Purpose of This Checklist

This checklist exists to help FSOs:

  • engage journalists without overexposing policy,
  • provide usable information without losing control of meaning,
  • and avoid common failure modes that escalate coverage unnecessarily.

This is not about persuasion.
It is about accuracy, boundaries, and credibility.

1. Before You Speak to a Journalist

(Preparation phase — most important)

A. Clarify the Engagement

  • Who is the journalist? Outlet? Beat?
  • Is this:
    • on the record,
    • background,
    • deep background,
    • or informal context?
  • Who else might they be speaking to?

Rule:
If terms are unclear, assume on the record.

B. Define Your Authority

  • What are you authorized to speak on?
  • What topics are explicitly out of scope?
  • Is there cleared language you should stick to?

Rule:
If you cannot identify your authority, do not expand the conversation.

C. Identify the Likely Angle

Ask yourself:

  • Why is this journalist calling now?
  • What is the likely headline?
  • What fact are they trying to confirm?

This is not cynicism—it is situational awareness.

2. During the Briefing

(Execution phase — discipline matters)

A. Lead With Facts, Not Framing

  • Dates, actions, procedures come first.
  • Avoid adjectives that imply judgment or motive.

Good:
“The Embassy issued a security alert on December 15.”

Risky:
“We were deeply concerned about the deteriorating situation.”

B. Use Short, Declarative Sentences

Journalists write fast.
They will compress your words.

Rule:
If a sentence cannot stand alone in print, rewrite it.

C. Answer the Question You Are Willing to See Quoted

Journalists may paraphrase, but they rarely invent.

Rule:
Answer only what you are prepared to read the next day.

D. Hold the Line on Boundaries

Acceptable boundary language includes:

  • “I can’t speculate on that.”
  • “That’s not something I can comment on.”
  • “What I can say is…”

Avoid:

  • “Off the record, but…”
  • “Just between us…”
  • Hypotheticals.

E. Do Not Fill Silence

Silence feels uncomfortable.
In journalism, it is often edited out.

Rule:
If you’ve answered, stop.

3. After the Briefing

(Post-engagement discipline)

A. Document What Was Said

  • Note:
    • date/time,
    • journalist/outlet,
    • key points covered,
    • any sensitive boundaries.

This protects both you and the institution.

B. Alert PD / Front Office as Needed

Especially if:

  • the topic is sensitive,
  • the journalist pushed boundaries,
  • the issue may escalate.

C. Do Not “Correct” Through Backchannels

If a correction is needed:

  • use formal channels,
  • be factual and concise,
  • avoid emotional language.

4. Common Embassy Failure Modes (Avoid These)

  • Over-explaining policy rationale
  • Speculating about future actions
  • Answering hypotheticals
  • Assuming context will be preserved
  • Contradicting other Embassy or State statements

These failures rarely help—and often become the story.

5. The Embassy Press Golden Rules

  1. Accuracy beats speed.
  2. Clarity beats cleverness.
  3. Boundaries are respected by journalists who respect you.
  4. If you wouldn’t put it in writing, don’t say it.
  5. Not every question requires an answer.

6. Why This Checklist Works

This approach aligns with how journalism actually functions:

  • Journalists need quotable facts.
  • Editors need defensible attribution.
  • Audiences need clarity.

By meeting those needs without exceeding authority, embassies protect credibility and reduce risk.