PR & Comms Relations Pack

DECLINING A PR PITCH

To: [PR NAME]
From: [YOUR NAME], [PUBLICATION]
Date: [DATE]
Re: Your pitch — [PITCH SUBJECT LINE]

Dear [PR NAME],

Thank you for sending this pitch through. I have reviewed it but I am not able to take it forward at this time.

[Choose the most relevant reason:]
— This story does not fit our current editorial focus or forward planning.
— We have recently covered this topic and cannot return to it in the near term.
— The angle you have proposed does not currently meet our threshold for coverage.
— We do not accept product-led or brand-led content of this kind without commercial agreements (which would be handled by our advertising team, not editorial).

I am happy to receive future pitches that fit our editorial remit. [OPTIONAL: The kinds of stories that work best for us are: [BRIEF DESCRIPTION].]

Many thanks,
[YOUR NAME]
[TITLE], [PUBLICATION]
[EMAIL]

Note: This decline does not constitute an embargo or any agreement about the content of any story we may independently pursue.

EMBARGOED BRIEFING REQUEST

To: [PR / COMMS CONTACT NAME]
From: [YOUR NAME], [PUBLICATION]
Date: [DATE]

Dear [NAME],

I am writing to request an embargoed briefing on [SUBJECT / REPORT / ANNOUNCEMENT] ahead of its publication on [DATE].

I understand the briefing would be subject to an embargo until [DATE AND TIME, e.g. 00:01 on [DATE]]. I confirm that I am willing to accept this embargo on the following standard terms:

1. The embargo applies to [PUBLICATION NAME] and my own publication activities only. I cannot bind other journalists or publications.
2. The embargo is lifted if: (a) the information enters the public domain before the embargo date through another route; (b) the embargo is formally lifted by you in writing; or (c) the embargo date/time passes.
3. I will not share embargoed material with any third party unless they also accept the embargo in writing.
4. The embargo does not restrict me from pursuing independently obtained information on the same subject.

Please confirm the briefing arrangements, including whether the briefing is on the record, on background, or off the record, and the format.

Yours sincerely,
[YOUR NAME]
[TITLE], [PUBLICATION]
[EMAIL] | [PHONE]

OFF-THE-RECORD AGREEMENT

Date: [DATE]
Journalist: [YOUR NAME], [PUBLICATION]
Source: [SOURCE NAME / DESCRIPTION — use descriptor if source is confidential]
Subject of conversation: [BRIEF DESCRIPTION]

This note records the terms agreed before the conversation took place.

TERMS AGREED
[ ] OFF THE RECORD — Information shared in this conversation will not be published, attributed, or directly used without explicit further permission from the source.

[ ] BACKGROUND ONLY — Information may be used to inform reporting but will not be attributed to the source by name, title, or in any way that could identify them.

[ ] DEEP BACKGROUND — Information informs the journalist's understanding only and will not be referenced in any form in published work.

[ ] ON THE RECORD — All information may be published and attributed as agreed.

ADDITIONAL TERMS
[Note any specific restrictions: e.g. certain topics excluded from off-the-record protection, specific documents that may or may not be referenced, etc.]

CONFIRMATION
Both parties confirm the terms above were agreed before the conversation began.

Journalist signature: _______________________ Date: ___________
Source signature (optional): _______________________ Date: ___________

This document is retained by the journalist and held securely as part of the editorial record. Source identity is not recorded where anonymity has been requested.

POST-PRESS-CONFERENCE FOLLOW-UP

To: [PR / COMMS CONTACT]
From: [YOUR NAME], [PUBLICATION]
Date: [DATE]
Re: [EVENT NAME] — [DATE OF EVENT]

Dear [NAME],

Thank you for the press conference / briefing on [DATE]. I am following up with some questions that I was unable to ask in the session, or that require more detail than was given in the room.

My questions are:

1. [QUESTION — be specific and factual]
2. [QUESTION]
3. [QUESTION]

I am working to a deadline of [DATE AND TIME]. If I do not receive a response by then, I will note in my story that [ORGANISATION NAME] was asked the above questions and did not respond in time for publication.

Please also confirm: (a) any statements made at today's event that were given on background only, if different from what was stated in the room; (b) whether any materials distributed today are embargoed, and if so until when.

Thank you,
[YOUR NAME]
[TITLE], [PUBLICATION]
[EMAIL] | [PHONE]

COMPLAINT ABOUT MISLEADING PR

To: [PR PROFESSIONAL'S NAME AND/OR HEAD OF AGENCY/COMMS TEAM]
From: [YOUR NAME], [PUBLICATION]
Date: [DATE]
Re: Misleading information provided in connection with [STORY / DATE]

Dear [NAME],

I am writing to raise a formal concern about information provided to me by [NAME / YOUR ORGANISATION] in connection with my reporting on [SUBJECT], published on [DATE] or under preparation.

Specifically, I was provided with the following information:
[STATE THE SPECIFIC CLAIM OR INFORMATION PROVIDED]

I have since established that this information appears to be [inaccurate / misleading / incomplete / contradicted by documentary evidence] for the following reasons:
[EXPLAIN WHAT YOU FOUND]

I am requesting:
1. A written correction or clarification within [5 WORKING DAYS].
2. Confirmation of how this information came to be provided to me.
3. Any supporting documents that substantiate the original claim.

If you do not respond or if your response does not address my concerns, I will note in my published reporting that the information was provided by [ORGANISATION] and has been queried, along with whatever response is received.

I am happy to discuss this by telephone. Please contact me at [PHONE / EMAIL].

Yours sincerely,
[YOUR NAME]
[TITLE], [PUBLICATION]