The fire service is sometimes involved in criminal matters, such as arson or other fire-related crimes. If a media release is warranted, there are some key questions to answer: Who should write and disseminate it? How should it be written? When should it be shared with the public?
Taking the lead—and taking notes
First things first, who should draft and disseminate the media release? The key here is determining the lead agency. If a law enforcement agency, such as state or local police or the state fire marshal’s office, conducted the investigation and/or made the arrest, they will be the lead. If a fire department has an arson investigator and they are going to make arrests and take suspects to court, then the fire department would be the lead agency.
If it is determined your agency is the lead, you as the public information officer (PIO) must gather key information about the incident. Take detailed notes and make sure you keep them for future reference. Sometimes court cases do not take place for years, and it can be the PIO’s notes that were used to refresh everyone’s memory of the incident.
Along with your notes, make sure you have a copy of the complete incident report along with any communications records, including radio traffic, if possible. All of this is called backup material, as it backs up the statements in the media release.
The investigator making the arrest will have the information about the accused. Make sure you have accurate spelling of names, age and any other information about the person. Work with local agencies to see how you can confirm information that you have gathered from your sources about the parties involved. Make copies of any available information from the internet for your backup material.
A booking photo of the suspect may be available as well. Confirm with investigators if it is OK to release booking photos. The media will eventually obtain it from the correctional institution where the suspect is being held through a public information request. If you get the photo first, you can issue the photo with your media release. Again, make sure you keep a copy for your records.
It’s a good practice to attach all the backup material to the original media release for your internal records. This will avoid unnecessary work in searching for documents in the future.
Details and discretion
Make sure you get the wording correct of the charges being brought against the suspect. For example, is it third-degree arson or arson in the third degree? Use the title as listed on the warrant.
You’ve likely heard about the importance of using the word “alleged” when discussing criminal matters.
People are alleged to have committed a crime until it is proven in a court of law. Other key words that matter: We interview people, we don’t interrogate. Use “they” as a singular pronoun instead of man or woman or male or female. Until the individual has been arrested, formally charged and is being detained, any type of identity should be withheld.
Do not release any pertinent information about the investigation, such as whether flammable liquids were used in the incident or security video was used to determine the suspect’s identity. This information could be used as evidence and should only come from the prosecution in court.
Members of the media will often ask about the penalty for the crime. I always refer them to the prosecuting agency, such as the district attorney, prosecutor or justice of the peace, as they will be the ones bringing formal charges.
I do not write media releases about juvenile suspects. These are complicated matters that are better handled by juvenile authorities. Further, in some states, there are confidentiality laws that protect minors. If the media inquiries about an incident that involves minors, you can advise them that it remains under investigation or that the information is confidential. Juvenile authorities can issue a media release if needed.
If a department member is involved in criminal activity, the media release should be handled by the Human Resource department for your jurisdiction or by an outside agency. Requests of this type should always be reviewed by the legal counsel for your department before release.
Lastly, make sure your release is approved by those in your chain of command before disseminating to the public.
