Help A Reporter Out (HARO) is an online platform connecting journalists who need expert commentary with sources who can provide relevant insights. This system offers professionals a direct path to securing public relations mentions, which leads to high-quality backlinks and establishes industry authority. Success on the platform relies on the precision of the pitch, not the volume of responses. This guide outlines the execution of a successful response to maximize the probability of being quoted in a major publication.
Filtering and Prioritizing Queries
An effective HARO strategy begins with a disciplined filtering process, focusing only on opportunities where the source is a genuine authority on the subject matter. Reading the query’s subject line and the initial summary is necessary to ensure the request aligns perfectly with your core expertise and professional background. Responding to queries that are only tangentially related will dilute your efforts and damage your credibility with journalists.
Prioritization is influenced by the publication’s authority and the urgency of the deadline. Queries from high-domain-authority outlets should take precedence due to the value of the eventual media mention. Journalists often work on tight editorial timelines; therefore, a query with an immediate or same-day deadline may offer a higher chance of success due to lower competition. Filtering by keyword and setting up email alerts for your niche streamlines this process.
Analyzing the Reporter’s Needs
Once a query is selected, analysis of the reporter’s specific requirements is necessary before composing the pitch. Sources must identify the exact angle the reporter is pursuing, often hinted at in the phrasing of the questions or the summary description. Understanding the narrative helps tailor the response to directly feed into the journalist’s editorial framework, making the quote easier to use.
Sources must adhere to any explicit instructions regarding the desired format, required length, or specific profile of the person who must provide the quote. For example, if the query states the source must be a Chief Executive Officer or have over ten years of industry experience, those are non-negotiable prerequisites. Ignoring these explicit parameters signals a lack of attention to detail and disqualifies the pitch, regardless of the quality of the content. Checking the stated deadline is also necessary, as a pitch submitted even minutes after the cutoff will be automatically discarded.
Structuring Your Response for Maximum Impact
Start with Immediate Qualification
The first sentence of the pitch must establish the respondent’s credibility and authority to speak on the topic, eliminating any doubt for the journalist. This qualification should be a concise statement of the person’s title, company, and relevant experience, such as “As a 15-year veteran CMO in the SaaS space, I have directly overseen the evolution of remote work policies.” Journalists are often managing hundreds of responses, and this contextualization helps them quickly categorize and validate the source. Using an email address associated with the company domain reinforces professionalism and credibility, distinguishing the pitch from generic submissions.
Deliver Concise, Quotable Answers
The core of the response must deliver the requested information in a format ready to be copied and pasted into the article without editing. Journalists appreciate efficiency, so answers should be presented clearly, often using short, readable paragraphs or bullet points to break up the text. The content needs to offer original, data-backed, or anecdotal commentary that moves beyond general knowledge. Providing novel insights and using strong language increases the likelihood that the journalist will select the quote, as it adds immediate value to their story.
Provide Necessary Supporting Details
The conclusion of the response must supply all the attribution details the reporter will need to finalize the article. This includes the full name and title of the person being quoted, a short professional biography (one or two sentences), and the company website URL for the backlink. Sources should also include a link to a high-resolution, professional headshot, preferably stored in a cloud service like Google Drive or Dropbox, rather than attaching a large file to the email. Providing this complete package saves the reporter follow-up time, making the pitch a seamless option for publication.
Strategies for Increasing Your Chances of Being Quoted
The most effective strategy for increasing the chance of a placement is responding to the query as quickly as possible, ideally within the first hour of receiving the email. Reporters frequently begin reviewing pitches almost immediately after a query is sent, and many stop reading once they have a handful of usable quotes. Even a slightly less comprehensive pitch submitted quickly often has a better chance than a perfect pitch submitted near the deadline.
Demonstrating professionalism in every aspect of the submission is necessary for standing out in a crowded inbox. Pitches must be flawlessly edited and adhere to perfect grammar, reflecting the source’s attention to detail and respect for the journalist’s time. Promotional language or sales pitches must be avoided; the focus should remain solely on providing value and answering the posed question.
Tactically, offering a unique perspective or an exclusive piece of data can make a response stand out, as reporters are always looking for fresh angles. This means providing an anecdote or an original thought that is distinctly your own, rather than a reiteration of common industry knowledge. In cases where the query is competitive, noting that the specific insight has not been published elsewhere can act as a minor incentive for the journalist. Ultimately, the goal is to be the easiest and most authoritative source for the journalist to use.
Handling Post-Submission and Follow-Up
Sources should manage their expectations after submitting a response, as the vast majority of journalists do not reply unless they intend to use the quote or require clarification. A lack of immediate response is common and should not be interpreted as rejection or a reason for discouragement. Aggressive or repeated follow-up emails should be avoided, as they can be perceived as an annoyance and may negatively impact the source’s reputation.
Instead of direct follow-up, the focus should shift to tracking potential published mentions, particularly for anonymous queries where the publication is unknown. Setting up Google Alerts for the source’s name, company name, and specific phrases used in the pitch notifies you when the article is published. Upon finding a published mention, send a brief, polite email to the reporter to express gratitude for the inclusion and offer to share the article with your network. Sharing the published piece on social media and other platforms acknowledges the reporter and helps amplify the article’s reach, strengthening the long-term relationship for future opportunities.