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What
To Do First
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Use company/organization
letterhead to write the press release.
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Double Space
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A good idea
to use 8 ½ by 11 paper.
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Give the exact
date of when you want the press release
to appear in the paper, rather than "next
Sunday".
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Write your press
release simply, using short sentences and
keeping it factual.
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Verify all the
dates, locations and time of events.
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Do not give personal
opinions.
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Must provide
a contact person with name, address & phone
number in case the editor needs to verify
information. The press release will not
run if this information is not there.
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Provide the address
and phone number of the event. Do not just
put the street address.
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Make sure you
begin with a sentence that will capture the
readers
attention / interest.
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Verify spelling
of all names.
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Write your article
in language that the readers will understand.
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NEVER PLACE A
PICTURE IN THE PAPER WITHOUT
CONSENT. WRITE THE NAMES OF PEOPLE WHO APPEAR
IN THE PHOTO ON THE BACK OF PICTURE. MOST OFTEN
YOU WILL NOT GET THE PICTURE BACK FROM THE
NEWSPAPER.
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If the press
release is to appear in a certain section,
try to obtain the
Editor's name and send it to his attention. Indicate on all press releases
if the article is for a specific area. Example: Entertainment section.
What
Should You Include In The Article
Remember to always
include: Who, What, Where, When, Why and How
in all the press releases. If you answer these
basic questions, your press release will provide
all the information that the reader will need.
Who did the
event or Who said what
What was said and What was done
Where did the event take place
When did or will the event occur
Why did this event happen
How did this happen
Remember: Space out
your information in the press release. The information
should appear as close to the beginning of the
story as possible, but do not cram it all into
the opening sentence.
How
Do You Organize The Story
Begin with the most
important information, the basis for the press
release. Next, provide details and facts. Finally,
provide the minor details or additional information
the reader needs to know.
Most stories begin
with a lead sentence to capture the reader's
attention. Make sure the opening sentence is
clear.
Keep it simple.
Length
of Press Release
Keep it simple. The
bottom line is that it is up to the editor how
long your press release is. So the rule would
be to keep a press release short. This will
avoid part of your article being cut. You want
to make sure that you tell the "complete" story
and not leave anything out. But if you make
it too lengthy, the editor may choose to cut
part of the story. In addition, if you leave
out too much information, you have not provided
the reader with what they need to know. If you
provide too much, the reader may not read the
entire article.
Tips
On What Not To Do!
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Do not make the
story to wordy or lengthy. Keep it simple.
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Do not underline.
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Do not use all
capital letters when typing the press release.
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Do not ask for
pictures to be returned. They receive many
photos. It's best to send a clear copy.
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Do not send copies.
Only send the original press release or camera
ready copy in some cases.
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Do not send copies
with stains or marks on the copy.
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Do not contain
misquotes.
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Do not send copies
with misspelled words or improper sentence
structure. Have someone else proofread your
copy.
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Do not state
your opinion, unless this is to be an opinion
column.
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Do not send pictures
that are to appear in the press release without
identifying them.
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Do not send press
release with missing information.
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Do not send wrong
information, wrong dates, wrong times and
especially wrong phone numbers.
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Do not leave
out the name of organization that is submitting
the press release.
Last
But Not Least
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Keep a copy of
the press release once it appears in the paper.
Start a file of all the press releases that
are published.
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Place the press
release in a central area of your company
for all to
see.
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Keep a file of
all your originals, in case the newspaper
makes an error.
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Congratulations!
Not all press releases appear in the paper.
So congratulate yourself. Place a copy in
your portfolio. In the future, the press releases
that you submitted may come in handy for a
job interview or requesting a raise.
Web
Sites For Information On Writing Press Releases
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What
To Do First