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RE: Responding

I just got back from a three-week vacation (too long, I know) and just came into the office to wade through hundreds of emails, and it got me thinking.

Obviously we get tons of emails from readers regarding our stories. What is your personal policy in responding to emails? How quickly do you do it?

I make it a point to respond to every email at least within 24 hours. If I can't sufficiently provide the reader with what she/he wants, all I write is "Thanks for writing. I'm writing to let you know that I've received your email, and will be providing a response shortly." At least it gives some acknowledgement of the reader.

I imposed this policy on myself, because like it or not, reporters are salesman for the product. And I hope to serve the name on the masthead better by being a courteous and prompt representative of the paper.
Published Tuesday, August 21, 2007 3:58 PM by GenePark
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Comments

# re: RE: Responding

Tuesday, August 21, 2007 6:36 PM by ElysseJames
I think that's a great policy. I try to do the same. I check e-mail every day at least once and I'll take an hour of the day and spend it responding to e-mails.

# re: RE: Responding

Wednesday, August 22, 2007 11:44 AM by SonyaSmith
I admit that responding quickly to readers is something I really believe in, but struggle with. Just last week I went through two weeks worth of calls and e-mails. In all, I believed I called and wrote about 75 people. Usually my line for people sending me thoughts on how they hate what my city's politicians are doing is by telling them that I "thank them for their interest in my story" and I give them my usual on how they can voice their opinions: online discussion board I set up, comments on my online stories and letters to the editor. I really try to be good about responding quickly - but each day I receive between 5 and 20 messages. If I write about a really controversial item (usually every other week given my beat) I can get up to 50 messages on just one story. But, I'm trying to get better - I put a flag on e-mails I need to respond to and I write down on a message pad every voicemail received (which I highlight when I've called them back). Gene, I agree with you about how important this is - every time I've called or e-mailed someone back they are happy that I took the time and they usually (even if they don't like the subject I wrote about) leave with trusting me even more because they can ask me more questions and understand my unbiased approach to my stories after talking with me about my stories.

# re: RE: Responding

Thursday, August 30, 2007 9:20 PM by Ken Hedler
I try to acknowledge most e-mails within a day or so.
My editors advised staff not to explain how we go about covering stories. For the most part, I usually write, "Thank you for your concern" as an acknowledgement.
Sometimes readers have simple requests, such as a phone number or e-mail address of a person whom I've mentioned in a story.
On occasion, some readers, especially those with strong political views, can be nasty. I frequently forward their remarks to my editors.

# re: RE: Responding

Friday, August 31, 2007 9:11 AM by Jessica
I respond to emails. It's a good policy.  Why wouldn't I?  Like someone above said, reporters are like salesmen.  We need to sell our writing.  Replying to a reader makes them feel special and encourages them to read more often.
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