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

Assume an exchange with a reporter is on the record unless the reporter agrees to other terms before sensitive information is shared. "Background" and "off the record" do not have universal meanings. Require the provider to check the outlet's rules, define attribution and use conditions, prepare the spokesperson, and preserve the agreement.

Translate every label into attribution and use rights

The Associated Press standards provide a reference:

AP tells reporters to assume interviews are on the record and negotiate conditions at the start. It also says information can generally be pursued with other sources for on-record use. Reuters' sourcing standards tell journalists to make ground rules clear and prefer named sources.

These policies are newsroom-specific. The provider should ask the assigned journalist for the applicable meaning and get an affirmative answer before the restricted portion begins. A label stated after disclosure cannot undo what the source already said.

Preparation must assign company and provider authority

The communications owner decides whether to seek special terms and which spokesperson may disclose the information. The fact owner verifies the material. Legal, compliance, privacy, or security owns specialist risk. The spokesperson controls what they say.

The provider should research the outlet, explain the tradeoff, document agreed terms, and escalate unclear conditions. It cannot accept company risk or force a journalist to accept restrictions. The journalist may decline the terms or interview.

Evaluate the preparation brief for:

• the format, participants, recording or livestream status, and deadline;
• approved facts, source documents, disclosure boundaries, and escalation owner;
• proposed attribution, permitted use, covered topic, and transition point;
• an alternative if the journalist declines the proposed terms; and
• a record owner for the agreement and follow-up evidence.

This is company governance rather than a request for scripted answers. Use media-training acceptance criteria to judge spokesperson preparation.

Timing, attribution, and confidentiality need separate decisions

An embargo concerns when information may publish. Ground rules concern its use and source identification. Require separate records for each and use the news-timing decision for embargoes and exclusives.

Company confidentiality classifications also serve a different purpose. Do not share trade secrets, personal data, privileged material, customer-confidential information, or unreleased security details merely because a background condition was accepted. Reporting companies need a securities-law escalation path because SEC Regulation FD governs certain selective disclosures of material nonpublic information.

Use extra review for litigation, investigations, minors, whistleblowers, acquisitions, earnings, and regulated products. For recording, translation, group briefings, or cross-border exchanges, assign a specialist to decide consent, privacy, preservation, and disclosure requirements.

Ground rules do not create editorial approval

AP's published interview guidance says it does not provide stories, images, or quotes for source review, though its reporters may check a quote. AP may provide general topic areas while reserving the right to ask other questions. Reject provider promises of question control, quote or headline approval, favorable coverage, or endorsement.

After the interview, retain the terms, participants, supplied evidence, follow-up answers, and correction requests. A provider may identify a specific factual error. The newsroom decides whether to change independent editorial work.

Funding disclosure. PressFriendly sells media relations and media training. Buyers should test our ground-rules preparation against the same newsroom-policy, ownership, and escalation criteria.