How To Write The Release Part II

There is a simple format for press releases and it’s easy to learn.

Start with an 8-1/2 x 11 sheet of paper. Many people suggest 1-1/2 spacing or double-spacing and leaving a minimum of a one inch white border on all sides of the paper. Use an easy to read font (type face). You can use any word processing program to build your press release.


Press releases follow the same similar format and are easily recognizable to writers and editors.

1) All Press releases start with a release date or FOR IMMEDIATE RELEASE.

2) Contact Information. Make sure that if you send out a press release that the phone number will be answered promptly during the period that the release is sent out. If there is interest in running the story, the writer or editor may want to contact you directly. Keep in mind that writers and editors typically work during the day and will contact you during their work hours.

3) The Headline. This should be typed in all capital letters and is the single most important item in your press release. If the headline sounds interesting, the reader will read further. If the headline is boring or has the “So-What?” factor, they will skip the article and will move on to something else. Take a look at some news sites and look at the articles that are there…get a feel for what sounds interesting and what sounds dull or boring. Draw the reader in. Remember the discussion that we had before with the three scenarios of headlines.

4) The Body of the Press Release. Just like the headline, the first paragraph needs to be attention getting. The press release should be concise, easy to understand and written in the third person reading as if someone else wrote the story. Use “he” or “she” instead of “I” The only exception to this is if there is a quote in the article. Maximum length should be two pages and preferably one page. The body starts with all of the important facts starting with the city, state and date descriptions: August 1, 2008 (Oakland, California)

Do not abbreviate the state and include the full date description. Be sure to use Who, What, When, Where, Why and How in your news release and be sure to share your news without any flowery or fluffy adjectives. Remember, it’s supposed to be news. You can use quotations to add more interest.

”We want to show our fans that responsibility for the earth starts with ourselves” says band leader Ryan Williams, “by going green and sharing profits with the Save the Earth foundation we are sending money and a message that will make a difference.”

5) At the end of the release summarize your story and add the “About Us” information that is necessary along with a link to your website.

6) End your press release with the symbols ### after your last lines of text. This lets the editor know they have successfully received the entire release