24 January 2024

Tips for Creating an Effective Press Release [With Template Examples]

By Ronald Smith

Writing a great press release can be challenging. There are a few key things to keep in mind to ensure your press release is engaging and informative. I’m going to share some valuable tips with you on how to write a press release that stands out and gets noticed.

But before we dive into the tips, let’s first understand what a press release is. A press release is a written statement that informs the media about a newsworthy event or announcement. It’s an effective way to share information about your organization, products, or services with the public.

Now, let’s get to the heart of the matter. How can you write a press release that grabs attention? Here are some essential tips to help you:

1. Start with a compelling headline: Your headline is the first thing that journalists and readers will see. Make it catchy and intriguing to captivate their interest right away.

2. Provide a captivating introduction: In the first few sentences, you need to grab the reader’s attention and make them want to keep reading. Clearly state the main point of your press release.

3. Include the key details: In the body of your press release, provide all the essential information about your announcement. Answer the who, what, when, where, why, and how questions to give readers a complete understanding of the event or news.

4. Use quotes: Including quotes from relevant people adds credibility to your press release. Quotes are eye-catching and can help bring a personal touch to your story.

5. Keep it concise and to the point: Be mindful of the length of your press release. Stick to the essential details and avoid unnecessary fluff. Journalists are often pressed for time and appreciate brevity.

6. Make it visually appealing: Add images or videos to make your press release more visually engaging. Visual content can help enhance the reader’s experience and make your story more memorable.

7. End with a strong conclusion: Wrap up your press release by summarizing the main points and including your contact information. Make it easy for journalists and readers to reach out to you for further inquiries.

Now that you have these tips in mind, let’s take a look at some press release template examples to give you a better idea of how to structure your own press release:

1. Template Example 1: [Insert Template Example 1 here]

2. Template Example 2: [Insert Template Example 2 here]

Remember, practice makes perfect. Don’t be discouraged if your first press release doesn’t receive a huge response. Keep refining your writing skills and learning from each press release you create. With time, you’ll become an expert at crafting compelling press releases that catch the attention of journalists and readers alike.

So, go ahead and start writing your own outstanding press release!

Tips for Creating an Effective Press Release [With Template Examples]

So, you want to get some attention for your business through public relations. Well, writing a press release is a crucial part of that process. But if you’re not familiar with how to write one, or if you don’t write releases often, you might be wondering where to begin. Don’t worry, I’ve got you covered. I’ve put together a simple guide that anyone can follow, complete with a press release template and examples to help you achieve a polished and professional result.

Contents

Follow These 10 Steps for an Outstanding Press Release

Creating a press release is easier than you might think. First, choose a press release template or example to give you some guidance. Find one that suits your needs and follow its structure. It’s like having a recipe to follow when you’re cooking.

Next, it’s time to write a headline that really grabs people’s attention. Make it catchy and intriguing. Think of it as the title for a book or a movie. It should make people want to read more.

Now, add the date and your location. This lets people know when and where the news is happening. It’s like giving them a time and place to meet you.

Now, let’s start writing the body of the press release. The first sentence should summarize your main point. Think of it as the most important thing you want people to know. Then, in the rest of the body, give them more details and information. Tell them what’s happening and why it’s important.

Don’t forget to include an interesting quote from one of your executives. This adds a personal touch to the press release and makes it more engaging. It’s like having a real person talk to the readers.

Finally, wrap up the press release with some general information about your company. This is called the boilerplate About section. It gives people a brief overview of who you are and what you do. Make it concise and informative.

Remember to include your contact information at the end. This way, if anyone wants to get in touch with you for more information, they know how to reach you.

Before you finish, take a moment to proofread your press release. Check for any mistakes or errors. You want to make sure it’s polished and professional.

And there you have it! You’ve successfully created a press release. It may seem like a lot of steps, but once you get the hang of it, it becomes second nature.

