A press release is a news article, which is written by government agencies, private companies, individuals, etc. to announce a significant issue. Most companies, as well as organizations, use them to promote their product, service, or an event, not only to the media, but also to the general public. Due to this, the release gets the status of a news piece and hence, should be written like one. However, not many people are aware of this, due to which, most of the releases end up sounding like advertisements.
One must remember that though the release is being written to promote a particular event, it should not seem that you are selling something. It is akin to a news report and hence, should be very objective.
Tips for Writing a Press Release
While writing, it is important that you follow a particular format. If you are sending the release through mail, make sure that you use the letterhead of your company or organization. As perfect timing is very important for a press release, make sure that you mention the date of publication on the left hand side, before writing the actual content. For instance, if it has to be published immediately, you must write For Immediate Release and if you want to get it published on a later date, write To Be Released on (Date). This will be followed by the headline, which should be to the point, and at the same time, catchy. The title should be such that it makes the reader curious to read more.
Once you have written the headline, you have to start with the actual content. The first paragraph is considered to be the introduction, where you should mention the basic facts about the event. Here, you have to answer the questions like what, who, why, when, where, and how, about the event. In the next paragraph, you must provide details about the event. Adding a few quotes by people will also help in gaining a reader’s interest. However, make sure that you do not mention any of your opinions about the event in the release. You just have to give a journalistic report of the entire event.
After you have finished with the main body, you have to provide some information about your company or organization. Here, you can mention the history of the organization, it’s mission, products, etc, in 2-3 lines. Once you are done with it, do not forget to add the pound sign three times (###), at the end of the text, which indicates that the release is complete. After this, it is also important to provide detailed contact information like your name, address, telephone number, email address, fax number etc., so that the readers can contact you to clarify any doubts.
I hope that after reading these tips, you will be able to write a release on your own. However, if you are still confused, take a look at the template presented below.
For Immediate Press Release
Title of the Press Release
Place, Date- The first paragraph should present some of the basic facts and should answer the most important questions about the event, like what is the event, why is it held, when and where is it held, who are the people attending, etc.
The next paragraph should provide some crucial details about the event. If the event is regarding the issue of AIDS, you must mention the topics that would be discussed here. Apart from this, it is also important to write about the programs that are going to be held at the event.
The next paragraphs should be used to awaken the interest of the reader. For this, you can make use of quotes by prominent people, related to this event, or may be from people who are organizing it.
The last paragraph should be used to provide some essential information about the company or organization. It is also a good idea to provide some statistical data about the organization, to make the information seem credible to the readers.###
Name of the Person
Once you have written the release, make sure that you proofread it thoroughly, to avoid spelling, as well as grammatical errors. Moreover, if you are sending it through email, don’t forget to do the necessary formatting of the document. After your press release is completely ready, send it to the media outlets, before the date of the actual event.