How to Write Press Releases? Get press release templates!


What is a Press Release? 

A press release is an essential strategy used to communicate news and information to the media, public, and other stakeholders. Businesses, organizations, and individuals need to reach out to their target audiences with timely and factual information.

Why Write a Press Release? 

Press releases can help build credibility, increase visibility, and promote a positive image for the issuing organization. They can also help inform the public about upcoming products, events, and other happenings. Press releases are an effective way to get your message out to the world.

II. What to Include in a Press Release 

A. Headline 

The headline is the very first element of a press release and should be attention-grabbing. It should indicate the main story and encourage readers to read the rest of the press release. It should also include pertinent keywords that will help with search engine optimization. 

B. Sub-headline 

The sub-headline should elaborate on the headline and provide additional information. It should be written to give readers a more in-depth understanding of the story. 

C. Primary paragraph 

The primary paragraph should provide the date of the press release, the name of the companies involved, and a brief description of the story. It should also provide the “who, what, where, when, why, and how” of the story. 

D. Secondary paragraph 

The secondary paragraph should provide more details about the story. It could include quotes from key persons involved in the story, additional facts or background information, or other relevant information. 

E. Additional information

The end of the press release should include other pertinent information such as contact information for the companies involved, any logos associated with the story, website links, or call-to-action language.

III. Formatting Your Press Release

A. Use AP Style 

When formatting your press release, it is significant to note that all press releases should adhere to the Associated Press style. This style was created to ensure that all news content is written in the same style and format. It ensures that the news can be easily understood by all readers. 

B. Use Active Voice

When writing the content of your press release, it is important to use active voice. It will help make your press release more engaging and easier to read. Active voice also helps to create a more concise and clear message. 

C. Avoid Jargon

Press releases should be written in everyday language. It means avoiding industry jargon, acronyms, and technical terms. Instead, focus on using language that is clear, concise, and easy to understand. 

D. Incorporate Quotes 

When writing a press release, it is important to include quotes from those involved in the story. Quotes can help to add credibility to the story and will make it more engaging for the reader. These quotes should be in the voice of the speaker and should be relevant to the story.

IV. Mistakes to Avoid When Writing a Press Release 

A. Not Including Essential Information

It’s important to make sure that all the essential information is included in the press release. Don’t forget to include the name of the issuing company, the time the press release was issued, contact information, and any other pertinent information the media may need to know. If certain information is missing, you may end up frustrating the media and losing some of their interest. 

B. Writing Using Too Much Hyperbole

It’s okay to be enthusiastic in your press release and use descriptive and descriptive language. However, you must also remain professional and avoid using too much hyperbole. Try to maintain an even tone and provide the facts without exaggerating. 

C. Not Using Enough Quotes 

Quotes are an essential part of any press release. They can help add credibility to the piece and provide valuable insight into the events surrounding the press release. Make sure to add quotes from relevant sources or key personnel. However, it’s vital to include only quotes that complement and add value to the piece.

V. Distribution of the Press Release 

A. Reaching Out to Newswires

The most effective way to distribute a press release is to first reach out to major newswires such as PR Newswire and Business Wire. It is an important step, as it can give the press release maximum reach and visibility.  

When reaching out to newswires, the first step is to ensure you have the correct contact person. It can require some investigation, as many newswires have a large team. Always be polite and professional when making contact, as this will ensure they are more likely to read and consider your press release.  

Once you have a contact person, you can start sending the press release. Keep the email brief and to the point, as you want to make sure the contact person reads it in its entirety. You can also include any additional information or links that you feel may be of interest.   

Finally, it is key to follow up on the press release. It involves keeping an eye on the newswire's website to ensure the press release is listed and to answer any questions the contact person may have. 

B. Maximizing Reach With Social Media

In addition to sending a press release to newswires, it is important to also leverage existing social media followers. For example, if you have an engaged Twitter following, share the press release with them. You can also use other platforms such as LinkedIn or Facebook.  

When using social media to distribute a press release, it is important to use the platform appropriately. Post the press release content to relevant groups or pages and try to engage users by asking questions and sparking conversation.  

Finally, once the press release is out there monitor the analytics and results. It can provide valuable insight into which platforms are most effective and how to reach your target audience.

C. Utilizing Email Distribution

Email distribution can be a great way to reach a large audience quickly, making it an excellent choice for a press release. To ensure maximum effectiveness, it is important to create an email distribution list of contacts. It can include members of the media, influencers, bloggers, and other relevant contacts.  

Once you have created the list, you then need to craft an engaging subject line. A good subject line should be short and to the point but interesting enough to make the reader want to open the email.  

The final step is to optimize calls-to-action within the email. Include links to the press release, website, product, and other relevant information. Doing this will help you maximize the impact of the press release and encourage the reader to take action.

VI. Conclusion

A. Make Your Press Release Count

When writing a press release, it is essential to remember the importance of creating content that adheres to a professional style while providing crucial information to your target audience. A press release needs to be succinct yet informative and should be distributed through newswires, social media, and email. As with all other forms of communication, it is essential to make sure your press release stands out amongst the rest. To make sure your press release is memorable, focus on using quotes from those involved with the press release and avoid using words that sound circumstantial or boastful. 

B. Reiterate the importance of press releases 

At the end of the day, press releases should be used to draw attention to a product, event, or news story. They should be crafted effectively to inform the reader while entertaining them at the same time. A press release should be concise, accurate, and free of hyperbole. When used correctly, press releases can be an effective way to communicate information to your target audience.

C. Ensure Your Press Release is Correct 

It is essential to double-check the accuracy of your press release before it is sent out to the public. When writing a press release, ensure you have included all the pertinent information, adhere to the AP style, and use active voice. Additionally, you should avoid using jargon that the general public may not understand. 

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