How to Write a Press Release

Press releases are used to notify the media of an individual or organization's recent activities. They're not meant to sell a product or service, but to give reporters information to develop a longer story. A press release should be about one page long, or 500-800 words.

Step One
Use company letterhead to distribute press releases. The top of the page should include contact information and the phrase "FOR IMMEDIATE RELEASE" in capital letters.

Step Two
Write a headline that is catchy and gets to the point quickly. If a subhead is needed, use a little more detail but keep it simple. Because journalists receive many press releases, be sure the headline is compelling. The words in the headline and subhead should be capitalized except for conjunctions and articles of three letters or less (and, a, to, etc.)

Step Three
Use a dateline in the first paragraph which reads City, State, Date. Don't waste time getting to the point in the first paragraph, be sure to include who, what, when, where and how of your message. The paragraphs following the first one should be straightforward and should only contain three or four sentences.

Step Four
Include information pertaining to the product, such as improvements or new features, or to an event such as dates, prices and notable guests. Add credibility to your press release by including quotations from experts, people who have experienced the product or event or the people the product or event will help.
Use the last paragraph to describe the company and the work they do.

Step Five
Use three number signs, # # #, after the last paragraph to signify the end of the press release. This indicates to the journalist that they have received the entire press release and that any information below the three number signs is not to be included in publications. They should be aligned in the center of the document. If the press release is longer than one page write MORE at the bottom. This indicates that reporters should look for another page.

Hint
Write press releases using AP Style. The AP Style Guide is the industry standard in journalism and is available in bookstores.