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Press Release

Writing A Press Release - How To Write A Press Release

Writing a press release or even a draft for the first time can be a little unclear.

We suggest you look at some actual news releases first to get an idea of what a successful press release looks like. Next we suggest you take each section one at a time starting at the top. At the very top of a press release the phrase - FOR IMMEDIATE RELEASE (all caps). Next include your contact information. This contact information is the person that you want to be contacted. Don't worry about formatting your press release, we have professionals that will format your release.

Press Release Step By Step Template

Step 1 - The top of a press release

FOR IMMEDIATE RELEASE

Contact: Your Name - Or the person you want contacted
Phone: 888.111.1212
Cell Phone: Optional
Fax: Optional
Website: Optional - recommended

Note: If you want a release to be read by the media but not made public until a specific date, just state the date like so:

FOR RELEASE ON MONDAY, December 28, 2009

Notice the emphasis on Monday, If the release is less than a week out.

FOR RELEASE ON Monday, December 28, 2009

If the release date is more than a week.


Next include your logo or business name. This is normally top center right. If you're not sure how to format a document so it looks professional don't worry we'll do it for you. Remember the most important thing is the "news copy" you're sending.


FOR IMMEDIATE RELEASE

Contact: Your Name
Phone:
Cell Phone: Optional
Fax: Optional
Website: Optional

Logo or Company Name


The next step is to include your heading - the title of your press release. This may very well be the most important part of your news. - This will often be the deciding factor if your news gets read or not. Always remember that you're writing for the reporters audience. The title should be objective and descriptive of what's to follow. Your heading can be all caps, bold and the font size should be larger than the main body of content. Our own statistics have found that Bold - First Letter Of Each Word - Produces The Best Results For A Press Release. A press release is not a sales letter, it's a factual news story; write your title with that in mind.

What not to do in your press release title:

Acme's New XXX Product Is Fantastic!! --- BUY NOW!! Hurry Before We're Sold Out!!!

The above title may work well in an advertisement - but not in a press release. Reporters, editors and producers need to be objective when considering a press release. They obviously can't use the above title. - So you want to give them something they can use or something that they can use as a base to write their own title.

Here's one suggestion we would give if a client wanted to use the above title:

Acme's Initial Reviews Of XXX Product Have Been Overwhelmingly Positive -
XXX Demand Is Exceeding The Companies Ability To Supply It's Outlets

Next is the subtitle. This is optional, the font is slightly larger than the main body and can be bold as well.

Step 2 - The top of a press release, the title and sub title (optional).


FOR IMMEDIATE RELEASE

Contact: Your Name -
Phone:
Cell Phone: Optional
Fax: Optional
Website: Optional

Logo or Company Name

Acme's Initial Reviews Of XXX Product Have Been Overwhelmingly Positive -
XXX Demand Is Exceeding The Companies Ability To Supply It's Outlets

Subtitle "Neque porro quisquam est qui dolorem ipsum quia dolor sit amet, consectetur.


Step 3 - The Body of the press release

Before you add the main body of content let the reporter know where you're from and the date of the press release. This is normally the same size text as the main body and is often done in italic.

New York, NY - December 10, 2008 -

The main body is the heart of your news. You want to follow the same rules as in the heading; a factual story, not a sales letter. The better you write for the reporters audience the better your chances will be of completing a "successful press release". The first line of your first paragraph is almost as important as your title and subtitle. Make the first line compelling, informative and intriguing. Keep the "sales pitch" to a dull roar. The main body should be 350 to 500 words. Break it up into 4 to 8 line paragraphs, for easy reading. Remember your objective is to get "PRESS". So give the reporter what they would write - not what you want them to write. Well done press releases are often just copied and pasted "as is" into the publication. The key here is to make the reporters job as easy as possible.

350 to 500 words is the standard because that amount fits nicely on a sheet of paper. It's also a tradition that is starting to disappear. Most reporters read and want to read their press release via email. In fact over 70% of all press releases are sent to reporters the way they request it - by email. Email also allows for the embedding of images in the press release. We recommend limiting the images to just two; bandwidth is better now than in the recent past but it is still too slow to allow for many images to download instantly. When the reporter request press releases to be sent by fax the images are omitted; that goes for the "wire" as well. Images should only be added if they relate to and add value to your news story - don't add images for "window candy". We will frame your images, resize and format them so they flow nicely with your news release.

Make sure you cover all the bases; who, what, where, why and when. Add some quotes (third person) from you, your employees or your customers. We recommend 3 to 6 quotes. Don't get fancy with fonts use Arial, Helvetica, sans-serif or Times New Roman, Times, serif. You can emphasize text with Bold, Italic or Underline - we don't recommend the use of highlight markers and recommend to use of "emphasis" sparingly.

