Three terms reporters use that you need to know

What on the record, off the record, and background really mean.

Here’s the scenario: A reporter calls you about a topic that is tricky to navigate. Maybe it’s a politically sensitive issue. Maybe it involves confidential information. Or maybe you just don’t want to get stuck in the middle of someone else’s disagreement.

So, you tell the reporter that you don’t want to do an interview with them. The reporter, who is probably clued in to the sensitive nature of the topic they’re writing about, responds: “Could we talk on background or off the record?”

Now what?

Most people freeze. They either say yes without really understanding what they're agreeing to, or they make a knee-jerk reaction to decline, without making a strategic choice.

Knowing what these terms mean gives you the power to decide if this is the right moment to advance the conversation around an issue or if it is the right moment to decline an interview.

What do “On the Record”, “Off the Record”, and “Background” really mean?

It’s important to be very clear about what the terms on the record, off the record, and background mean. (Credit to the Associated Press Stylebook for the definitions. Reputable reporters will know, and adhere to, these guidelines.)

On the record – The information provided to a reporter can be used with no caveats, quoting the source by name.

Once you start talking to a reporter, unless you have specifically discussed other terms, you are “on the record.” Any information you share in your conversation can be used in their story, and you can be quoted directly.

On background – The information provided to the reporter can be published but only under conditions negotiated with the source.

Generally, sources (that’s you) speaking “on background” do not want their names published but will agree to a description of their position. For instance, “a senior White House official” or “a source close to the negotiations.”

Sources speaking “on background” often allow the information they provide to be used in the story, but do not want to be directly quoted. For example: A source close to the negotiations told the Associated Press that tensions were high and environmental groups were considering walking away from the talks.

You can discuss all of this with the reporter and reach an agreed-upon method of inclusion in the story. If the reporter cannot meet the terms you are comfortable with, you can decline the interview.

Off the record – The information cannot be used for publication.

Reporters will often agree to an “off the record” conversation as part of their information gathering for a story. For example, during the Watergate scandal, Bob Woodward and Carl Bernstein of the Washington Post gathered information from many sources “off the record” as they tried to piece together what had happened. Once they had enough information, they would reach out to official sources for “on the record” confirmation but never include the “off the record” information in news articles.

Generally, reporters strongly prefer “on the record” information. Deciding when and how to work with a reporter is a strategic decision for you and your organization to make.

Before you agree

It’s important to note that these definitions apply to phone, in-person, email, social media, or text conversations.

If you are interviewed by a reporter but do not want to be quoted or named in the article, or if you don't want the information used at all, you will need to explicitly negotiate the terms of the interview with the reporter. You can ask a reporter to include the information from your interview “on background” or “off the record.” But you must do this before you share information.

I recommend never speaking to reporters “off the record” unless you have a very good reason to do so. Often, if you don’t want to be quoted, you probably shouldn’t be talking to a reporter in the first place.

Understanding these terms is about more than just knowing reporter lingo. It’s about having the knowledge to make strategic decisions when deciding whether or not to speak to a reporter about a sensitive issue.

If you’ve ever frozen when a reporter called, that's exactly what media training is for. Let's talk.

I work with teams, or one-on-one, to teach you how to handle media interviews with confidence, deliver your key messages clearly, and turn every media opportunity into a chance to advance your cause.  

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