On the record, background, off the record: agree terms first

Assume every exchange with a reporter is on the record unless the reporter explicitly agrees to different terms before the information is shared. "Background" and "off the record" do not have universal meanings. Define the attribution and use conditions in plain language and obtain an affirmative agreement.

The Associated Press definitions provide a useful starting point

The Associated Press requires reporters and sources to discuss ground rules explicitly before an interview that involves anonymity. AP uses these definitions:

Term	AP definition	What the source should confirm
On the record	Information may be used with the source named	Correct name, title, company, and any relevant affiliation
Background	Information may be published under negotiated conditions	Exact attribution, such as "a company executive with direct knowledge"
Deep background	Information may be used without attribution	Whether the outlet uses this category and how the information may appear
Off the record	Information may not be used for publication	Whether it may guide further reporting and what information is covered

These are AP's rules, not universal industry definitions. Reuters instructs its journalists to make ground rules clear in its standards on sourcing. Ask the specific reporter to state the outlet's meaning.

Ground rules must precede the sensitive information

Use this sequence before an interview or briefing:

Identify everyone participating and their role.
State the proposed rule in operational terms.
Define which information or portion of the conversation it covers.
Define the attribution that may appear, if any.
Ask the reporter to confirm agreement.
Record the agreement in the meeting notes or a written message.
Announce any transition back to on-the-record discussion and obtain acknowledgment.

For example:

Before we continue, may we discuss the next point on background, attributable to "a company executive with direct knowledge of the deployment"? This applies only to the deployment timeline, and we will return to the record when I say so. Do you agree?

Wait for the answer. Saying "off the record" immediately before or after revealing a fact does not bind a reporter who did not agree.

The narrowest workable restriction serves both sides

Prefer on-the-record information because readers can assess a named source's role and interests. AP permits anonymous sourcing only under defined conditions, including that the information is vital, unavailable on the record, and supplied by a reliable source with direct knowledge.

Use background when the information has legitimate public value and the source faces a concrete reason that naming would be inappropriate. Negotiate an attribution that tells the audience enough to evaluate the source. A vague description can make the information unusable.

Use off-the-record discussion sparingly. Clarify whether the reporter may pursue the information through other sources. Do not use it to float unsupported claims, attack a competitor anonymously, or avoid accountability for a statement that can be made on the record.

An embargo is separate from attribution

An embargo governs when agreed information may publish. Ground rules govern whether and how the source may be identified and the information used. A conversation can be on the record under embargo, on background under embargo, or on the record with no embargo.

Confirm both dimensions separately:

The information is on the record and may be attributed to [name and title]. It is under embargo until [month day, year] at [time and time zone]. Do you agree before we send the materials?

How news timing works covers the complete embargo and exclusive workflow.

Publication review remains an editorial decision

Ground rules do not create quote approval, headline approval, or a right to review the story. AP's interview guidance states that AP does not show sources the story or allow them to edit quotes before publication, although a reporter may independently verify a quote or fact. Reuters likewise permits factual checks initiated by the newsroom while prohibiting source vetting of full stories.

A source may offer primary records, answer verification questions, and correct a specific factual mistake. Keep a written record of supplied facts and agreed terms. If a source says something inaccurate, correct it promptly rather than trying to redefine the entire conversation after it occurs.