Network in Solidarity with the People of Guatemala

Reach the Media
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How to Write a Press Release

A concise news release is a good way to publicize an upcoming event or an organization's position on a particular issue or recent occurrence. It is a relatively easy way to communicate all the facts a reporter needs to write an article. However, the task of writing a good press release can sometimes be challenging.

Although some people find writing a press release a quick and easy task, others need more time. Be sure to allow yourself plenty of time by starting early.

Parts of a Press Release

Headline
The headline can make or break a press release. Include the most important information in the headline and make it punchy. The headline can be up to four lines if necessary, including a subheading, but keep it short and remember to use a large font.

The Lead Paragraph
This paragraph, which need not consist of more than one or two sentences, should contain all of the basic information about the event or organizational position. It should answer all the questions: who, what, when, where, and why. And the first sentence should grab the reader, to make them continue reading.

The "Mission" Paragraph
This paragraph states the importance of the event or issue, describing how it impacts your community, the nation, or Guatemala.

Background Paragraph
One paragraph about the history of the event or the organization. This should always come last and can include contact information for your organization, including a web address.

Tips for an Effective Press Release

Brevity

A short press release is best; it should be no longer than two double-spaced pages. Use short, concise, paragraphs of two to four sentences throughout.

Prioritizing Important Information
Important information should stand out in some way - most reporters will only spend 30 seconds looking at a release.
Use the inverted pyramid style of news writing - be sure to include your most important points early in the release and work your way down.
Include a striking quote or two from invited speakers or spokespeople for your organization in the second or third paragraph.
Clear and Professional
The press release should be typed on official letterhead.
It should include the release date and the name and telephone number of at least one contact person, at the top of the release.
A person's full name should be used just once; after the first introduction only a last name should be used.

Follow-up
If the press release concerns an upcoming event, mail or fax it so it will arrive a few days before the event.
Within 24 hours of when you think the press release has been received, always call every recipient to be sure (s)he has received it.
Be available to the press during the day of the event so that they may call you with questions.

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print \| close window Reach the Media ............................................................................................ How to Write a Press Release A concise news release is a good way to publicize an upcoming event or an organization's position on a particular issue or recent occurrence. It is a relatively easy way to communicate all the facts a reporter needs to write an article. However, the task of writing a good press release can sometimes be challenging. Although some people find writing a press release a quick and easy task, others need more time. Be sure to allow yourself plenty of time by starting early. Parts of a Press Release Headline The headline can make or break a press release. Include the most important information in the headline and make it punchy. The headline can be up to four lines if necessary, including a subheading, but keep it short and remember to use a large font. The Lead Paragraph This paragraph, which need not consist of more than one or two sentences, should contain all of the basic information about the event or organizational position. It should answer all the questions: who, what, when, where, and why. And the first sentence should grab the reader, to make them continue reading. The "Mission" Paragraph This paragraph states the importance of the event or issue, describing how it impacts your community, the nation, or Guatemala. Background Paragraph One paragraph about the history of the event or the organization. This should always come last and can include contact information for your organization, including a web address. Tips for an Effective Press Release Brevity A short press release is best; it should be no longer than two double-spaced pages. Use short, concise, paragraphs of two to four sentences throughout. Prioritizing Important Information Important information should stand out in some way - most reporters will only spend 30 seconds looking at a release. Use the inverted pyramid style of news writing - be sure to include your most important points early in the release and work your way down. Include a striking quote or two from invited speakers or spokespeople for your organization in the second or third paragraph. Clear and Professional The press release should be typed on official letterhead. It should include the release date and the name and telephone number of at least one contact person, at the top of the release. A person's full name should be used just once; after the first introduction only a last name should be used. Follow-up If the press release concerns an upcoming event, mail or fax it so it will arrive a few days before the event. Within 24 hours of when you think the press release has been received, always call every recipient to be sure (s)he has received it. Be available to the press during the day of the event so that they may call you with questions. print \| close window