PRESS RELEASE

Find out what "newsworthy" means to a given market and use this knowledge to hook the editor or reporter. Make it clean, crisp, and applicable to your audience. If you want yours to be chosen, it's got to be good. Not only does it have to be good, but it has to be as close to "ready for press" as possible. If your work is full of errors, lacking content, or just needs to be revised, they're not going to waste their time. So make sure you have good grammar, all the basics, and have something to write about. Why should these people care what you have to say?

If you're sending it to the right audience, it'll be obvious. If you're not, well, why are you wasting your time?

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Give the right people a piece of news news, not advertising and you're on the right track. They'll care more if you send it in the morning. That gives them time to pad your piece into what they're already working on. Provide some extra information links that support your press release. Does the company you're selling have additional information online that readers may find useful? If you're nervous about what you've got, do some research on what's already out there.

Someone probably wrote something on an event just like the one you're covering. Get the basic structure down. All right, now that you've got the meat of it together, how do you put it onto paper? Well, for starters, cut it to length. It should be a page long at most, if that. Here's what you need some of which we've already covered: A release with no release date is presumed to be for immediate release. The headline, usually in bold, should be centered below that. If you'd like, put a subhead in italics briefly elaborating the headline. May be quite news-like in that, it starts with a date or where the news is coming from.

Second and probable third paragraph: Should include quotes and facts. Who are you, really? What achievements do you have? If you grab someone's interest, they'll want to be able to find out more! Write a boilerplate underneath the body of your release. That means it's time to include information about your company. When a journalist picks up your press release for a story, he or she would logically have to mention the company in the news article.

Journalists can then get the company information from this section. The text must describe your company, its core business and the business policy. Many businesses already have professionally written brochures, presentations, business plans, etc. That introductory text can be put here. At the end of this section, point to your website. The link should be the exact and complete URL without any embedding so that, even if this page is printed, the link will be printed as it is.

Companies which maintain a separate media page on their websites must point to that URL here. A media page typically has contact information and press kits.

Add your contact information. If your press release is really newsworthy, journalists would surely like more information or would like to interview key people associated with it. If you are comfortable with the idea of letting your key people be contacted directly by media, you can provide their contact details on the press release page itself. For example, in the case of an innovation, you can provide the contact information of your engineering or research team for the media. If you do not have dedicated team for this function, you must appoint somebody who will act as a link between the media and your people.

The contact details must be limited and specific only to the current press release. The contact details must include: If possible, include a link to an online copy of the same release. It's good practice to keep a log of all of your press releases housed on your own website. This can make providing such a link easier to produce, as well as keeping a record for historical purposes. Signal the end of the press release with three hash symbols. Center these directly underneath the last line of the release.

This is a journalistic standard. It may look like you're over-tweeting, but you're not. This is how it's done. To local free and charged newspapers, local radio, community TV, libraries, and your city's events officer. Not Helpful 1 Helpful Go to the website of a large company and find their page for "News" or "Media. Not Helpful 2 Helpful 8. Do you italicize or under score the name of a painting or a publication?

About 25 years ago that was the practice, but no longer. Most feel that it clutters and distracts. Not Helpful 0 Helpful 0. How can I make it flattering? Answer this question Flag as I need to write a press release on a progress report on my company? Can you please give me a simple format of how to write the report to the press release? You mention putting at the end. I was told years ago to put Is that the same meaning or is still acceptable?

How do I write a press release for a celebration? Include your email address to get a message when this question is answered. Already answered Not a question Bad question Other. Tips Include a "call to action" in your release. This is information on what you want the public to do with the information that you are releasing.

For example, do you want readers to buy a product? If so, include information on where the product is available. Do you want readers to visit your website to enter a contest or learn more about your organization? If so, include the website address or a phone number. Do not waste time writing the headline until the release is done. Copy editors write the real headlines in newspapers and magazines, but it is good to come up with a catchy title or "headline" for the release. This headline may be your only chance. Keep it concise and factual. It's a good idea not to write it until after you finish the press release.

You don't know yet exactly what you——or those you interview, will say. When you have finished a draft of the release, you may decide to revise your lead—or not. Then, and only then, think about the headline. Use your headline as the subject line of the email. If you've written a good "grabber" headline, this will help your message stand out in the editor's email inbox.

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Research actual press releases on the web to get the feel of the tone, the language, the structure and the format of a press release. Avoid using jargon or specialized technical terms. If accuracy requires the use of an industry-specific term, define it. Craft each release to target a specific media outlet and send it to the specific reporter who covers that beat. This information can usually be found on the outlet's website. Blasting the identical press release to multiple outlets and multiple reporters at the same outlet is a sign that you are taking shortcuts rather than targeting a specific market.

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The timing of the press release is very important. It must be relevant and recent news, not too old and not too distant. A follow-up call can help develop a press release into a full story. Include the company name in the headline, any subhead, and in the body of the first paragraph for better visibility via search engines and for news professionals and other readers.

If you're mailing a hard copy, you may put it on company letterhead.

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Send your release by email, and use formatting sparingly. Giant type and multiple colors don't enhance your news, they distract from it. Put the release in the body of the email, not as an attachment. If you must use an attachment, make it a plain text or Rich Text Format file. Word documents are acceptable at most outlets, but if you are using the newest version. Newspapers especially, are on tight budgets now, and many have not upgraded.

Use PDF files only if you are sending a full media kit with lots of graphics. Don't type a release on letterhead, then scan it and email a jpeg of the scan——that's a waste of your time and the editor's. Just type the release straight into the email message.

Include the company name in the headline, any subheadings, and in the body of the first paragraph for better visibility via search engines and for news professionals and other readers. Warnings Always remember that many editing teams are overworked and understaffed. If you can make life easier for them, you're more likely to get coverage. If you write a press release that's close to the way the editor will actually publish it, it may see publication with minimal editing.

But if you fill it with fluffy advertising copy, don't use proper AP style, etc. Everybody says they're the leader. Don't waste the editor's time. The place to put a description is in the company information section of the release. But keep it accurate and factual. When emailing a press release, do not make the subject line of your email "press release. Get the editor's attention by making the subject line your "grabber" headline, for example, "Brand Co.

Avoid phrases like "following the resignation of the previous chairman" or "after a period of inactivity. Do not include other people's contact details without getting their agreement. In addition, they must be available at all reasonable hours in the days following the release.

Always include a quote——ideally from the lead individual involved in the subject matter of the release. The text need not be an actual quote but it should be plausible. Either way, it is essential to check that the person being quoted is happy with it. A quote allows a busy journalist to prepare a complete article without doing a follow-up interview.

The standard press release begins with contact information, mostly likely the name, phone number and e-mail address of the person who wrote the release. Then comes the headline, arguably the most important four or five words in the whole press release. The headline will be what the journalist reads first. If it's not intriguing, newsworthy and unique, he'll read no further.

Below the headline often comes a brief, one-line summary of the press release [source: PR Leap Blog ].

Like the headline, the summary should draw the reader in quickly and motivate them to learn more. Since a press release is supposed to look and feel like a story in a newspaper, it's important to include a location and date stamp at the beginning of the first paragraph. Concept Marketing Group ]. The rest of the body of the press release should answer all of the questions a journalist might have about the product, service or event that you're announcing.

Although a press release is a public relations tool, it should not read as overly promotional [source: If it sounds too much like a sales pitch, it will lose credibility in the eyes of the journalist.