If you want more detailed information, read on to learn about the 10 steps for writing a press release.

1. Choose a Template

Writing a press release is much easier and quicker when you have a guide or example to follow. If you start with a blank sheet of paper or screen, it will take a lot longer. Thankfully, we have provided templates below that will make the job easier for you. Choose a press release format or example that makes sense for your needs, and then add in the relevant information to customize it for your story.

To give your press release a professional look and provide quick recognition, include your company logo in the upper corner. Your logo will let readers know who you are and what your company does at a glance. It also helps with brand recognition. If reporters are familiar with your logo, seeing it at the top of your release may jog their memory and increase the chances of coverage.

Step 3: Include Contact Information

The purpose of a press release is to make it easy for media outlets to write or produce content about my company. It’s likely that some of them will have extra questions after reading. That’s why I should direct them to the right person at the top of each media release. I need to provide the name, phone number, and email address of an executive in my organization who can quickly respond if a journalist or editor needs more information.

4. Create a Catchy Headline

The headline of my press release should capture people’s attention and make them want to read it. It should be something exciting, brief, and attention-grabbing. For instance, if my press release is about a recent research, I can start with a shocking statistic instead of just saying that my company conducted a survey. Headlines should also be written in an active voice and include relevant keywords to make it easier for search engines to find.

5. Date and Location are Essential

When writing a press release, it’s important to include the date of the news release and the location where it is coming from. Usually, the location mentioned is the headquarters of the company sharing the news. If the news is from outside the United States, only the city is typically mentioned, like New Mumbai.

6. Craft an Interesting Opening

The first sentence and paragraph of your media release hold significant importance. This is where you give news outlets the exciting updates or breaking news. A captivating opening should grab their attention and provide them with the essential information they need. Focus on the main point that you want to convey right from the start.

7. Develop the Main Body

When writing a really good press release, I need to remember to include all the important details about the story. It’s important to give the who, what, where, and when right at the beginning, so that reporters can easily find them. I should include all the information that a writer would need to know in order to write an article about my news. And I need to make sure to put the most important information in the first couple of paragraphs.

8. Pick a Powerful Quote

Did you know that quotes can make news articles more interesting? Well, they can also give your press releases that extra color. So, when you’re writing a press release, don’t forget to include a quote! Look for someone important in your company, like an executive or a leader, who can offer a unique perspective on the story. Let’s say you’re announcing a new product. You could include a quote from the lead developer, who can explain how the product solves a problem. But here’s the thing: quotes should bring something fresh to the table. They shouldn’t just repeat what you’ve already said. Think about the quotes you’ve read in news articles and aim for that level of insight when crafting your press release.

9. Include an About Section

When you finish writing your press release, it’s important to include some basic information about your company. This includes details such as when your company was founded, who founded it, what your company does, and any noteworthy awards or achievements you want to highlight. This section should be separate from the rest of the press release, so reporters can easily locate this background information and incorporate it into their stories.

10. Wrap it Up

To indicate the end of your press release, include a short row of hash signs: ###. This visual cue shows the reader where the document concludes. It lets them know there is no more content or pages to follow. By adding the End Notation, readers understand that the press release has reached its end and it’s not simply a case of missing pages.

11. Double Check

Don’t forget to proofread your work carefully. Making a good impression is tough when there are typos, missing words, or poorly formatted information. And watch out for using too many acronyms or industry jargon – that can be a problem too.

Here’s a Pro Tip for you: Proofreading often gets overlooked because it can be boring. But I’ve got three simple ways to make it easier. First, use the spellchecker and grammar checker in your web browser or word processor. They’re a big help! Second, try reading each word slowly and out loud. It might sound silly, but it works. And finally, take a break from your document for a day. When you come back to it, you’ll see things with fresh eyes and catch any mistakes you missed before. If possible, ask someone else to read your work and give you feedback on clarity, understanding, sentence structure, and anything else they notice.

