How to reply to a journalist's press inquiry
Updated November 12, 2026
Reply fast, ideally within hours, because journalists work to deadlines. Ask what the story is about, when it runs, and what they need. Then choose: give a short written statement, offer an interview, or decline politely. Stay accurate and say only what's true. If you work for a company, check with whoever speaks for it first.
- Reply
- Within a few hours. Reporters often have same-day or next-day deadlines. If you answer after they've filed, your side isn't in the story.
What your reply should say
- Thank them and ask for the deadline, the topic and the exact questions.
- Confirm you are the right person, or point them to someone who is.
- Say what you can share: a written statement, an interview, or neither.
- Agree how you'll be quoted, for example by name and title.
3 replies you can copy
Pick the one that matches what you want to say, copy it, and change everything in [brackets].
1Send a statement
You want to give your side briefly and on the record.
Hi [Name], Thank you for reaching out. Here is a statement you can attribute to [Your name, title]: "[One or two clear sentences stating your position.]" If you need facts checked or a figure confirmed before you publish, please send me the sentence and I'll respond right away. When does the piece run? Best, [Your name]
2Set up an interview
You're happy to talk and have the time before their deadline.
Hi [Name], Thanks for contacting me. I'd be glad to talk about [topic]. What's your deadline, and roughly how long do you need? I'm available [day, time range] by phone or video. If you can send your questions ahead, I'll prepare so my answers are accurate and brief. Best, [Your name]
3Decline to comment
You can't speak on the topic, or it isn't allowed by your employer.
Hi [Name], Thank you for asking. I'm not able to comment on [topic] this time. You may want to contact [person or press office], who can speak to it. I appreciate that you thought of me, and I'd be glad to help on a different story. If your story changes and you want a comment from me on something different, please write again. Best, [Your name]
Already late? Send this instead
For when you are after their deadline late or more. Own the delay in one line, then do the job.
Hi [Name], Sorry I didn't reply before your deadline for the story on [topic]. I know that may have made things harder. If there is a follow-up, or you update the piece, I'd be glad to give you a statement or take a call. Just tell me what you need and when. Best, [Your name]
Mistakes to avoid
- Saying anything "off the record" unless you both agree on it beforehand, in writing.
- Guessing at facts you aren't sure of; say you will check and follow up.
- Speaking for your employer without permission from whoever handles press.
- Ignoring the email; silence can be reported as "did not respond."
Questions people ask
Should I ask for the questions in advance?
Yes, it's a normal request. Some reporters will send them, others will only share the topic. Either way, you can prepare short, accurate answers. If they won't share, ask for the topic and the angle. Reasonable reporters understand and often prefer it.
What if the inquiry is about my employer?
Don't answer on your own. Check whether your company has a press contact or a communications policy, and send the request to them. Tell the reporter that you've passed it on and give them the right contact. Reporters usually accept that and move on quickly.
More reply guides
How this page was made
Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.