How and When to Use "Off the Record" and "On Background"

Occasionally, when speaking to the media, it is necessary to share information that can not be attributed back to a source. Sometimes the information can be published, but not attributed. Sometimes the information cannot be published, but could provide valuable context or leads for the journalist. These situations can be navigated by properly invoking "off the record" and "on background." 

Here’s a breakdown of these terms, how they can be used and when they might come into play:

Publishable and attributable

Unless otherwise specified, every conversation with a member of the media should be considered "on the record". This means that all information discussed is publishable and attributable. This is why preparation for interviews is vitally important – you don’t want to get caught saying something that you’d rather not see in print.

The majority of conversations with reporters, producers, and editors will be "on the record". "Off the record" and "on background" conversations will be minimal, and the best way to build a relationship with the media is to be as helpful as possible, which means providing information that they can use in stories.

Publishable, not attributable

An “on background” conversation falls somewhere between on and off the record. When this format is evoked, it signals that the information discussed can be published, but without attribution.

When you read a news story that includes details attributed to “a person close to the matter” or “someone with inside knowledge”, it typically refers to a source who revealed information "on background".

“On background” can be an extremely effective PR tool to achieve a particular story. In many cases, it benefits both the source and the reporter. When information is not for public consumption, or someone is under an NDA, for example, attribution can prevent sensitive or damaging information from becoming public. 

Not publishable, not attributable

The official definition of “off the record” is: “not made as an official or attributable statement”. When speaking with the media, “off the record” indicates that the information being discussed is not for publication or print. It serves as a professional tool that allows public figures and publicists to speak freely to reporters without fear that the information will be made available for public consumption.

Properly using “off the record” requires a few key tenets.

First, it must be acknowledged before information is divulged. It cannot be used retroactively. If you say something during an interview and then claim “that’s off the record” after making a statement you don’t want public, that doesn’t apply. The conversation must be defined as “off the record” from the get-go.

Second, it must be confirmed by the reporter (or editor or producer).

Without both, the conversation is not technically "off the record" and is considered available for publication.