The press release has always been one of the best ways to grab the attention of the media.

And even in today’s world of social media and content marketing, writing a press release is still one of the simplest and most effective ways to gain attention for a startup or small business.

Recap: What to Include in a Press Release

Let me remind you of the important elements that should be included in a press release:

  • Logo
  • Contact information (name, email address, and phone number)
  • Press release headline – This is a bold statement that captures the main message of your press release, placed at the top.
  • Date and location
  • An attention-grabbing opening sentence
  • Body copy that provides all the important details about your announcement – who, what, when, and where
  • Quotes from executives – A good press release often includes quotes from executives that add excitement and interest to the news.
  • Your website address

Hey, let me tell you about our awesome free press release template! It’s super simple and perfect for small businesses like yours. You can use it for all kinds of purposes, and it has everything you need. Check it out!

But first, let me give you some tips on how to write a killer press release. It should be one to two pages long and follow a standard template. Don’t make it complicated – keep it clear and to the point. That’s the key!

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  • When creating a press release, it’s important to stick to a standard template. Journalists, editors, bloggers, and influencers are accustomed to a specific format that allows them to quickly review the information. While being creative is great, it’s crucial not to confuse the very people you’re trying to inform. So, let’s keep it structured and clear.
  • You can include additional materials if needed, but they are not always essential. It’s a good idea to have extra materials like product screenshots or images ready in case journalists request them. If necessary, you can quickly email these materials. Some PR professionals include links to web pages or cloud folders that contain images or explainer videos, but it’s not mandatory.
  • So, now that I’ve explained the basic structure of a press release, let’s talk about different types of press releases and how to format them.

    12 Examples of Press Release Templates

    When you’re choosing a press release template for your company, it’s important to consider the purpose or message you want to convey. There are many reasons why a company might write a press release. For instance, you might want to generate buzz about a new product or service. Alternatively, you could be announcing a new source of funding or a change in leadership. The specific details you include will depend on the kind of press release you want to write. That’s why it’s crucial to choose a template that aligns with your goals.

    When I sit down to write a press release, I start by setting a clear goal for my release. This can be to make more people aware of my brand, attract attention to a product or service, or establish my company as a leader in the industry. Furthermore, everything I include in my release should be valuable to the reader. I need to know exactly what information I want to share, and it should be relevant to news outlets in some way. It should either be a recent announcement or have relevance to current events. Press outlets are unlikely to write a story about a product that has been available for years, unless I have just introduced a new feature or lowered the price.

    Now that I have determined my press release goals, I can provide you with some examples to help you get started.

    1. Template for Launching a New Product

    So, when you put out a new product or make improvements to an existing one, it’s super important to let your customers and the public know, right? That’s where a press release comes in handy! This kind of announcement should tell everyone about the exciting launch of your product and include a quote that explains why it’s such a big deal. After that, you can delve into all the cool new features and important info that your users would want to know about.

    Tips for Creating an Effective Press Release [With Template Examples]

    2. Revealing Survey Results

    Survey results can tell a captivating tale. My company might have just finished a study that relates to our industry. Or I can announce discoveries that are connected to current events. This type of announcement can attract a lot of attention for my company and its research. Plus, it might help establish me as an expert in the industry.

    To follow this press release format, I’ll start with a simple explanation of the study and share one or two of the most striking or surprising findings. Then, I’ll provide a few key statistics and delve into a detailed explanation of the methodology used. Lastly, I’ll include a link to the complete study or an infographic summarizing the findings.

    3. Marking the Grand Opening

    Starting a new business or opening a new store is a big deal. You want the media and people in that area to know what you have to offer so they can easily come and check it out.

    When you write a press release for this purpose, you should start with the basic information: who, what, where, and when. You can also include details about the location and the products or services that will be available there. Don’t forget to include quotes from happy customers about what they can expect if they visit.

