Email interviews are a trusted tool for journalists seeking information. But with more messages than ever competing urgently for attention in our inboxes, there are a few extra ways to stand out and get the responses you need:
- Include your questions in the initial interview request. People are more likely to respond if they know what you really want from them and how long it will take them to provide it.
- Place your questions directly in the body of the e-mail. Do not include them as an attachment.
- Question order matters. Ask your most important question first. It conveys that you take their work seriously and that you aren’t going to waste their time.
- Use open-ended questions. You may not have an opportunity for follow-up, so closed questions that generate yes/no answers won’t be as helpful as exploratory questions that ask how or why.
- Keep questions simple and answerable, one at a time. If you ask a double-barreled question, they may only give you part of the information you want.
- In complex subjects, ask for examples or analogies. They can help subjects step away from the formality of an email response.
- Avoid a lengthy list of questions. If you have more than 3-5 questions and it will take them longer than 15-20 minutes for them to answer by email, share the questions and request a phone interview.
- Describe as much about the story you are reporting as you can so the subject knows what you are after, and indicate what you know so they don’t direct you to generic statements or their website.
- Give them the opportunity with the last question to add anything that you may not have asked.
- And now more than ever, remember basic email etiquette: use the subject line to clearly and concisely convey your request in 5 or 6 words; explain your purpose and deadline in the first sentence of your email; and ask for links to any additional materials or resources.
If you don’t hear back, assume your email could have been filtered into junk or spam unintentionally and try sending again from another email address.
Share your tips for email interviews and we’ll feature them in a future newsletter.