How to Write a Press Release

There is a standard format to follow when developing press releases for distribution to the media. The written material, or “copy” is always typewritten on 8 1/2” x 11” white paper (your letterhead will do for the first page). Stay away from odd size or colored paper. All copy should be double-spaced. Leave ample margins all around and use only one side of the paper.

Several elements are mandatory for each and every press release. First, in the upper right hand corner, put your name (as media contact) and a telephone number where you can be reached both days and evenings. Second, every release should have a ‘catchy’ headline. Headlines should be clear, but catchy. Keep your message to a minimum of words. Third is the dateline. The dateline provides the location of the event or story and the date of the event or upon which the story is being written. Generally, news press releases should not go beyond one or two pages, although feature stories will run longer. When a release continues to a second or third page, always write the word “-more-” at the bottom of each continuing page. Additional pages should be clearly marked by a “slug” or abbreviated headline in the upper left hand corner, followed by the standard for numbering pages of newspaper copy, “Add One”. At the end of the release, write one of these standard symbols: “-30-” or “####”.

Once you’ve developed your release, with all the blanks completed, you might want to follow these steps to insure the widest possible distribution for your release:

Preparing the Press Release