How to Write a Press Release in AP Style
The Associated Press (AP) is an organization that sets the writing standards for most journalists. A press release is a public relations and marketing tool used by companies to communicate news and events to the media, with the intention of having the particular newsworthy item covered by the local, regional or national press. Writing your press release in AP style can help journalists to more easily adapt your information into their news story due to the uniformity in grammar, punctuation and use of language.
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Instructions
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Start with the date of your release so the media is able to see you are sending them timely and current information. The date should be written out, such as March 21, 2011, rather than 3/21/11.
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Write "FOR IMMEDIATE RELEASE" in all capital letters and placed under the date line. This tells the media that the information in the press release may be used right away.
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Write your contact information next. Clearly provide the media with the appropriate name, phone number and email address of the person to contact should they need further information regarding your news or event.
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Decide on a headline for the release. The headline should be concise while grabbing the media's attention.
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Write the content of the release. The first paragraph should include the five W's and how: who, what, where, when, why and how. This tells the media exactly what's going on and why it is important.
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The second and third paragraph should contain additional pertinent details. The point is to make it easy for the media to understand the story in as little time as possible. Most press releases are scanned quickly, and if you provide too many details or don't get to the point of it, they very well may pass on your release.
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Write out all numbers under 10, such as three and five.
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Write out the word "to" rather than using a dash. For example, Monday to Wednesday, rather than Monday -- Wednesday.
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Display ages as numerals, such as 8, not eight.
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Write a person's first and last name the first time you mention them in the release. All subsequent mentions should use just their last name.
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Place only a single space between sentences.
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References
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