For use when the subject has requested an email interview or if you only have one or two simple questions for a source:
1. Clear subject line. “Interview request from Purdue Exponent.”
2. Introduce yourself. “My name is Jane Natt, and I am a reporter for the …
3. Tell them the project and what their part will be. “I am writing a story on … and I wanted your reaction to …” Why? Some people might be willing to be interviewed on some topics but not others. (i.e. I will not give my opinion in print on anything political)
4. Don’t inundate them with questions. You should be able to find out some things yourself. (i.e. If the CEO of 1stdibs is coming to speak at Purdue, your questions should not be, Who is the CEO? What is 1stdibs?) When I open up an email with a lot of questions, I groan. I put it off. (Now, obviously, a PR person is willing to answer more questions than a regular source, but again, don’t insult them)
5. Give them plenty of time. At least a week (minimum) if possible for non-deadline stories. And don’t include the weekend. People don’t work on the weekend. People don’t work at night.
6. Remember, you might need to ask a follow-up question/questions based on your first responses. That means you really have to plan timewise. Also, you can’t keep peppering sources with emails. One follow-up email is really it.
7. Use proper grammar, etc. You want to seem credible.
8. Thank them!
COM252: Writing for the Mass Media 