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What to do When You Call the Reporter

  • Prepare your pitch. Have your news fact sheet/news release in front of you and be able to deliver the information quickly and concisely using the 5Ws.

  • Know when people involved in your story will be available for statements and/or photos and have thier contact information handy

  • Call the appropriate reporter/editor. Use a media directory. It will save you countless hours. 

  • Watch and read the outlet to find out who would be the reporter most interested in your story. If you do not know whom to call, check with the company operator to find out who covers your specific area of interest.

  • Identify yourself and ask if the reporter is on deadline

  • If so, ask when you might call back

  • If not, ask if the reporter has a couple of minutes to hear about your story

  • Deliver your story idea in a brief, clear statement

  • If you have the wrong person, ask the reporter to suggest an another contact

  • Answer any questions the reporter might have

  • Ask if you can mail, email or fax your news release/fact sheet to the reporter

  • Get the appropriate address and add it to your database

  • Ask when the story will run

  • Ask if or when you should call back to follow up on the story idea

  • Thank the reporter for his/her time

  • When the story appears, write a short thank you to the reporter.


  • Obtain a copy of the story for your files

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