Your Final Check Before You Speak

Whether you’re drafting a news release, briefing internal staff, or giving a live statement during a crisis — what you say and how you say it matters. 

Use this filter before you finalize any communication related to an incident, policy change, or high-profile correctional event. 

✅ Step 1: Is it CLEAR? 

Goal: Make your message easy to understand by the public, staff, media, and oversight officials. 

Ask Yourself: 

• Have I removed unnecessary jargon or overly complex language? 

• Could a family member, elected official, or journalist understand this on first read? 

• Did I avoid acronyms or internal terms that require explanation (e.g., “RHU,” “LIMU,” “216 Form”)? 

Pro Tip: Use plain language without losing professionalism. Clarity builds trust — and prevents confusion that could lead to reputational or legal risk. 

✅ Step 2: Is it CONSISTENT? 

Goal: Ensure alignment across all channels and messengers — so no one contradicts or undermines your credibility. 

Ask Yourself: 

• Does this message match what’s being shared internally and externally? 

• Have I confirmed this message with leadership or legal, if necessary? 

• Are shift supervisors, PIOs, and executives saying the same thing? 

Pro Tip: Inconsistent messaging damages credibility — both with your staff and the public. Create one version of the truth and stick to it. 

✅ Step 3: Is it COMPASSIONATE? 

Goal: Balance professionalism with humanity — especially in emotionally sensitive or high-impact situations. 

Ask Yourself: 

• Does this message acknowledge the seriousness or human impact of the situation? 

• Am I showing respect for victims, families, staff, and those in custody? 

• Is the tone firm, factual, but not cold or dismissive? 

Examples of Compassionate Phrasing: 

• “We understand the concern this may cause and are working to resolve the situation safely.” 

• “Our thoughts are with those affected as we conduct a full review.” 

• “We take this matter seriously and are committed to transparency and professionalism.” 

Pro Tip: Compassion is not weakness — it’s leadership. It builds trust with staff, families, and your community. 

Use This Filter: 

• Before any media statement 

• When drafting social media updates 

• During live briefings or interviews 

• In internal memos to staff 

✅ Clear. ✅ Consistent. ✅ Compassionate. 

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Want guidance on building a full communication strategy? Contact us: 

📧 [email protected] 
🌐 www.pdrstrategies.com