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5 Tips for Responding to Reporters’ Media Relations Query

With countless responses from PR professionals to get their clients’ word out in the world, responding to reporters’ media relations queries effectively is the need of the hour. It doesn’t mean you send random responses only to slip into their inboxes. You might lose the chance to grab some eyeballs and get the desired attention.

When answering with striking responses to reporters’ media relations queries, you must take care of basic hygiene that will help you mark a difference. 

Here are 5 tips to save you time and effort when responding to journalists-

1. Prompt response

It’s always a good idea to respond to media queries promptly. Instead of waiting until the last day to share your responses, try to get back within the first few hours. Reporters are flooded with responses from several related professionals. So the sooner you share your answers, the better. 

2. Address the question

Before jumping to answer, read the question carefully and understand what the reporter is looking for. Avoid sharing links or folders or other resources for them to find the answers somewhere else. Send it to them precisely so they don’t have to waste a minute hunting later. 

3. Relevant answers

Journalists expect relevant responses and not some random statements not worthy of attention. The most common complaint from journalists is professionals sending irrelevant responses only to get the limelight. Mention the points that will make your message different and deliver it with utmost proficiency.

4. No sales

You have to remember that a media relations query list is not the right place to pitch your brand or services. It is going to be used as an expert opinion on the applicable subject matter. You can establish your brand credentials subtly, but it shouldn’t divert you from answering the question appropriately.

Only if it is a specific press release and the journalist is asking the questions based on that press release there we can talk about our products for a sales angle otherwise the aforementioned will be the scenario.

5. Wait till you hear back

After sending your responses, do not chase the journalist for a status update. Keep your resources prepared in case they might need something more from you. Be available to share any additional information, but following up with journalists constantly or nagging them for an update is not generally advisable. 

In A Nutshell

Responding to reporters’ media queries needs to be done efficiently and in a professional manner. With the above-mentioned pointers, we hope you will be able to get a better hit rate with media requests.

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