How to Write a Press Release Letter

Newspaper staff writers didn't write everything that a person reads in the newspaper. Businesses, organizations and regular people provide press releases. Editors and reporters reading these press releases can publish these stories, reject them, or use them as a lead for a story for another article. If it's promotional, it gets rejected. Once it's published, it gives the author free publicity or simply a chance to have a writer byline.

Difficulty: Moderate

Instructions

1. Conduct thorough research for your press release. Determine who your target audience will be, then gather information that this audience will be interested in. Know that the editor is looking for news. Focus your research on information that the editor will find useful for her audience. Organize this information so that it flows chronologically in the letter.

2. Determine a release date. You could write, in all capitalization, "For immediate release." Or use the word "embargo" to indicate the date you want your press release to be published. For example, write in capitalized letters, "hold under embargo until ____". Write this information on the press release's upper left corner. Write the current date under the release statement, then write your contact information under the date.

3. Create a strong press release headline based on information you've researched. Start with 25 to 50 headlines, then narrow them down. Make sure your title is clear, specific, interesting and attention-grabbing. Know that your headline has two missions: to capture the attention of the editor and the readers. Realize that your headline is competing with hundreds of other headlines. Write your headline one line under the last entry on the contact line.

4. Use the newspaper article example to write the press release's lead paragraph. Use the "who, what, when, where, why and how" formula. Start by writing the location and date in bold, then follow using the formula in this step. Make your press release sound like a newspaper article; cut the information down to the bare facts. Continue by writing newsworthy information about your topic. End the lead with "evidence," such as a quote from a subject matter expert.

5. Write the press release's body to support the lead. Use the information that you organized in Step 1. Break up a long press release with subheads using the concept you used in Step 2. Make sure that this information is exceptional, as readers tend to skip information they're familiar with. Once you're done with the body, use the final paragraph to describe the company or organization that you're writing the press release for.

Tips & Warnings

• Though some press release letters get published directly, others could spark a reporter's or editor's attention as a possible story area. For example, your article may talk about tree planting and its benefits, and utilizes your tree planting business as a subject matter expert. A reporter seeing that press release could investigate your area's tree population and write about it. Wait three business days for your press release letter to get to the editor or reporter's desk, then follow it up with a phone call. Editors get flooded with press release letters; your call improves your chances of getting published.

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