Media and Public Relations Policy

As a registered charity, [Charity name] is committed to engaging with the media and the public in a responsible, transparent, and professional manner.
This Media and Public Relations Policy sets out the principles, standards, and procedures governing how the Charity manages media relations and public communications to protect its reputation, ensure accuracy, and maintain public trust.

The Trustees recognise that effective media engagement supports transparency and awareness, while inappropriate or uncoordinated communication can expose the Charity to reputational, legal, and safeguarding risks.

Purpose of the Policy

1.1 The purpose of this Policy is to:

Ensure consistent, accurate, and responsible communication with the media.
Protect the Charity’s reputation and public confidence.
Provide clarity on roles and authorisation for media engagement.
Ensure compliance with legal, regulatory, and ethical obligations.

1.2 This Policy supports proactive and reactive media engagement aligned with the Charity’s values and charitable purposes.

Scope of the Policy

2.1 This Policy applies to:

Trustees.
Employees.
Volunteers.
Contractors or representatives acting on behalf of the Charity.

2.2 It applies to:

All media engagement.
Public statements and press activity.
Traditional, digital, and online media.

Principles of Media and Public Relations

3.1 Media and public relations activities will be guided by the following principles:

Accuracy and honesty.
Transparency and accountability.
Consistency and professionalism.
Respect for confidentiality and privacy.
Compliance with charity law and regulation.

3.2 All communications must reflect the Charity’s values and commitment to public benefit.

Authorisation and Spokespersons

4.1 Only authorised individuals may speak to the media or issue public statements on behalf of the Charity.

4.2 Authorised spokespersons may include:

The Chair of Trustees.
A designated Trustee.
A senior manager or communications lead.

4.3 Unauthorised individuals must not represent personal views as those of the Charity.

Media Engagement and Press Enquiries

5.1 All media enquiries must be:

Directed promptly to an authorised spokesperson.
Logged where appropriate.

5.2 Responses to media enquiries will:

Be timely and accurate.
Avoid speculation or misleading statements.
Be approved where required.

Press Releases and Public Statements

6.1 Press releases and official public statements must:

Be factually accurate.
Be consistent with the Charity’s objectives and policies.
Be approved by authorised individuals before release.

6.2 Sensitive or high-risk communications must be escalated to the Trustees.

Crisis and Reactive Media Management

7.1 In the event of a crisis or serious incident:

Media communications must be coordinated centrally.
Only authorised spokespersons may comment.

7.2 Communications during a crisis must:

Prioritise accuracy and safeguarding.
Consider legal and regulatory implications.
Align with the Charity’s Crisis Management Policy.

Use of Branding and Messaging

8.1 The Charity’s name, logo, and branding must:

Be used consistently and appropriately.
Follow approved brand guidelines.

8.2 Third-party use of the Charity’s branding requires prior written authorisation.

Social Media and Digital Media

9.1 Media engagement through social media must:

Comply with the Charity’s Social Media and Communications Policy.
Be managed responsibly and professionally.

9.2 Online statements are considered public communications and are subject to this Policy.

Confidentiality, Data Protection, and Safeguarding

10.1 Media communications must:

Respect confidentiality obligations.
Protect personal and sensitive information.
Comply with data protection legislation.

10.2 Safeguarding considerations must take precedence in all public communications.

Political Neutrality

11.1 The Charity must remain politically neutral unless permitted by law and its governing document.

11.2 Media statements must not:

Support or oppose political parties or candidates.
Breach Charity Commission guidance on political activity.

Complaints and Corrections

12.1 Complaints relating to media coverage or public statements will:

Be handled promptly and professionally.
Follow the Charity’s Complaints Policy.

12.2 Errors or inaccuracies will be corrected transparently where appropriate.

Training and Awareness

13.1 The Charity will:

Provide guidance or training on media engagement where appropriate.
Promote awareness of this Policy.

13.2 Individuals must familiarise themselves with and comply with this Policy.

Governance and Responsibility

14.1 The Board of Trustees has overall responsibility for media and public relations governance.

14.2 Day-to-day management may be delegated, but accountability remains with the Trustees.

Monitoring and Review

15.1 This Policy will be reviewed:

At least annually, or
Following significant media issues, crises, or regulatory changes.

15.2 Any amendments must be approved by the Board of Trustees.

Conclusion

By adhering to this Media and Public Relations Policy, [Charity name] ensures that all media engagement and public communications are managed responsibly, accurately, and transparently, protecting the Charity’s reputation, complying with regulatory obligations, and maintaining public trust.

Signed: ………………………………………
Chair of the Board of Trustees

Date: ………………………………………

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Disclaimer:

Naail & Co provides these policy templates solely as guidelines or standard templates to assist charities in developing their own policies in accordance with Charity Commission England & Wales compliance. These templates are not intended to serve as legal or professional advice, and Naail & Co cannot be held responsible or liable for any outcomes arising from their use. It is essential that each registered charity carefully tailors and customizes these policies to reflect its specific needs, structure, and legal obligations. We strongly recommend that charities seek independent legal or professional advice to ensure compliance with all relevant laws and regulations.

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