spin a statement. To check:

1. Find the outlet's own contact details. Use the main number or newsroom page on its website, not the number or link in the message.
2. Ask for the reporter by name. Or find the reporter's page or recent articles on the outlet's site and compare the name and email.
3. Ask what the story is for. A news story, a podcast episode, a newsletter and a social video are different products with different audiences.
4. Write what you did in the "How I checked who they are" field of the request sheet.

The check shows that the person works for the outlet. It does not show that the story will be fair or that your answers will be used in full. An outlet you cannot find anywhere is a reason to ask more questions before you decide.

What reporters' own codes say

Journalists publish codes of ethics. The Society of Professional Journalists (SPJ) revised its code on October 4, 2026, and the code describes itself as not a set of rules, so no one can enforce it. NPR's ethics handbook asks its staff to take extra care with people who are less used to the media, and says a homeowner deserves a few extra minutes before taping starts (NPR Ethics Handbook, Respect). The Radio Television Digital News Association (RTDNA) code asks broadcast journalists to give special consideration to people inexperienced with American media (RTDNA Code of Ethics). These codes show what you can reasonably ask for. They are voluntary, and a reporter who falls short of one has not broken a law.

2. Whose voice you speak in

Before you agree, decide which of three voices you will use. Each carries different permissions.

Universities show the line clearly. The University of Colorado system says faculty, staff and students may speak with the media, and should make clear whether they speak from academic expertise or personal experience, not on behalf of the university (University of Colorado, Media Contacts). The University of Connecticut's policy says only the president or the vice president for communications may authorize speaking on the university's behalf, expects professional staff contacted by media to notify University Communications, and says it does not restrict employees' personal opinions on matters of public concern (University of Connecticut, Media and Mass Communication, Policy on). A US Geological Survey policy describes employees speaking in a personal capacity with a disclaimer that the views are their own. Employers differ, and these are three examples. One institution's policy

Say the voice to the reporter in a sentence, early: "I'm speaking for myself as a volunteer, not for the library board." "I can talk about my research. I'm not speaking for the university." If you do not say which voice you are using, the reporter chooses a description for you.

Who to ask

If you speak for an organization, or if your employer has a media policy, ask before you agree. Look for a communications office, a public information officer, a media contact on the employer's website, or your supervisor. NC State asks faculty and staff to contact News Services before responding to media. Ask the contact two things: who is authorized to speak, and whether you may speak. Write the person's name or office in the "OK from" field of the request sheet. Ask the authority

Some group speech by employees about working conditions is legally protected. The National Labor Relations Board (NLRB) describes federal protection for employees who act together to improve working conditions, and gives the example of poultry workers who were fired after telling their story to a local newspaper (NLRB, Protected Concerted Activity). Whether that protection covers you is a question for a lawyer or the NLRB.

3. Ground rules: on the record and the other terms

The ground rules are the terms under which a reporter may use what you say. They are set before you say anything. This manual teaches one default and one way to change it.

The default: everything is on the record. On the record means the reporter may quote you by name. SciLine says the default is that anything you say may be quoted and attributed to you (SciLine, Five tips for scientists speaking to reporters). The University of Texas at San Antonio (UTSA) says talk before and after the interview counts too (UTSA, Preparing for a media interview). AP and The Washington Post both begin interviews presuming they are on the record, and the Post adds that inexperienced sources should know they are talking to a reporter and should not be surprised to see themselves quoted. Our default

Changing the terms takes the reporter's yes first. Poynter, a journalism nonprofit, describes the order: the source asks, the reporter agrees or refuses, and only then does the source decide whether to share (Poynter, 'On background' is common journalism lingo). It reports a case in which a newsletter published an email marked "OFF THE RECORD" because the reporter had not agreed to the label. A public-radio reporter on a SciLine panel said the same: saying the words mid-answer does not make it so (SciLine, Ask a Reporter Anything). Agreement first

The terms, as one outlet defines them

The words below have no single meaning across newsrooms. This table gives AP's definitions so you can see what the vocabulary tries to do. In a real conversation, use plain words and settle the meaning before you speak.

AP itself says that people understand "off the record" and "on background" differently, and it requires a discussion that sets the ground rules explicitly before any interview where anonymity is expected (AP, News Values and Principles: Telling the Story). One outlet's policy The Post, Poynter and the CDC chapter use some of the words differently, and the side-by-side is under Go deeper.

How to ask for a condition

1. Say the condition before you share the information. "Before I tell you this, I need it to be unattributed."
2. Use plain words, not the labels. "You can use this, but not my name or my job title."
3. Wait for a yes in words. "Yes" or "agreed" settles it. Silence, "okay, go ahead" without the terms, or a change of subject does not.
4. If the reporter says no, decide whether to say it. You can stop, change the subject or offer something you are comfortable seeing in print under your name.

The Post says a quote that has been given on the record stays there: a source may add to a quote, but may not change the terms after the fact (one outlet's policy). Once you say something, the terms are the ones you agreed to before saying it.

