Tips for writing a press release -
Posted: May 18, 2020
Sending a press release is a great way to let the editors of the newspapers and broadcasters to generate free publicity. Both small and large companies write a press release for a product launch to promote their business.
Writing a press release takes a lot of work. As an entrepreneur, you put yourself in the place of the journalist to get answers to questions like what does he/she wants to know? What is the value of the news? Remember, you can grab attention with a good press release. If you write a good press release, the journalists are more likely to use it. In this article, you can read more about how to write a press release.
How to Write a Press Release
1. Put yourself in the place of the journalist
Press releases are not the same as advertisements. Bear in mind that the press release must involve something interesting, and clearly state in the press release the value of the news and how important it is for the reader. This allows you to quickly attract the attention of journalists and viewers. To get free advertising, it's important that your news not only benefits you but also your target audience.
2. Make the readers want to read your press release
First impressions are always important. So, choose a strong title and introduction. The title should be descriptive and engaging so that readers know what it means, but still want to read further. The reader wants to quickly understand what this means, so describe 5 W and H in the introduction section: who, what, where, when, why and how? Note: This is not a summary of the facts, it cannot exceed more than 50 words.
3. Follow the right press release format and structure
Press releases have their own format and structure that should be followed when writing a traditional press release. You can follow the standard structure: Start from the top – write (Press Release – place – date), write a headline (strong title), intro (short summary), detailed description (background and other general information), and finally start writing the note for the editor (more details). For more information, see available contacts with Name, Email Address, and Phone Number. You can even add attachments to the press release, such as images or interesting reports. Recipients often appreciate this.
4. The five W’s and H
Sometimes the media only copies the first paragraph from a press release, so it's important that the first paragraph contains the most important information. That's why the five W’s (also called introductions: what, who, where, when, why) are mentioned in this section. It might also be useful to mention "how" here, but you can also put it while elaborating.
5. Press release length
Whether you are writing a press release for an event or any other event, the ideal length is 1 A4 sheet. Write brief and to the point information and try to avoid writing duplicate information. The press release should not be long and complicated to read. It should be easy to read, and readers can spend a few minutes to understand the subject well. Encourage journalists not to give up reading so they can publish your press release.
6. Do not use Auxiliary verbs
Press releases are usually written in the active form. You must not use auxiliary verbs such as "will", "can", and "become". In addition, it is recommended to use a third-person tone, "me" and "we" are only better in quotes.
7. Use good words in the press release
Find good press release words to use and synonyms. Make sure you don't repeat the same words often. Write in the active form and in the present tense.
8. Do not overlook your mistakes
You are likely to make spelling, grammar and structure mistakes when writing a press release. If your press release contains errors, this not only affects the image, but it can also be copied to the publication itself. You can use online grammar correction tools to ensure that your content is free from grammatical mistakes. A good tip is to ask your friends or colleague to review it for you. This will ensure a flawless press release for submission.
9. Write a good conclusion
The journalist must see the information he can take from the press release. Therefore, specify where the press release ends. Place it in uppercase letters at the bottom, or use characters to indicate the end. Note the following. It contains contact information and other information for journalists.
Make sure the contact persons are available and have a good understanding of the subject. You can also add a short description of your business and a link to the website mentioned in the press release. If you are adding visual material, make sure it is of good quality. The sharper and bigger the photo, the better the effect.
10. Are you done writing now?
It is advised to process the text in your email itself, instead of the attachment, so that your email message is not blocked by the firewall of the recipient. Consequently, attachments, such as images and other documents, are accessible via external websites. Sending e-mail from your organization (not from the sender), and not from your personal account, can increase your visibility and credibility. Finally, do not send the message urgently to avoid annoying the recipient.
Tips for Writing a Press Release
- Press releases must be reliable. This means that the first paragraph must cover the most important information and the last paragraph the least important information. So if there is not enough space to post your message, journalists can easily remove the last paragraph.
- The shorter and more focused press release delivers the intended message more accurately. Also suggested by
- Avoid writing duplicate information and take the text seriously after writing. Press releases are rarely longer than A4 paper. Let others read your press release before submission. Even if you have a lot of confidence in your situation, you are likely to make a mistake.
- Also, avoid repeating certain words often. Use synonyms or reference links instead;
- Use active forms where possible, in your writing style and current writing style;
- The combination of company information and personal additions is interesting to read. For example, use quotes of famous authors to make your story lively.
An ordinary soul with an inquisitive mind and flair for writing. He likes writing on technology among other genres, currently works for Royal Britsh Essay Writers as a content marketing specialist.