    4. Mergers and Acquisitions

    If your company buys another brand or joins forces with another business, it can have a big impact on your industry and how customers experience it.

    So, when it comes to press releases in this area, we wanna make sure we cover all the bases. That means including some key details, like the terms and date of the agreement. It’s also a good idea to throw in some quotes that talk about how this merger is gonna improve things or shake things up. You know, give people an idea of what to expect. For example, if two software companies are merging, maybe that means customers will have access to even more awesome tech tools. And hey, while you’re at it, give some background info on all the companies involved. It helps to give people the full picture.

    Alrighty, moving on to number five – hiring and promotions press releases. This can be some exciting stuff! New crew members and promotions can definitely be newsworthy, especially if it’s a big-time executive or a really important team member. So make sure to get the word out there and let everyone know what’s happening.

    Hey there, let’s talk about writing a press release! When crafting a press release, it’s important for companies to really dig into the background and qualifications of the person they’re highlighting. It’s like peering into their professional life and seeing what makes them stand out. To help with this, you can include their resume and any special achievements they’ve had along the way.

    Now, let’s think about what this person will bring to their new position. What skills or experiences do they have that make them the perfect fit? Be sure to outline all of this in your press release. It’s like painting a picture of what they’ll bring to the table.

    Lastly, it’s nice to include quotes from both the new hire and other folks within the organization. These quotes can explain what this new move means to the company. It’s a way to show how excited everyone is about the future with this person on board.

    Tips for Creating an Effective Press Release [With Template Examples]

    6. Jumping on the Latest News and Trends

    Did you know that you can put your company in the spotlight by connecting it with the latest news or trends? It’s called newsjacking, and it’s a strategy that works wonders on social media, blogs, and even in the press. By doing this, you’re not only positioning your brand as experts in your industry, but you’re also getting media coverage, even if you don’t have anything new to launch right now.

    So, how does it work? Well, it’s simple! You start by mentioning the current trend or news that’s making waves. Then, you cleverly link it to your company in a way that makes sense. You can even provide insightful comments from someone important in your team, which reporters would love to include in their coverage.

    7. A Fresh Start: Rebranding News Announcement

    Hey, exciting news! We’re going through some changes, and we can’t wait to share them with you. Our company is getting a new name, a snazzy new logo, and even a spiffy new website! We wanted to keep you in the loop so that you don’t get confused by all these updates.

    I’ve got some news to share with you. I want to tell you about some cool changes that are happening and what you can expect from them. And hey, I’ll also let you in on why these changes were necessary and how they’ll benefit you. Pretty cool, right?

    So, let’s start with the good stuff. We’ve got a brand new logo and website coming your way. These changes are gonna make things a whole lot easier and better for you. You’re gonna love it!

    Now, you might be wondering why we decided to make these changes. Well, let me give you the scoop. Our goal is to make your experience with us even more awesome. We want everything to be simple, smooth, and super user-friendly. And that’s exactly what these changes are gonna do.

    The new logo and website are gonna make it a breeze for you to find what you need and navigate through our stuff. It’s gonna be like having a personal assistant right at your fingertips. How cool is that?

    So, get ready for an exciting upgrade! We can’t wait for you to see the new logo and website in action. Trust me, you’re gonna be blown away!

    Tips for Creating an Effective Press Release [With Template Examples]

    Template for an Official Statement from Our Company

    I wanted to talk to you about how companies like ours release official statements. We do this for lots of reasons. Sometimes, it’s to share our thoughts on important things happening in the world that affects our brand. Other times, we want to let people know where we stand on certain issues or address any controversies that might come up.

    When we put out an official statement, we start by talking about the news we’re commenting on. Then, we mainly focus on a quote from our leaders or a short paragraph explaining our position. We want to make sure our message is clear and to the point.

    Template for Announcing a New Partnership

    I’ve got some exciting news to share with you! Our company is teaming up with another company to bring you even better products and services. This new partnership will make us even stronger in the industry and give you more of what you need.

