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Sample Template for
Pre-scripted, Initial Response to Media Inquiries
Here are some suggestions for responses to the media when you
are still in the process of assembling facts for the initial
press release statement. Remember: getting the facts is a
priority. It is important that your organization not give in to
pressure to confirm or release information before you have
confirmation from your subject matter experts and approval
authorities.
Pre-scripted Responses
If on phone to media:
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“We’ve just
learned about the situation and are trying to get more
complete information now. How can I reach you when I have
more information?”
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“All our
efforts are directed at bringing the situation under
control, so I’m not going to speculate about the cause of
the incident.” How can I reach you when I have more
information?”
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“I’m not the
authority on this subject. Let me have (name) call you right
back.”
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“We’re
preparing a statement on that now. Can I fax it to you in
about two hours?”
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“You may check
our web site for background information and I will
fax/e-mail you with the time of our next update.”
If in person at
incident site or in front of press meeting:
This is an
evolving emergency and I know that, just like we do, you
want as much information as possible right now. While we
work to get your questions answered as quickly as possible,
I want to tell you what we can confirm right now:
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At
approximately (time), a
(brief description of what
happened).
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At this
point, we do not know the number of
(persons ill, persons exposed,
injuries, deaths, etc.).
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We have a
(system, plan, procedure,
operation) in place for just such an emergency
and we are being assisted by
(police, FBI, EOC) as part of that plan.
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The
situation is (under) (not yet
under) control and we are working with
(local, State, Federal)
authorities to (contain this
situation, determine how this happened, determine what
actions may be needed by individuals and the community
to prevent this from happening again).
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We will
continue to gather information and release it to you as
soon as possible. I will be back to you within
(amount of time, 2 hours or less)
to give you an update. As soon as we have more confirmed
information, it will be provided.
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We ask for
your patience as we respond to this emergency.
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