How to Interview a Source Via Email

When journalists and freelancers are seeking an interview, their last resort is usually one conducted via email. As a rule, email interviews are conducted due to distance (i.e., the person is overseas or in another state) or time (if every other attempt has been made to meet face-to-face or to speak on the phone). Whatever the case, the email interview can actually be just as effective as other forms.

Instructions

1. Send an initial note to introduce yourself to the source. Let the individual know your affiliation (for whom you are working), what information you are seeking and how the information will be used. Ask the individual to specify an appropriate time for you to send the questions, so she will be able to respond in a timely manner. When you are working against a deadline, make contact as soon as possible. In some cases, it is all right to let the source know that you are working against a deadline, and that a timely response would be appreciated. But don't make demands. You are asking for her to take the time to answer your questions.

2. Keep the number of questions you submit to a minimum. Craft your questions to be concise and direct. Don't submit closed-ended questions. Be sure to use only open-ended questions.

3. Allow sufficient time to hear back from your source. If for some reason you have not heard back, send a note to remind him of the questions you sent.

4. Send your contact information with the questions. If the source has any questions she would like to ask for clarification, you can be reached by other means.

5. Understand that conducting an interview via this medium removes your opportunity to take observational notes. Read responses carefully: Does the individual use all caps to denote important points? If so, take note of this. Look for any other indications that would denote significance or inflection.

6. Ask the source if it is all right for you to conduct a follow-up interview if needed. Sending further questions is fine, but watch how many questions you submit and how often you re-establish contact. As a rule, try not to send more than one or two follow-up emails. Writing for clarification is one thing, but repeatedly submitting questions can look unprofessional and become cumbersome to the source. Keep it concise and professional.

7. Send a note of thanks to the source. Let him know you appreciated his time and value the information he provided. Establish a rapport with the individual. If you need to contact him in the future, he will be more apt to answer questions or direct you to someone who can help you.

Tips & Warnings

• Generally, people who are interviewed via email know that what they write is fair game. Be sure the source knows to preface information she doesn't want published with "off the record" or some other statement, so you know the information is off-limits. If there is any question, always contact the source to clarify.