Here is what we covered so far:


FOR IMMEDIATE RELEASE

Contact: Your Name -
Phone:
Cell Phone: Optional
Fax: Optional
Website: Optional

Logo or Company Name

Acme's Initial Reviews Of XXX Product Have Been Overwhelmingly Positive -
XXX Demand Is Exceeding The Companies Ability To Supply It's Outlets

Subtitle Neque porro quisquam est qui dolorem ipsum quia dolor sit amet, consectetur.

New York, NY - December 10, 2008 - Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Donec consectetuer. Nam condimentum nonummy erat. Nam viverra enim et enim. Sed eu justo. Curabitur blandit. Proin vehicula. Maecenas at ante non libero convallis fringilla. Maecenas vel sapien non velit faucibus gravida. Vivamus convallis dolor at tellus. Maecenas convallis augue dictum dui. Aenean non velit. Suspendisse faucibus nunc a leo. Sed consectetuer lacus at arcu. Aliquam interdum.

Integer posuere mollis erat. Vivamus cursus placerat eros. Maecenas elit lacus, varius sit amet, pellentesque et, tincidunt ut, erat. Donec ut ante sit amet enim egestas auctor. Class aptent taciti sociosqu Rapid Press Release Sample Framed Imagead litora torquent per conubia nostra, per inceptos hymenaeos. Suspendisse commodo. Aenean sed justo ut massa varius luctus. Vestibulum lectus lacus, vulputate a, adipiscing interdum, consectetuer eu, eros. Pellentesque placerat, nisl consequat facilisis aliquam, metus turpis iaculis ligula, id mollis sem nibh ut pede. Praesent elit. Suspendisse nec massa. Morbi vulputate elementum metus. Aenean nisl. Nulla posuere pretium odio. Morbi fringilla justo nec ligula.

Sed vestibulum leo vitae tellus. Nulla dignissim vehicula mauris. Mauris vel neque a sapien ultrices auctor. Vivamus scelerisque dolor et arcu. Phasellus auctor augue nec diam. Vestibulum nisl lacus, pretium id, facilisis eu, facilisis eu, massa. Quisque in velit. Integer tempor orci vel justo. Curabitur commodo, nulla at sodales hendrerit, augue erat rhoncus arcu, eu faucibus diam mauris et metus. Quisque turpis nisi, iaculis vitae, porta non, ornare in, ipsum. Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Maecenas a erat. Cras cursus sollicitudin est.

In congue commodo purus. Integer pretium nonummy velit. Mauris hendrerit eros sit amet mi. Vivamus ornare blandit tellus. Maecenas euismod fringilla lectus. Nulla facilisi. Ut a risus sed eros dapibus rhoncus. Vestibulum tempor, nisl vel posuere auctor, nisi est ornare pede, in dictum nulla lorem eget augue. In ac lectus condimentum libero mollis convallis. Fusce eleifend quam at odio. Aliquam erat volutpat. Morbi at lacus. Sed odio quam, molestie id, semper aliquet, scelerisque ut, ligula. Cras facilisis magna sit amet elit. Sed at ante in enim feugiat ultrices. Mauris nec pede. Ut metus sapien, posuere eu, consequat sit amet, dapibus tristique, nibh. Nunc at mi. Praesent lobortis.

Sed ut purus aliquam turpis varius cursus. In interdum ligula eget lectus. Nunc imperdiet lorem non purus. Aliquam iaculis tellus vitae risus. In hac habitasse platea dictumst. Quisque dui augue, egestas nec, varius ut, vestibulum ac, lectus. Praesent sit amet sem eu quam viverra dapibus. Nullam id dui sagittis metus feugiat viverra. Vestibulum massa. Quisque ullamcorper.


Step 4 - The bottom and the end of the press release

Next, the close of the press release called, "the Boilerplate"; a short paragraph about you or your company. It's also a good idea to repeat your contact information here:

For more information contact: Your Name, Your Phone Number, Your Cell, Your Email and Your Website.

Next we add the ### - this signifies the end.

Below the ### you can add more information; Links to additional information, images, cover art, an "about company" paragraph, personal biography and a pdf or Word version of your press release.

This is by no means the only way to format a press release, it is a very common and effective way. For more information on ho to write a press release see our press release tips page, our press release templates, view some actual press releases. View top performing press releases on our network.

Download Download our html press release template.

Microsoft Office has a nice selection of press release templates (opens in a new window).

Email press release; what to avoid in a press release

Free Review Of Your Press Release

Rapid Press Release will write your press release for free*.
Rapid Press Release will review your press release for free.

If you need writing and editing  for your press release just let us know. This service is free when you order a press release. You must supply us with the relevant content like website copy or a rough draft of what you want to say. *There is a charge for creative writing if you lack relevant copy; we will notify you first, in most cases relevant copy is always available. Use the free press release review process below for details.

Send us your press release draft to  . This a free service. We will review your press release, make suggestions and ask for additional copy if needed.

Send your draft here: contact@RapidPressRelease.com - Put "Review in the subject line.

 

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