SayPro Media Contact List Template

A template for tracking relationships with journalists and media outlets, including contact information and key publications.

Contact List Title: Media Contacts for SayPro Public Relations
Use this template to track key media contacts and relationships. This ensures that outreach is organized and targeted to the right individuals and outlets.

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Columns to Include in the Media Contact List:

#	Media Outlet	Journalist Name	Title/Role	Email Address	Phone Number	Social Media Handles	Publication Focus	Previous Coverage of SayPro	Last Contact Date	Follow-up Date	Notes/Status
1	[Media Outlet Name]	[Journalist Name]	[Role]	[Email]	[Phone]	[Social Media Handles]	[Area of Focus]	[Yes/No, and brief details]	[Date of last contact]	[Date of next follow-up]	[Any relevant notes or updates]
2	[Media Outlet Name]	[Journalist Name]	[Role]	[Email]	[Phone]	[Social Media Handles]	[Area of Focus]	[Yes/No, and brief details]	[Date of last contact]	[Date of next follow-up]	[Any relevant notes or updates]
3	[Media Outlet Name]	[Journalist Name]	[Role]	[Email]	[Phone]	[Social Media Handles]	[Area of Focus]	[Yes/No, and brief details]	[Date of last contact]	[Date of next follow-up]	[Any relevant notes or updates]
4	[Media Outlet Name]	[Journalist Name]	[Role]	[Email]	[Phone]	[Social Media Handles]	[Area of Focus]	[Yes/No, and brief details]	[Date of last contact]	[Date of next follow-up]	[Any relevant notes or updates]
5	[Media Outlet Name]	[Journalist Name]	[Role]	[Email]	[Phone]	[Social Media Handles]	[Area of Focus]	[Yes/No, and brief details]	[Date of last contact]	[Date of next follow-up]	[Any relevant notes or updates]

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Column Descriptions:

• #: The number to help track entries in the list.
• Media Outlet: The name of the media organization (e.g., newspaper, magazine, online news site, broadcast station).
• Journalist Name: The name of the journalist or reporter who is the point of contact for outreach.
• Title/Role: The journalist’s specific role (e.g., Senior Reporter, Editor, Business Journalist, Columnist).
• Email Address: The contact email for the journalist or media outlet (ensure it is the correct, professional email address).
• Phone Number: The contact phone number for the journalist or the media outlet’s newsroom or office.
• Social Media Handles: The social media profiles (Twitter, LinkedIn, etc.) of the journalist, for easy engagement and networking.
• Publication Focus: The areas or topics the journalist typically covers (e.g., technology, business, health, fashion). This helps target the right journalists based on SayPro’s initiatives and announcements.
• Previous Coverage of SayPro: Indicate if the journalist or media outlet has previously written about SayPro and provide brief details of the coverage. This helps track ongoing relationships and relevance.
• Last Contact Date: The date of the last communication or interaction with the journalist or media outlet.
• Follow-up Date: The planned date for the next follow-up or check-in with the journalist, helping you stay on top of communication timelines.
• Notes/Status: Any additional notes about the contact (e.g., personal preferences, past interactions, current status of relationship—whether they are likely to respond, etc.).

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How to Use This Template:

1. Gather Media Contacts:
   Research relevant journalists and media outlets who cover topics related to SayPro’s industry. Ensure you capture the most accurate and up-to-date contact information.
2. Update Regularly:
   Ensure the list is updated after every new interaction, follow-up, or change in contact information.
3. Segment the Contacts:
   Consider categorizing media contacts by type, such as “Local Media,” “Industry Publications,” and “National Outlets.” This helps when deciding which journalists to target for specific campaigns.
4. Track Relationship Building:
   Use the “Previous Coverage of SayPro” and “Notes/Status” sections to gauge the strength of your relationships and tailor your outreach accordingly.
5. Monitor Follow-up Dates:
   Use the “Follow-up Date” column to ensure timely and professional follow-up, maintaining strong relationships without overwhelming contacts.

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Example of Completed Template:

#	Media Outlet	Journalist Name	Title/Role	Email Address	Phone Number	Social Media Handles	Publication Focus	Previous Coverage of SayPro	Last Contact Date	Follow-up Date	Notes/Status
1	Tech Today	John Smith	Senior Tech Reporter	john.smith@techtoday.com	123-456-7890	@johnsmithtech	Technology, Innovation	Yes, covered SayPro’s product launch in July 2024	12/15/2024	01/10/2025	Very responsive, good relationship
2	Business Weekly	Sarah Lee	Business Columnist	sarah.lee@businessweekly.com	987-654-3210	@sarahbizweekly	Business, Corporate Strategy	No	01/05/2025	01/15/2025	Interested in writing about SayPro’s CSR efforts
3	Local News Daily	Mike Johnson	News Reporter	mike.johnson@localnews.com	555-123-4567	@mikejohnsonnews	Local News, Community	Yes, interviewed SayPro CEO last month	12/20/2024	01/12/2025	Wants to feature SayPro’s community initiatives

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Conclusion:

This Media Contact List Template helps SayPro build and maintain organized, productive relationships with journalists and media outlets. By tracking contact information, communication history, and media coverage, the PR team can ensure targeted and strategic outreach, leading to better media coverage and stronger relationships with key influencers.