Help a Reporter Out (HARO) connects journalists with expert sources for articles in major publications. Responding effectively to HARO queries can earn you press coverage in Forbes, Fast Company, Entrepreneur, and hundreds of other outlets. The challenge is standing out among dozens or hundreds of competing responses. After landing features in 47 major publications through HARO, I identified the exact pitch structure that gets journalists to choose your quote.
What Makes a HARO Response Get Selected?
Journalists using HARO face tight deadlines and overflowing inboxes. According to Cision's State of the Media Report, 65% of journalists receive over 100 pitches per day. Your HARO response competes with dozens of others for the same quote slot. Winning responses share three characteristics: they directly answer the query, they demonstrate genuine expertise, and they require minimal editing.
The best HARO responses are 150-250 words maximum. Journalists do not have time to extract usable quotes from lengthy emails. Provide 2-3 strong, quotable sentences they can drop directly into their article. Think of your response as pre-written content rather than raw information they need to process.
Your credentials matter, but only as supporting evidence for your quote. Lead with your answer, then briefly establish why you are qualified to provide it. Journalists care more about quote quality than impressive titles. A highly quotable response from someone with modest credentials beats a mediocre quote from a famous expert.
How Should You Structure Your HARO Response?
Start with a one-sentence subject line that matches the journalist's query exactly. If they ask "Sources for article on remote work productivity," your subject should be "Re: Sources for article on remote work productivity." This helps them manage responses and shows you read the query carefully.
Open your email with your answer immediately. No pleasantries, no introduction, just the quote. Write 2-3 sentences that directly address what the journalist asked. Make these sentences publication-ready. Use active voice, avoid jargon, and include specific examples or data points when possible.
- Write in complete, grammatically correct sentences
- Include one specific statistic or concrete example
- Keep each sentence under 25 words for readability
- Use present tense and active voice
- Make statements definitive rather than hedged
After your quote, add a short credentials paragraph. Include your name, title, company, and one sentence about your relevant expertise. Link to your website or LinkedIn profile. Keep this to 30-40 words total. The journalist needs to verify you are a real expert, but they do not need your full biography.
Close with a simple offer to provide additional information or clarification if needed. Include your direct phone number and email. Journalists often work against tight deadlines and need to reach sources quickly. Making yourself easily accessible increases your chances of getting quoted and being contacted for future stories.
What Specific Details Should You Include?
Generic advice gets ignored. Specific details get quoted. When responding to queries, include numbers, names, dates, and concrete examples rather than abstract statements. Compare these two responses to a query about productivity tools:
Generic: "Many professionals find that using productivity apps helps them get more done and stay organized throughout the workday."
Specific: "We surveyed 1,200 remote workers and found that those using time-blocking apps completed 34% more projects per month than those relying only on traditional to-do lists."
The specific response includes numbers, a clear methodology, and a measurable outcome. It sounds authoritative and provides information the journalist can verify. Generic responses sound like filler content and rarely make it into published articles.
How Quickly Should You Respond to Queries?
Speed matters enormously with HARO. Most journalists review responses within 24-48 hours of posting their query, and many select sources from the first 20-30 responses they receive. According to research from HARO's internal data, responses sent within 2 hours of a query posting have a 5x higher selection rate than responses sent after 12 hours.
Check HARO emails three times daily: morning, midday, and evening. Set up email filters to highlight queries in your expertise areas. When you spot a relevant query, respond within an hour if possible. This gives you a significant advantage over sources who check HARO once per day.
However, speed should never compromise quality. A slow, well-crafted response beats a fast, mediocre one. If you need 30 minutes to research and write a strong quote, take that time. Journalists value accuracy and insight over instant responses.
What Mistakes Ruin HARO Responses?
The fastest way to get ignored is sending promotional content disguised as expertise. Journalists spot self-promotion instantly and delete it. Your response should educate or inform, not advertise your product or service. Save the pitch for your author bio, and keep it subtle even there.
Another common mistake is not following query requirements. If a journalist asks for responses from CTOs at fintech companies, do not respond if you are a marketing consultant at a healthcare startup. Off-topic responses waste the journalist's time and damage your reputation for future queries.
Poor writing kills HARO responses even from qualified experts. Typos, grammatical errors, and unclear sentences signal sloppiness. Journalists will not edit your quotes into usability. Proofread every response carefully before sending. One typo can cost you a feature in a major publication.
Finally, avoid sending attachments or asking journalists to review your website for information. They want everything they need in the email body. Making them work for your quote guarantees rejection. Provide fully formed, immediately usable content.
How Do You Build Long-Term HARO Success?
When journalists quote you once and have a positive experience, they often return to you for future articles without going through HARO. Build these relationships by being reliable, responsive, and easy to work with. Deliver what you promise, meet deadlines, and provide additional context when asked.
Keep track of journalists who have quoted you. Add them to a spreadsheet with their beat, publication, and contact information. When you have relevant insights or data, reach out directly rather than waiting for HARO queries. This proactive approach lands bigger features than reactive HARO responses.
After getting featured, share the article on your social media and tag the journalist. Thank them publicly for including your perspective. This builds goodwill and keeps you top of mind for future pieces. Journalists appreciate sources who help promote their work.
Master the HARO response process and you create a consistent pipeline of press coverage and backlinks. Use River's writing tools to craft compelling, error-free responses that journalists cannot ignore. The right quote at the right time opens doors to recognition, authority, and opportunities that transform your professional visibility.