PR TOOLKITMedia Relations

Handling Reporter Inquiries

Use this page when a reporter reaches out, asks questions, requests a statement, or needs help coordinating an interview.

First response

Pause, acknowledge, and route the request.

Reporters may reach out after hearing a tip, seeing something on campus, or looking for more information. The first goal is to keep the interaction professional without answering questions before the right people review the request.

Say this first

Thanks for reaching out. I’m going to gather the right information and route this to our communications team. Can you send your questions, deadline, outlet, and story angle by email?

Do not do this

  • Do not answer questions on the spot.
  • Do not agree to a live interview.
  • Do not speculate or speak outside approved information.
  • Do not assume anything is off the record.

Rule of thumb: Be helpful and responsive, but do not provide a statement, interview, or detailed answers until Chartwells Communications has reviewed the request.

Get details

Collect the context before anyone responds.

Questions in advance help the team understand the angle the reporter may take, spot potential red flags, and prepare the right response.

01

Ask for the questions

Request the questions in writing so the team can review the exact ask and determine what information is needed.

02

Ask for the deadline

Confirm when they need a response, whether the deadline is hard, and what format they need.

03

Confirm the outlet

Capture the reporter name, publication or station, contact information, story topic, and whether they are requesting an interview.

04

Flag the situation

Note whether the inquiry involves a sensitive issue, client concern, camera crew, negative angle, deadline pressure, or request for live commentary.

Draft answers

Prepare proposed answers before sending anything externally.

Once the questions arrive, draft concise proposed answers with the information available. The communications team can then review, refine, and approve the response path.

Include in the draft

  • The reporter's exact questions.
  • Proposed answers or available facts.
  • Known unknowns or details that still need confirmation.
  • Recommended spokesperson, if an interview is being requested.

Keep answers tight

  • Use plain language and short sentences.
  • Stick to verified information.
  • Avoid acronyms, speculation, or internal context that could confuse the reporter.
  • Do not include anything you would not want quoted.

Approval

Send the request to Chartwells Communications.

The communications team should review reporter questions, proposed answers, outlet information, and any interview request before a response is provided.

Approval reminders

  • Live interviews are not permitted without advance approval.
  • Approvals must be acquired before moving forward.
  • If a deadline is urgent, clearly mark the timing in the email subject or first line.
  • Loop in campus communications partners when they own the local media relationship.

Urgent situations

If media is already on campus, switch to the camera crew protocol.

If a reporter or camera crew appears unexpectedly, the response needs to move faster. Keep interactions calm, avoid on-the-spot comments, and alert the right people immediately.

Immediate actions

  • Ask who they are, what outlet they represent, and what they are covering.
  • Do not provide a statement or live interview without approval.
  • Notify Chartwells Communications and the appropriate campus contacts right away.
  • Document the request, timing, location, and any questions asked.