    When we announce a new partnership, we do it in a way that’s similar to when companies come together through mergers and acquisitions. We want to let everyone know about this great opportunity and how it will benefit all of us.

    But instead of just talking about how a deal went down, let’s focus on what it means for all of you out there. You see, this press release is all about how a partnership between a fancy-sounding data management platform and a big-shot financial services firm can actually make things easier for banks and other money folks when it comes to keeping track of customer information.

    Tips for Creating an Effective Press Release [With Template Examples]

    10. Event Press Release Template

    I wanted to tell you all about a super cool event coming up. Businesses like mine use events to connect with customers, make some money, and network with others in the industry. And guess what? Events are a great way to get some attention from the media too!

    Usually, we send out press releases before the event happens to get people excited and boost attendance. But sometimes, we also send them out after the event to share all the awesome things that went down. In both cases, we make sure to include the date and location of the event, along with any important info that attendees need to know. And for past events, we like to add quotes from the hosts or attendees, as well as some key takeaways.

    11. Book Launch Template

    Hey, guess what? I just wrote a book! And let me tell you, it’s not just any book. It’s an amazing way to get some buzz for my brand. Some smart entrepreneurs even build whole businesses around selling books! So now that my book is finished, I’m getting ready to send out a press release to get some awesome coverage and boost my sales and visibility.

    When I want to write a press release for a book, I always begin by giving important information about the book itself. This includes the title, release date, author, and any other basic details that people need to know. Then, I like to provide a short summary or explanation of what the book is all about. It’s like giving a sneak peek to grab people’s interest! I also think it’s important to share some background about the author’s credentials. This way, readers can see why the author is an expert in their field, and it might make them even more excited to read the book.

    Tips for Creating an Effective Press Release [With Template Examples]

    12. Special Award or Recognition Template

    Receiving special awards and industry recognition is crucial for building credibility for your brand. It adds an extra layer of attention to your brand and may even catch the eye of the press.

    In the first part of your announcement, I want to make sure you state the award and explain why it is important to your customers or industry. For example, if you received recognition for having the highest customer satisfaction ratings, it shows your brand’s commitment to constantly improving the customer experience. It would also be great to include quotes from your leadership team and any other awards or qualifications that further enhance your brand’s reputation.

    What’s the Purpose of Sending a Press Release?

    Why bother learning how to write a press release if it won’t actually benefit your brand? But don’t worry, press releases can actually be really helpful for companies. They can serve a variety of purposes. If you have clear goals in mind, you can choose the right press release format for your needs. Whether you want to get more people interested in your brand or you’re trying to fix a problem, here are some goals you might want to consider.

    Get Noticed

    Reporters can only write about new products, updates, or announcements if they know about them. By sending your news directly to reporters or using a press release distribution service to publish it, you make it very easy for them to find out about your news. When they share your news with their audience, your brand gets even more attention from the people you want to reach.

    Spread the Word

    Even if not a lot of customers remember the specific news you share, a well-written press release can help them remember your brand name. The more your company is talked about in the press, the more people will become familiar with what you offer. For instance, if a marketing consultant sends out regular releases about new services, team members, and current happenings in the marketing industry, they are more likely to build brand recognition among business clients. Even if many of those clients aren’t actively looking for marketing services at the moment, they will have more trust in a brand they are familiar with. So, the next time they come across news about your company when they are ready to make a purchase, they will be more confident in making a decision.

    Create Connections

    When it comes to public relations, I’ve learned that it’s not a quick fix. It’s not just about getting your business mentioned once and magically gaining a flood of new clients. Instead, it’s a long-term strategy that requires patience and consistent effort. But don’t worry, I’m here to help you understand how to make it work for you.

