Press Release Definition
A press release is a piece of marketing material sent to the media. It can be used to spread the word about your company or product. The goal of a press release is to interest print or broadcast media.
Small businesses can benefit from getting noticed on the Internet. A good press release should provide all the important information and answer the six “W” questions. (6 ‘W’s?who, what, when, where, or why)
It will help guide your target audience in telling their own story. Writing a press release is a great way to announce interesting and newsworthy information. The goal of a press release is to generate attention among a target audience.
A press release is a tool to tell the media about individuals, projects, or companies. The information in the press release is likely to appear in the news. You can use a press release to build an intended reputation among the target audience.
Since a press release is not an advertisement, an advertising-style headline is inappropriate. Press releases are crafted to inform the media about newsworthy information.
What makes a great press release?
Here are the elements of a successful press release:
- Headline
- Dateline
- Summary
- Lead paragraph
- Contact information
- Boilerplate
Sending a press release to the media is a simple way of letting people know about your story or business. If you are sending it to press outlets, either send it individually or use a press release distribution service.
How Long Should a Press Release Be?
If you want to get media coverage, you need to write a press release. But what length should your press release be?
Don't make the mistake of putting too much information in your press release—keep it short and to the point. It is unusual to write a press release that is so short and fails to communicate your message.
Generally, there is a set number of words, and within that number of words, there is a format you need to follow.
A press release should be no longer than 300-400 words so that the reporter reading can finish reading it in a few minutes.
Types of Press Release
There are different types of press releases for different occasions. It allows you to broadcast your story to the right people.
The following are the common types of press release writing to keep in mind.
- Event press release
- Product press release
- Book press release
- New hire press release
- Partnership press release
- Award press release
- Expert position press release
Regardless of what kind of press release you are writing, there are a few key rules that apply to all press releases.
Your press release must include key elements like a strong lead and an attention-grabbing headline. Be sure to follow the inverted pyramid to put the most important information first in the release.
How Do You Write a Press Release?
A press release is an effective way to announce company news and help a business grow.
How do you write a killer press release?
Here are the steps you need to take when developing a press release for SEO purposes or as an important part of content marketing.
1. Create an Interesting Headline
When you get your announcement printed, it is time to sit down and actually write the words. Your press releases need attention-grabbing headlines that make the release stand out from all the others.
If you can exert some creativity, it is easy to write a one-line headline. The secret is to use words with a specific diction that makes your headline appealing.
In headlines, use verbs that pack a punch, make language plain and simple and keep the length short.
You can also use keywords in your headline to achieve a higher rank in search engines. It also makes it easier for journalists to find your press release.
When sending an email press release, make sure your subject line does not simply say “press release’. Instead, use your press release headline as the subject line so that you can get noticed.
2. Convey the News Value
To get your news shared by journalists, reporters, followers, or influencers, ensure it’s relevant–and genuinely important. Remember, they aren't made up of public relations professionals, so use a journalistic style of writing throughout.
This sentence covers the what, who, why, and where of the company’s latest update, launch, or development. Reporters just want to get the facts about your case and relay them to readers.
At the end of the page, there should be no new information. Use a reverse pyramid formula for writing your press release. Begin with the most important information and get into the details as you move along.
3. Include a Quote
When you’re done setting the scene, including a quote around the given announcement. It will eventually help you to draw a picture of how the news will affect your company. The quotes will come from many different people.
It includes your executives, project leads, or those directly affected by the announcement. Highlighting the most important information in a quotation draws emphasis to that development. Select an appropriate quotation that perfectly shapes your narrative.
Quote the key information that frames your announcement and helps readers to understand it.
4. Provide Some Background Information
Now the reader has most of the information they need to cover your story. It can be tempting to write details and facts about your announcement. Also, remember that people don’t want to read the same thing over and over again.
Experts recommend that a good press release should be informative, helpful, and concise.
5. Answer the Questions
Answering queries ahead of time shows that you have thought about the reader’s needs.
Your press release will be more captivating and attention-grabbing for your audience if you answer all the W’s. This will give a good impression of your organization to all readers.
Press Release Format
Once you know the key elements of a press release, check to see if your release fits the typical format.
Below is a description of each element of a press release for better understanding.
- Company Logo
The first thing to add to your page is your business’s logo at the center. This will help ensure that your company’s name stands out.
- Contact Information
Make sure your contact information is legible and easy to locate. Your publication might have some questions about your press release.
Please make sure to include your contact information at the top of your press release so that publications can easily get in touch with you.
- Release Date
If you have completed your press release earlier, add the date that it will be published. This helps other people know when to expect your news and act according to that schedule.
Add the date to the left margin of the page after the company logo.
It should be stated as 'Release on [date] at [time]'. or 'For immediate release.’
- Headline
The headline is what gets the reader's attention. Make sure your headline is one that will hook the reader and make them want to read more. The headline should be placed in the center of the page. The text should be bold and the font size should be 14 points.
- Sub Headings
The deck is a short summary of your press release, allowing you to give more information about your news story. Use subheadings to organize your paper into sections that are easy for your reader to follow.
Ensure that your headings do not repeat information already given in the body of your text.
- Dateline
This is the beginning of the body section, which includes the date and location. A dash should be used to separate the dateline from the body paragraph. Remember to write the address in capital letters.
- First Body Paragraph
The answers to all of the Ws questions should be included in the first body paragraph. It is displayed beneath your summary bullet points. Rather than providing dragged information, it should concentrate on stating the facts.
- Remaining Body Paragraphs
In this section, you must summarize the story that you introduced in the first paragraph of your press release. Use a journalistic tone so that this text can be used as it is. This section can be enhanced with media, quotes, and hyperlinks.
- Boilerplate
A crucial paragraph will include factual information. Boilerplate is a name for the text after your closing paragraph that includes some important information in terms of what your company does. This section is critical for writing an effective boilerplate press release.
- Final Note
Add a final note to provide companies with additional information for contacting you. It will say, "If you need more information on the subject, please contact us at [phone number], [email address]."
Press Release Template
Here you can find a sample press release template that we recommend you to read first and then start writing your own.
Press Release Examples
You may have read the guidelines and format and feel ready to write your own press release. But wait—there is one more thing that you can try, which will make the whole writing process less daunting: exploring press release samples. So, what is press release example? Here it is, take a look at it:
Press Release Sample
Press Release Example
Exploring these press release examples will help you to recognize the elements of an effective press release.
Press Release Distribution
Distributing your press release starts as soon as you are done writing. Distributing a press release is like sending out your product to media members and journalists.
Here are the steps involved in distributing a press release.
- Locating journalists to receive your press release
- Looking for the journalist's contact information
- Creating an email pitch
- Sending out your press release
- Following-up on your press release
If you want to write a press release that will be successful, make sure to follow the guidelines listed above. By doing so, your press release has a better chance of being picked up by news outlets.
If you are not sure how to write a press release, we can help. We will write a perfect press release for you and distribute it to the right journalists and publications.
We have a team of skilled writers at SharkPapers.com who have an educational background in journalism. They know how to write a press release that will reach the public successfully.
If you need a press release, just contact us. We have writers who know how important and impactful press releases can be. They will write an attractive press release that will convey your message and stay in line with your marketing goals.
Contact us today so we can help you create engaging content for your target audience.
