Anatomy of a Press Release
A press release, seen simply, is a piece of communication letter (or email) to inform, announce, educate or deny and sent to a media publishing house for mass distribution through their news channel - print, radio, television or the web.
What should it contain - the barebones, in chronology
a) Information about the sender, including address, correcly spelt names, contact numbers.
b) Clearly stated content - no puffery or advertising slant, although cleverly worded advertising messages are often overlooked and allowed.
c) Supportive information for the content - ie. clearly taken pictures, maps, audio or video supplements.
d) Information about the Press Release writer or organisation - not all companies write their own, many commission publicity managers or public relations officers,
Typical Layout:
[Information about the originator]
[Date]
[Title or Heading]
[Content Intro]
[Content Body]
[Summary]
[Contact Info - Names editors contact for further info. This may be the writer of the release or the company for which it is written's marketing/information personnel]
SAMPLE(This is your organisation's info - include phone/email and other contacts if you have. And make them prominent - Bold them!)FORTHECLUELESS
www.fortheclueless.net
Malaysia
March 13, 2008(Title goes here - Bold it please!)How To Write A Good Press Release(Write a catchy intro if you can. If not, a simple honest one will do)Writing a good Press Release is easy. Just obeying the basic rules of commonsense and some sensible writing skills can take your piece of paper (or email) from obscurity to publication.
(The quickly explain clearly your intention or products)And so on and so forth....
(and don't overstay your welcome, editors are busy! Say what you want to say and shutup)(Summarise and End)To find out more about how to write a good press release, or get personal instruction, visit our website at http://www.fortheclueless.net.
Insider Tips (from the newsroom) before you hit the road:1. A good English is essential and there is no put off greater than poorly checked, misspelt and grammatically wrong cotent. An editor is not your college professor or linguist and he is too busy to try to decipher your press release masquerading as a Sudoku puzzle.
2. Give all information he may need to know - nothing is essentially too much. And don't try to lure editors into calling you like purposefully neglecting certain items. He won't - and if he does, chances are that it is to tell give you a piece of his mind.
3. FOR IMMEDIATE RELEASE - This is an overflogged horse. Don't use it unless you need to. It doesn't give that added advantage nor make your release look professional. At best it shows just how amateurish your press release writing skills are and sharp editors like me will eat you up like tacos. If your release is not meant to be used immediately, why bother to send it to the editor now? Think about it!
4. EMBARGO - This is used when your announcement had to be sent out earlier than intended publication. Essentially, it means keeping the release on hold till a certain date. For instance, you may want the news release to come out AFTER your product has been launched but for some reason the release had to be sent out early. Use EMBARGO wisely (and by this, give dates and time the EMBARGO is lifted - such as EMBARGO till 12 noon February 30, 2008 (which will certainly and surely keep your release till the end of time). Clear instructions like this will steer your release off the editor's spike - yes, we still have some in the office and it is sheer pleasure to listen to badly written releases tear through the gleaming steel.
5. If you need to add supportive material, make sure they are well defined and stated and made. Poorly caption photos and blurred images are twin brothers you should avoid at arm's length. So are unviewable video files or unopenable audio formats.
6. Follow up with a phone call if you decide to send press releases by mail - or email - just to make sure the release arrives at the correct desk. But whatever you do, DO NOT BUG the editor every 30 seconds whether to or not to use your story. He knows best. If you want your story used, buy advertising space. It is less cumbersome and you make a good friend of the media's sales manager.
7. Read and keep yourself updated with the intended publication's content and target your releases to their target audience - not yours alone. Ignorantly written releases end up in wastepaper baskets and so do uninformed press release writers.
8. If you are still in doubt, get in touch with a good, proven press release writer.