and How to Prepare Press Support for Ambassador / Principal Travel

1) What this artifact is

A staff-facing operational guide for Public Diplomacy (PD) officers and LES that explains:

  • what on-the-record, background, deep background, and off-the-record mean in practice,
  • how those terms are actually used (and misused) by journalists,
  • how embassy staff should set, confirm, and document rules of engagement,
  • and how to prepare and manage press support for Ambassador or senior-principal travel without creating institutional risk.

This is not a journalism primer and not a media-training manual. It is a risk-management and process guide grounded in Department practice and professional journalism norms.

State / official sources referenced directly:

  • State Department – Information for Journalists (press engagement norms, attribution expectations). (state.gov)
  • Office of Press Operations role and functions. (state.gov)
  • 10 FAM 130 – Remarks and Writings for the Media and General Public (clearance and approval expectations for official remarks/appearances). (fam.state.gov)

General journalism / professional sources used (explicit):

  • Society of Professional Journalists (SPJ) Code of Ethics (attribution, transparency norms). (spj.org)
  • Reuters Handbook of Journalism (widely used professional reference on attribution categories). (reuters.com)

2) Who this is for

  • PD officers and LES engaging journalists on behalf of the Mission
  • Staff supporting Ambassador, DCM, or senior-visitor press engagements
  • Officers preparing talking points, backgrounders, or briefings
  • Anyone who might speak to media—even informally—in an embassy context

3) How the work actually functions (process)

A) Attribution categories — what they mean in practice

These terms are not universal law; they are negotiated agreements. Embassy staff must define them explicitly every time.

On-the-Record

  • Information may be quoted directly.
  • Speaker is named and titled.
  • This is the default assumption unless otherwise agreed.

Embassy implication:
Anything on-the-record must be cleared if it could be interpreted as a U.S. Government position. (10 FAM 130).

Background

  • Information may be used and quoted.
  • Speaker is described generally (e.g., “a U.S. embassy official”).
  • Definitions vary by outlet.

Embassy implication:
Background is still attributable to the U.S. Government. Treat it as cleared messaging unless explicitly limited.

Deep Background

  • Information may be used but not directly quoted.
  • Attribution is vague (“officials said”).

Embassy implication:
This still shapes public narratives. It requires the same discipline as background and should not be improvised.

Off-the-Record

  • Information may not be published or attributed.
  • Used only for context.

Critical reality:
“Off-the-record” is honored unevenly across outlets and cultures. There is no enforcement mechanism.

Embassy implication:
Use sparingly. If disclosure would be damaging, do not say it.

(Professional norms summarized from SPJ and Reuters guidance.)

B) The rule that overrides all categories

If it would cause a problem if published, do not say it.

Attribution labels reduce risk; they do not eliminate it.

C) Setting rules of engagement (mechanics)

Before substantive discussion:

  1. State the terms explicitly
    “This is on-the-record.” / “This is background; please attribute to a U.S. embassy official.”
  2. Confirm understanding
    Ask the journalist to acknowledge the terms.
  3. Apply terms consistently
    Do not slide between categories mid-conversation without restating terms.
  4. Document afterward
    Note what was said, to whom, and under what terms.

D) Clearance and escalation

Under 10 FAM 130, official remarks and media engagements may require clearance depending on subject matter and audience.

Practical rule:

  • If the content states, implies, or clarifies U.S. policy, stop and clear.
  • If the journalist asks for speculation or future commitments, decline and escalate.

4) Common failure patterns (paired with corrections)

Failure 1 — Assuming shared definitions

Pattern: Staff assume “background” means the same thing to all journalists.
Correction: Always define attribution terms explicitly and confirm understanding.

Failure 2 — Casual off-the-record remarks

Pattern: Informal comments at receptions or during travel.
Correction: Treat all environments as potentially on-the-record unless terms are set.

Failure 3 — Using background to test policy ideas

Pattern: Floating ideas “just for context.”
Correction: Background is not a sandbox. Do not introduce uncleared policy concepts.

Failure 4 — Press improvisation during principal travel

Pattern: Staff answer press questions to “be helpful” when principals are unavailable.
Correction: Use cleared holding lines or say you will follow up.

5) Realistic scenarios (≥3)

Scenario 1 — Journalist asks for “just background”

A reporter says: “This is just for background.”

Correct response:

  • Ask: “How will this be attributed?”
  • If unclear, restate terms or decline.

Avoid: assuming “background” equals safe.

Scenario 2 — Ambassador travel, unscheduled press question

During a site visit, press ask about a sensitive local issue.

Correct response:

  • Use pre-cleared lines.
  • If outside scope, say: “We’ll follow up through the Press Section.”

Avoid: filling silence with speculation.

Scenario 3 — Post-meeting press follow-up

Journalist emails: “Can I quote you from earlier?”

Correct response:

  • Check notes.
  • Confirm agreed attribution.
  • If unclear, restate acceptable language before responding.

6) Checklists / templates (≥2)

Checklist A — Before Any Media Engagement

  • Attribution terms stated and acknowledged
  • Content cleared if policy-relevant (10 FAM 130)
  • Holding lines prepared
  • Escalation contact identified
  • Note-taking responsibility assigned

Template B — Press Support Plan for Ambassador / Principal Travel

Trip/Event:
Principal:
Press posture (open / limited / no press):
Cleared key messages:
Topics to avoid:
Attribution rules:
Press escort / handler:
Escalation contact:
Post-event reporting responsibility:

7) What not to assume / not to do

Do not assume

  • that journalists share the same attribution definitions you do
  • that off-the-record guarantees confidentiality
  • that informal settings reduce risk

Do not do

  • improvise policy or commitments
  • negotiate attribution mid-sentence
  • allow staff to speak to press without guidance during principal travel