If you record

You can record your own interview. The CDC chapter says you may record sensitive interviews yourself, provided the reporter knows. Say so aloud at the start: "I'm recording this on my phone so I have an accurate copy." Recording laws vary by state, and some states require everyone's consent. This manual does not give legal advice about recording. The Reporters Committee for Freedom of the Press publishes a state-by-state guide (see Go deeper). Varies by state

4. Decide and reply

You now have the answers to the nine questions, a checked reporter, a voice and the ground rules. Choose one of four replies. SciLine says to reply quickly even if you decline, because reporters on deadline move on to the next person.

Two points about declining. A short, polite reply is enough; you do not have to give a reason. And declining does not stop the story. AP says it makes significant efforts to reach people a story shows in a negative way and, if it cannot reach them, says what it tried, so a story may note that someone declined or could not be reached. Typical practice

If you are unsure, ask for time and give a specific moment when you will answer: "I'll tell you by 2 p.m." Then keep it.

5. See it See it

Dana does not reply yet. She reads the email twice and fills in the request sheet.

Dana's reply goes out Wednesday evening, in a few sentences.

Under these assumptions, Dana has a yes with a time, and her reply asks the open questions. Two facts stay open until Jen answers: what time the photographer comes, and whether the paper leaves out the address. Neither blocks the interview. If Jen says the call is recorded, Dana says at the start that she is recording her side too.

Newsrooms publish how they describe their own handling of sources. These two pages show what reporters are told, and so what you can reasonably expect:

• NPR Ethics Handbook, Fairness: what NPR says guests should know about editing, and about when the interview starts and ends.
• AP, Telling the Story: one wire service's definitions, and its rule that interviews begin on the record.

6. Practice Practice

Minimum: write the four questions and their answers on the request sheet for one real or practice request, check the reporter, and write a reply with a time. Time: about 30 minutes. Materials: a phone, the request sheet and the reporter's message. If you do not have a real request, use Dana's email above and answer as though it came to you.

1. Open the request sheet and fill in the reporter, outlet, story, audience, deadline, format and live-or-taped fields from the message. Leave a field blank if the message does not say.
2. Write the questions you still need answered on the "What I asked" list. Put the answer next to each one as you get it.
3. Check the reporter by the steps in the check section, and write what you did.
4. Choose your voice. If you speak for an organization or have an employer's policy to check, write the person or office you will ask, and ask before you reply.
5. Choose a reply and write it in four sentences or fewer, with a time in it. Read it aloud once.
6. Write the sentence you will say at the start of the interview: which voice you speak in and, if you record, that you are recording.

Work goes into the request sheet and the "What I asked" list, which are the essential sheets for this chapter. The ground rules checklist is optional on a first pass.

7. Your interview Your interview

8. Check your work Check your work

Criteria

• Does the request sheet show the reporter, outlet, story, audience, deadline and format?
• Did you ask for the topic and the kind of questions, not a script?
• Did you check the reporter through the outlet, and write how?
• Can you say in one sentence which voice you speak in?
• If the voice is an organization's, or your employer has a policy, did you ask the person or office who settles it?
• Does your reply include a time you can keep?
• Did you treat everything as on the record, and agree any other terms before you said anything?

Worked example

Dana's sheet on Wednesday evening (fictional) has a reporter, outlet, story, deadline and format, and her reply is a yes with a time. The photographer's time and the address question are still open, and the sheet labels them that way. Her voice is her own, so she asked no one for permission. She wrote down how she checked Jen: the paper's main number and Jen's articles. She planned the sentence she will say at the start of the call: "I'm Dana Ruiz, and I run the Eastside Tool Library. I'm speaking for myself." Against the criteria she meets all seven, with two facts open and named.

Common mistakes

• Agreeing on the first call, while the reporter waits. You can ask for a few minutes. Notice it when you hear yourself say "sure" before you have written the deadline.
• Checking the reporter with the number in the email. Notice it when your only evidence is the message itself.
• Saying "off the record" in the middle of a sentence. Notice it when you think "you can't use that." Agree before you speak, or leave it out.
• Leaving the voice unsaid. Notice it when a reporter might describe you as "a spokesperson" and you are not one.
• Assuming a policy covers you, or does not. Notice it when you cannot name the person you asked.

What is still unresolved

This chapter does not settle what the story will say, how your words will be used, or whether your employer's policy applies to you. The outlet settles the first two, and How a story gets made explains how a story is made. The communications office, a lawyer or the NLRB settle the third. Your main points builds the main point you will use once you have said yes.

9. Knowledge check and scenario

Checklist

• The request sheet shows the reporter, outlet, story, deadline and format, and a decision with a time.
• I wrote how I checked the reporter, and which voice I speak in.
• If I speak for an organization or have an employer's policy to check, I wrote the person or office I asked.
• I read the ground-rule terms side by side and wrote the plain-words version of any condition I might ask for. (Go deeper; optional)