Many of us know the phrase “off the record” from high-stakes movies, where a reporter and a source speak quietly in a shadowy location or over coffee in a diner. But what do the terms off the record, on background, and on the record actually mean?

If a reporter asks you, “Are open to speaking on the record?” they are asking if you are comfortable having the comments you make about a topic recorded and printed in an article. Those comments might be direct quotes, a paraphrasing of what you said, or both.

You would be identified as the person speaking – with your full name.

If a reporter pre-arranges an interview with you, say, by reaching out over email, the assumption is that it will be on the record, unless you ask to make a different arrangement, or they suggest one.

If a reporter walks up to you on the street, identifies himself or herself as a journalist, and asks if you are open to answering a few questions, the assumption is that your interaction will be on the record. Again, that’s unless you ask to make a different arrangement, or they suggest one.

Before or after you speak, a reporter typically will ask you to spell your full name, so they can print it accurately. Most reporters audio record their interviews using their phone or a microphone, so they can go back to the recording to make sure they are quoting you correctly.

If you don’t want your name printed in an article, but you have something you want to tell a reporter, you could say: “I am not comfortable having my name printed, can we speak on background?”

An on background comment is a way for information to be used by a reporter – without the name of the person who shared it attached. As an example, an on background comment might sound like:

“a source who works at the pizza parlour, but asked not to be identified because they were not authorized to speak to the media, said that…”

Sometimes, reporters will speak with a group of people on background to be able to form a composite picture of an event or situation. This might sound like:

“the Free Press spoke with six former and current city employees who each said the dog was often off-leash.”

The use of on background comments in stories is usually reserved for specific scenarios, like people who are concerned about losing their employment if they speak with media – or who have safety or privacy concerns, such as when speaking out as a survivor of abuse.

That said, different reporters sometimes have slightly different understandings of what on background means. You and the reporter you’re talking to should clarify what the term means to both of you. You will probably discuss a few questions, like: Can this conversation be recorded? How can you be identified, if not by your name, i.e. “a city employee”? Can you be quoted directly, or only paraphrased?

The term off the record means that certain comments are not to be printed in an article or otherwise shared, full stop – whether attributed to your name or not.

If you want to speak to a reporter off the record or on background it’s important to ask them if they are open to that before doing an interview. That’s because some reporters will not agree to speak off the record or on background about certain topics or with certain sources, such as with government or company spokespeople.