    A key way to build successful public relations is by forming strong relationships with people in the media. By regularly sending out press releases, you can catch the attention of reporters and journalists who may find value in what you have to offer. For instance, you can provide expert commentary on industry events, which these media contacts can use in their articles. This way, you’re helping them with their work while also establishing yourself as an industry expert.

    So, why is this important? Well, when you have a good relationship with the media, they may be more likely to write about your new product or service when it launches. They already know and trust you, so they’re more inclined to give you the spotlight. This kind of exposure can bring in new customers and boost your business. It’s a win-win situation!

    But that’s not all. There’s another benefit to this PR approach that goes beyond media coverage. It can actually improve your search engine optimization (SEO) efforts. When your business is mentioned in various articles and publications, it creates backlinks to your website. These backlinks signal to search engines that your website is reputable and relevant, which can help improve your search rankings. So, by investing in PR, you’re not only gaining media exposure but also giving your online presence a much-needed boost.

    Having a good PR strategy can also benefit your SEO and content marketing efforts. Your press releases can be featured on distribution sites, linking back to your website with relevant keywords. Additionally, if you get featured on reputable media outlets, you can generate even more high-quality backlinks.

    Take Control of Your Reputation

    Your company’s reputation plays a crucial role in how customers perceive you. If you encounter issues like a data breach or a mistake on social media, a press release can help you with damage control. In such cases, it’s important to maintain a humble and apologetic tone in your press release. Clearly outline the steps you are taking to improve the situation.

    For more PR tips and strategies on gaining publicity for your company, explore further.

    Frequently Asked Questions About Press Releases

    Who should I send my press release to?

    If you want to get the word out about your brand, there are a few ways you can share your press release. One option is to submit it to press release distribution sites. These sites are frequently visited by media members who are looking for story sources. Another option is to reach out directly to journalists, editors, bloggers, or social influencers who are relevant to your industry. This can help you build relationships with these important individuals.

    It’s also a good idea to post your press releases on your own website. This can boost your search engine optimization (SEO) and assist with your content marketing efforts. Once you’ve published your press release, make sure to share it on social media and your Google account. This way, your followers can easily find and access relevant information about your brand.

    Now, you might be wondering, should I send my press release in Word or PDF format?

    When it comes to sharing information with journalists and editors, they actually prefer a Word .doc because it’s simple for them to copy and paste key details like quotes and product names. These days, most media outlets will accept a PDF or .doc/.docx format. Alternatively, providing a link to where the press release is posted online is also an acceptable option.

    Now, some PR professionals choose to paste the press release text directly into an email. This has its advantages, as there’s no attachment or link for recipients to worry about from a cybersecurity standpoint. However, there are downsides as well. It may come across as less official, and lengthy emails are more likely to be overlooked. After all, some journalists don’t have the time or patience to read through an entire long email.

    I want to let you in on a little secret: attaching a press release to your media outreach emails can actually be a good idea. I know, I know, you may have heard some people saying not to do it, but as someone in the media industry, I can tell you that many editors and journalists actually prefer to receive press releases as attachments. Of course, if you’d rather not attach a file, you can always provide a link to the press release instead. Either way, the point is to make it as easy as possible for busy media professionals to access the information they need.

    Now, you might be wondering, what on earth is a news embargo and how should I handle it?

    An embargo is when something is set to be made public at a specific date and time in the future. It’s like a secret that’s waiting to be revealed. This is often done for big announcements or when a new product is being launched. It gives the people in charge of public relations or marketing time to reach out to others beforehand.

    If the news is embargoed for a specific day and time, it should be clearly stated in the release. It’s a good idea to write it in bold red letters so that it stands out. This way, even if the recipient of the release doesn’t thoroughly read the email, they’ll still notice the embargo date. After all, emails can easily get lost or forgotten.

    Here’s something else to keep in mind: before sending out a press release, ask the media outlet if they will respect the embargo. Most outlets do, but there are a few that don’t. You don’t want to send an embargoed release to an outlet that won’t honor it.