Marketing Media Relations Policy

I. Purpose

The purpose of this Marketing Media Relations Policy is to establish guidelines for effectively managing and coordinating all interactions between [Your Company Name] and the media.

II. Scope

This policy applies to all [Your Company Name] employees, contractors, and third parties who are formally authorized to speak on behalf of the company.

III. Policy Statement

[Your Company Name] is committed to providing accurate, consistent, and timely information to the media. All media inquiries should be directed to the designated Media Relations Officer or department.

IV. Procedures

A. Initial Contact

Directing Inquiries: All media inquiries should be directed to [Media Relations Officer’s Name, Contact Details].

Recording Details: Any employee who receives a media inquiry must record the journalist's name, affiliation, contact information, and deadline, and forward this to the Media Relations Officer immediately.

B. Response Guidelines

Response Time: The Media Relations Officer should respond to all media inquiries within [time frame, e.g., 24 hours].
Authorized Spokesperson: Only the Media Relations Officer or a designated spokesperson may respond to media inquiries.

C. Press Releases

Drafting: The Media Relations department will be responsible for drafting all press releases.
Approval: All press releases must be approved by [Approving Authority, e.g., Marketing Director, CEO] before distribution.
Distribution: Press releases will be disseminated through approved channels, including [channels, e.g., PR Newswire, Company Website].

V. Crisis Management

Notification: In the event of a crisis, the Media Relations Officer should be notified immediately.
Crisis Team: A crisis team, led by [Crisis Team Leader], will assemble to manage the situation.
Statements: Only approved statements may be released to the media during a crisis situation.

VI. Monitoring and Reporting

Media Monitoring: Media mentions should be tracked through [Monitoring Tools, e.g., Google Alerts, Mention].
Reporting: A monthly report detailing media interactions should be prepared by the Media Relations Officer and reviewed by [Reviewing Authority].

VII. Violations

Failure to adhere to this policy may result in disciplinary action, up to and including termination.

VII. Review and Revision

This policy will be reviewed annually or as required. Any changes will be communicated to all relevant stakeholders.

Policy Effective Date: [Effective Date]

Last Reviewed: [Last Reviewed Date]

Approved By: [Approving Authority’s Name]

For Queries, Contact:

[Media Relations Officer’s Name]
[Contact Details]

This policy serves as a comprehensive guide to maintaining a consistent and professional media relations strategy for [Your Company Name]. By adhering to these guidelines, we aim to foster a positive and transparent relationship with the media.