How to write a press release
Follow these tips when writing a news release.
Get it together
Gather all the information you need to write the release. Please be sure of the correct spelling of names and places. Keep the 5 W's in mind: Who, what, when, where, why.
Try to anticipate questions that people not familiar with the event may have.
Write it down ď Ź
Start with the most important information first. Put less important information near the end. Newspapers often cut from the bottom of an article if it has to be trimmed to fit available space (AP Style). Use a simple, straightforward writing style. Readers are more interested in facts than they are in stylistic flourishes.
Write it down continued ď Ź
Be sure the name of the company appears in your article as well as in the heading. Please don't use all capital letters.
Include a contact ď Ź
Whom do we call if the editor needs more information? This is extremely important. Please include the name, phone numbers, and e-mail of a contact person, someone the editor can call to answer questions or confirm information.
Include release date ď Ź
Be sure to include at the top of the release when it can be used. Most releases say: For Immediate Release.
Occasionally you may want to indicate a specific date: For Release (Before/After) Month Day, Year
Check and re-check
Please be sure all information is accurate – names, dates, times, etc. Make sure that all names are spelled correctly and that all days and dates match. Publication of your release can be delayed while an editor tries to clear up discrepancies.
Photos ď Ź
If you provide a photo, please make sure that everyone is correctly identified from left to right and by first and last name. Electronic photos = JPEG with a resolution of at least 180 dpi, but not to exceed 10MB.
Don't wait until the last minute. ď Ź
Whenever possible, get your release to us early. The Sun Journal receives a large volume of releases every day. It takes time to process each release, so sending yours at the last minute means that it may not be ready in time. Mail, fax or e-mail your release well in advance of any event you want publicized.
Our deadline is TEN (10) days to TWO (2) weeks PRIOR to the time you want the release to run. We will publish it as soon as possible.
News releases can be emailed to: email@example.com
Entertainment news = firstname.lastname@example.org
Calendars = email@example.com
Business news = firstname.lastname@example.org and email@example.com
Regional news = firstname.lastname@example.org
Sun Spots = email@example.com
Or dropped off at any Sun Journal office.