Writing a Press Release

This article tells you what a press release is and the need for a company to publish press releases. It will further guide you to writing a good press release that matches the standards required for it to be published.

What is a Press Release?

A press release is formal announcement by a company about itself and its activities. It is written as a news article and published in the media to generate publicity. A press release is written by a third person, in an objective, crisp and informative style. The main aim here is to inform the journalists and the public about the latest ventures and other new-worthy items that the company wishes to publish.

Why Write a Press Release?

Press release is an ideal form of publicity. It is effective and useful due to the fact that this kind of publicity has an element of credibility attached to it. Press releases are seen as a short piece of authentic information in the interest of the general public.

How to Write a Press Release?

Writing a press release is a simple task. There is a set of standards to be followed for a press release to be accepted and published by the editors.

Here are a few basic tips on writing an effective press release that has a high probability of being accepted.

• First things first. Write about some news worth publishing. E.g.: a new product, introduction of new services, awards won, associations formed etc.
• Clearly define your audience. Direct the news at media and your targeted audience.
• Begin strong. Explain the purpose of your release in the first line strongly and crisply.
• Do not make the release too long. If it is an e-release ensure that it does not, in any case, exceed 500 words.
• Be crisp and factual. Avoid fancy language, excessive flowery descriptions.
• Make sure that you divulge only just enough facts. Do not give away everything. Your release should kindle people’s interest and they must get back to you.
• If available, add some images or photographs of events referred to in the news and relevant media kit.
• Ensure that the right contact information is given, and all other details mentioned in your release are accurate.

Stick to the following standard of writing a press release as much as possible:

• Should have clearly on top, the name of the company, web site, address, phone number and Logo. Just below this, in Capitals, PRESS RELEASE should be written, bold and center aligned. Below this, furnish the contact details. This should include the Contact Person’s Name, Telephone number, Cell/Fax number and e-mail address. To the right hand corner, write “FOR IMMEDIATE RELEASE”.
• The Headline or Title of the press release is written (preferably in capitals) in bold and Center aligned. The heading should be captivating; it should be short, arousing interest of the editor and the audience. If there is a sub title, written below the heading in title case.
• Body of the release can begin with the date and place of the event. It should be simple, informative and factual. It should clearly address who, what, when, where and why of the news matter you are writing about. The first paragraph will describe the event or the news itself. The second will talk more about who the news will be of use to and how. If you wish to add a slight element of personal touch, do it here. But do not contrive or distort facts to suit your business needs. The third and final paragraph will be a very short summary about your company in general and the release. Give the contact information here again.
• The end of the press release in symbolized by “###”. If your press release exceeds two pages, indicate the page number on the upper right corner, with indication in the previous page as "more”.
• As per the normal standards, it is better to use basic fonts such as Times New Roman or Arial etc, size 12 with double-spacing between lines.

A press release copy written in the above format can go a long way in publicizing your company in an effective and credible way.

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