On the record, background and off the record in a journalism interview consent form
These four terms are used loosely in everyday speech but mean specific things in journalism. Confusion between them is the single biggest source of complaints after publication. Always agree the basis before the conversation starts.
A standard interview consent form might focus on recording, but in journalism, the status of information is paramount. If you are also producing audio, you might need a podcast interview consent form to cover distribution rights effectively.
- On the record: everything said can be published and attributed to the speaker by name.
- On background: the information can be used, but the source cannot be named — often called "a person familiar with the matter".
- Off the record: material is for the journalist's understanding only and must not appear in the piece.
- Deep background: the journalist may use information to guide reporting but cannot attribute it to any source.
These terms carry different meanings across outlets. Write the agreed definition on the form itself. Do not assume both parties share the same understanding of journalistic jargon.
Attribution and how names appear in print
Attribution is not all-or-nothing. An interviewee might agree to be named but ask to omit their job title. They might prefer a partial identifier like "a former employee" instead.
Record the exact wording that will be used. A journalist working weeks later may render it differently from what was agreed. If your story involves international movement, you might also look at travel consent forms for related documentation needs.
If the interview covers a sensitive personal matter, get attribution wording in writing. Even for on-the-record talks, this removes any ambiguity about how identifying the description will be in the final piece.
The right to quote and the absence of copy approval
Reputable outlets do not offer interviewees the right to review stories before publication. A consent form should say this plainly. This prevents the interviewee from assuming they have editorial control.
You can offer a commitment that direct quotes will not be altered in meaning. They might be trimmed for length or tidied for readability. This is different from the extensive releases used for a media interview consent form where b-roll is involved.
Some journalists offer to read back quoted material for accuracy checking only. This does not extend to the surrounding article. Say so explicitly and distinguish it clearly from copy approval on your form.
Source protection
Interviewees trust journalists to protect their identity on background or off the record. This sometimes happens under legal pressure. Include a written note of the outlet's source protection commitments.
Detail whether notes are anonymised and how contact details are stored. State if the outlet would resist a court order to disclose a source. This gives the interviewee a realistic picture of the risks.
Embargoes and publication timing
An embargo is an agreement that information will not be published before a stated time. It is common for announcements or reports. It only works if both sides agree it explicitly in writing.
Include the exact date and time zone. A consent form is a convenient place to record this agreement. This is especially useful for interviews tied to product launches or court judgments. For filmed content, see the video interview consent form for visual embargo details.
Corrections after publication
Once a piece is published, the interviewee's recourse for a factual error is the outlet's corrections process. They cannot simply request to alter a quote they later regret giving. Stating the process on the form sets realistic expectations.
Explain who to contact and what counts as a factual correction. Distinguish this from a disagreement with editorial framing. This reduces post-publication friction and legal threats from sources.
When freelancers and student journalists should use a written form
Staff reporters often rely on verbal agreement and house style. They are backed by an editorial team and legal department. Freelancers and independent podcasters do not have that corporate backing.
A written form protects them as much as the interviewee. It creates a clear record of what was agreed if a dispute arises later. It is a vital tool for anyone working without a large legal team behind them.