WRITING A PRESS RELEASE IN 12 SIMPLE STEPS

WHAT IS A PRESS RELEASE?

This is a concise, targeted press release that is simply a news release for the purpose of generating public coverage and awareness about a certain newsworthy events. 

Writing a press release is as important as never as it helps you target thousands of professional journalists to help you improve your brand name and image.

Here are some tips to get more exposure:

• The more often you send them, the better exposure you will get.

• For maximum exposure, it is advisable to use a distribution service and do not email blast.

• Build a long term relationship with the right journalist

• Use Embargo method to the core media outlet first.

KEY GUIDELINES FOR YOUR PRESS RELEASE

A. FONT AND SETTING MARGINS

• Word Processor: Microsoft

• Background: White

• Fonts to use for Readability: Times New Roman or Arial Fonts

• Set your Margin around the edges: 1 Inch

B. LOGO

• Position: Top Center of the Page

• Size: 200×200 pixels

• For emailing: Include a link to a high-resolution PNG file of your company logo.

C. CONTACT INFORMATION

• Position: To the Right of the Log

• Contact information to put for easy contact:

 Name

 Email

 Phone number to contact

 Position: Right-justified

For example:

Contact: Anna Smith

Phone: (132) 465-7980

Email: anna.smith@email.com

D. DATE or DATELINE

A release date is when you want your press release content to be published or released on a certain timeline.

LOCATION: The top-left corner of your press release and in all caps.

A. FOR IMMEDIATE RELEASE: When it is ready for media distribution right away. And must be place on top of the press release.

IT SHOULD LOOK LIKE THIS:

│FOR IMMEDIATE RELEASE

B. FOR EMBARGOED RELEASE: This is when you want media distribution to hold to your press release prior to publication.

LOCATION: The top-left corner of your press release and then add until: Day, Date:, Time, and Timezone

IT SHOULD LOOK LIKE THIS:

│Embargoed for Release until Sunday, January 13, 2019, at 8am EST

E. HEADLINE

Write in present tense with a simple, short, and eye-catching headline that summarizes your press release. Write something that encourages a type of action that will compel your readers to read. Your keywords must be placed in the first three words of your headline (or, 1st 65 characters).

 WHERE: Appears at the top-center of your press release as the main title. Below the logo, contact information, and release date.

 FONT: Text should be in initial all caps, and larger than the body paragraph (14-point size)

 RANGE: AP headline must be between 65 and 80 characters

F. SUBHEADER (OPTIONAL)

The sub-header gives an additional understanding that informs of what the press release is about, and most especially it helps relay the message to your readers. Please do not repeat the information from the main headline.

 Location: Appear directly below your headline; below the logo, contact information, and dateline.

 Length: 120 characters

 Font: 12-point Times Roman Font, Title Case, and preferably italicized

G. 1ST BODY PARAGRAPH

The 1st paragraph is the summary section of your press release that gives the reader the general idea of the press release. The lead paragraph format will include the location of the press release and actual date of publication; then, separated by a dash in bold. Preferably, only contain 60 words, as a short lead paragraph will give you a better chance of getting picked up. Simple is everything, and must answer the “Who, What, When, Where, and Why’s.”

 TEXT BODY: Single space in un-bolded.

 FONT: 12-point Arial or Times New Roman font.

│ [CITY, STATE, MONTH, DATE -]

H. PRESS RELEASE CONTENT AND BODY PARAGRAPH

This is the supporting body that explains further your overview in the first paragraph. The body will include specifics on the who’s, what, where, and the why’s supplemented by statistics, AP style guidelines media content such as images, audio, and videos, along with supporting quotes in 300 to 500 words. If you are opening a new location of your business, include the address. If you are running a fundraiser, add your experience. Do add a supporting quote to show more its credibility. Keep it relevant and short – two for quotes to four sentences for paragraphs. This will help media outlet pick up the press release as-is.

I. BOILERPLATE

This is your final paragraph and “About Us” of the press release located at the bottom section. It should include background information of your company, awards, honors, and recognitions you have received, length of business, links to relevant reviews, and lastly, link to your website. Your boilerplate should be limited to 100 words.

J. ADD END NOTATION (For two pages)

If you have more than two pages, add “-more-” at the center of the bottom first page. And do not forget to add ### (three pound sign) at the end. This tells journalist and media outlet that they have the entire press release document.

K. CLOSING CONTACT INFORMATION

This section must provide your contact information which includes: contact name, phone, cell, and email address who will provide additional information about the press release. You are allowed to add social media links to this section. It is also best to write a one final note at the bottom that will encourage someone to contact you. Make it simple formatted in a 12 point Times New Roman or Arial font.

IT SHOULD LOOK LIKE THIS:

Contact: Anna Smith, Media Relations

Tel: (214)123-456

annasmith@gmail.com

L. DISTRIBUTE YOUR PRESS RELEASE

Preferably distribute your press release via eReleases a small business leader in PR distribution service. They will deliver and send it to all media outlets, even AP and Newswire. Once distributed, this will be searchable to all professional journalist and bloggers.

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