Follow this step-by-step process to write and expose your news. FORMAT
Call it a 'News Release', 'News Bulletin' or 'Announcement'. 'Press Release' sounds like propaganda.
Add, 'For immediate use'. This implies urgency. It also allows them some choice on when to run it. If
news is date sensitive state 'for use before' or 'for use after'.
Fax or mail? If urgent - fax. But to get noticed mail it. They get a lot of junk mail and junk fax. The fax junk looks too much alike. If you mail it you have a chance to get attention with
colour and feel of
paper. Send it on good quality paper with your logo. That could be your letterhead.
Don't address it to 'newsroom' or 'editor'. That's
same as 'occupant'. Instead address it to a person. Get their name.
Make it easy to read. Maximum one page. Use easy to read font. Twelve point size Times Roman works well. Add a little spice by bolding key names - but sprinkle lightly. Italics draws attention but is hard to read. Use capitals and small letters - don't print
whole thing in capital letters. That is extremely difficult to read. Keep paragraphs and sentences short. Double spacing is best.
Make it clear whom
release is from. Lead with city and date of
release. This gives perspective. At
bottom of
page state, 'The end' or '- 30-' Show contact name(s) and phone number(s) clearly at
bottom or top of
page.
Make sure those contacts receive a copy of
release and that they will be available and prepared to talk to
press when called. Impress on those contacts that
press need speedy responses to make their deadlines.
CONTENT
Start with a strong title. A subtitle is not necessary if
title is strong. Study newspaper headings for ideas. Examine
style of
target media you are trying to reach to get ideas.
You have only one chance to hook them with
title. If you do not, they will not read any further. One glance at
headline is how they preview
release. There must be words, themes, companies, personalities or issues in
title that slows their glance enough to invite them to read
first paragraph.
The first sentence must grab them. Rework that first sentence until
first few words or even
first word pulls
reader in.
The first paragraph is important. It should contain your most important message. If they read that far - it is what draws them into
story. Write that first paragraph as if that might be
only paragraph they print.
Follow with
next points in order of decreasing importance. Assume that they might chop it after any paragraph. Write each paragraph applying
same approach to your sentences. If they only print one sentence make that
first sentence.