Letter Of Assignment Media Template

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A letter of accreditation is a letter used to assign the recipient credentials or a certain status. It is commonly used in the media world to grant journalists permission to cover an event, giving them access to non-public areas or interviewees.

Similarly in political diplomacy a country’s ambassador will be given “letter’s of credence” by their head of state, which authorizes them to represent their country overseas. This is known as diplomatic accreditation.

In the childcare and education system, nurseries, schools and other institutions may be given an accreditation letter by a board which recognizes that they’ve met a high standard of service and education, or the accredited entity itself may send a letter to parents informing them of the accreditation.

A media member would be issued a letter of accreditation that states they are allowed to be present in the media only areas of a sporting event and approach athletes for interviews. A letter of accreditation is a verification of the rights of an individual.

Steps

Starting to Write

Sample Letters

Letter of Accreditation for Journalists Sample


To whom it may concern,

NASCAR hereby provides accreditation for Joyce D. Walsh to cover the Daytona 500 on February 14th, 2009.

Joyce D. Walsh  is given the right to be present in areas marked “media only” and is allowed to approach drivers before driver introductions for interviews. They are also eligible to take part in victory lane interviews after the race.

Joyce D. Walsh  recognizes that they agree to the NASCAR media conduct code, and accepts that if they are in violation of this code, their accreditation can be revoked and they will be removed from the premises. They also recognize that they are responsible for their own safety, and that NASCAR is not liable for any injuries that may occur as a result of the event.


Signature

Head of NASCAR media

Letter of Accreditation for Journalists Sample 2


Dear American Newswire,

On behalf of Climate Convention 2013, I hereby grant Terri Sopp Class B media credentials for the entire weekend convention (January 4 – 5, 2013).

This press pass permits Terri to attend the 11am press conference, and grants full access to the main public convention centre and any open presentations she wishes to attend. Whether a stall operator or guest speaker wishes to answer questions or grant an interview is entirely at their own discretion, however they are well aware of the media presence and the whole point of the convention is to  interact with the public and share climate science information.

Unless otherwise invited, Class B press members are not permitted to attend any privately held meetings.

Climate Convention organizers have the right to revoke media credentials at any time, and we are not explicitly liable for any injuries that occur on the job.

We look forward to your attendance.

Hannah Hart,

Climate Convention Media Department.
Signature.

Letter of Accreditation to Parents Sample


Dear Parents,

Long Island Meadow Nursery is proud to announce that we have been officially accredited by the Nursery Standards Trust for our high standard of care and education.

Many parents will know that we have been working diligently over the last year to achieve this milestone and have seen a notable change in the structure and success of our methods.

We would like to give a special thanks to parents who gave their positive feedback to the assessor and all the feedback you have given us on our new developments at the nursery. Your input has been fundamental in bringing a higher level of learning to your children.

Our hard work in continuously developing better care and education will not stop, and we still look forward to hearing from you in the future.

Yours sincerely,

Leonard Hall
Manager

1

State who exactly has been accredited and in what capacity (e.g. as a journalist for a certain newspaper, or the school as a whole).

2

Outline in detail what the accreditation certifies. For example a school may be a accredited for certain standards that they’ve met. A journalist may be given credentials to cover an event but with certain limitations. For example:  “All media personnel are assigned to the media tent and may only approach those that are specifically sent in to do interviews”.

3

Confirm the date(s) when any credentials are valid.

4

State the right to revoke accreditation if conditions are not met.

Update: Ever since this article first appeared on our site back in 2004, it has consistently drawn more interest than any other resource that we’ve offered. So when we re-designed our site in 2012, we figured we would publish it anew here in the blog to make it easier for people to find.

Sure, you and the writer had a long talk when you commissioned that story idea. But two months later the manuscript is on your desk, and who can remember what the article was supposed to be? That’s where an assignment letter comes in handy. After you and a freelancer have agreed on a story, recap the discussion in writing and send your letter (or e-mail message) to the writer. It will help you get the piece you want.

Once you’ve read through the guidelines below, have a look at our sample letter (a downloadable PDF document).

WHY WRITE IT?

  • To build an editorial foundation for the story: A clear assignment letter puts you and the writer on the same wavelength. If your written description differs from the writer’s recollection, you have a chance to resolve the discrepancy before the first draft comes in. And when the manuscript arrives, the letter allows you to judge whether the writer delivered the story as promised. You can also circulate the letter to higher-ups to make sure they buy into the assignment and recall it later. When you distribute the manuscript to other editors for review, attach the letter so they too know what the idea was.
  • To build a relationship with a writer: Writers want clear instruction; an assignment letter provides that and gives the writer something to refer to while reporting and writing. A careful summary of the story idea assures the writer that you’re a careful editor who wants to prevent those nasty surprises that so often pop up between writer and editor. The letter also lets you address a writer’s weaknesses—get two sources for every fact, avoid clichés, and so on.

WHAT’S IN IT?

  • A clear, specific statement of the story’s concept, content, and approach: Quickly and specifically outline what the article will cover and the depth of information you expect, including perhaps the types of sources you desire (personal interviews, scientific studies, etc.). Send research materials you have collected. Enclose a sample story from your magazine that could serve as a model. Confirm the approach you have agreed to and, if you two have discussed them, outline the lead and structure.
  • Your worries: Is the reporting going to be difficult? Say so. Are you concerned about the structure? Ask to see an outline. Are there points that absolutely have to be covered? Make sure the writer knows.
  • Logistical information: Describe the magazine’s payment procedures, editing process, fact-checking needs; tell the writer if you’re going to be out of town and whether you prefer to work by phone or e-mail. You can create some of this information ahead of time to cut-and-paste into your assignment letters.

For more suggestions on working with writers, see our model rewrite letter and tips on getting the most from freelancers.

Download PDF: Sample Assignment Letter

Posted in Magazines, Resources

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