How to Write a Press Release [Free Press Release Template + Examples]

In terms of content material, generally old skool could be a good factor (particularly, with regards to old-school rap or Throwback Thursday on Instagram). However with regards to your organization’s public relations strategy, being old skool is not advantageous for your enterprise or your model.

Ten years in the past, folks nonetheless relied on morning papers for information. As we speak, the overwhelming majority of your organization’s prospects and prospects scan headlines on Twitter or see what’s trending of their Fb feed.Download Now: Free Press Release Template

Individuals now have management over the place, when, and the way they eat info. Consequently, public relations is now not about feeding into a conventional information cycle; it is about offering related content material when, the place, and the way your prospects, influencers, and prospects will eat it.

Sounds fairly hopeless, proper? Improper. Whereas relationship-building nonetheless helps you get into common publications, we now have the alternative to stop enjoying the ready recreation and generate our personal buzz. By turning your PR strategy into an inbound one, you create alternatives that weren’t there earlier than and carve out a spot in your firm, constructing significant mindshare along with your goal audiences within the course of.

One of the vital essential updates to make to your PR technique is to think about alternatives to connect with the audiences you care about — together with, however not restricted to, reporters. And that begins with press releases. On this put up, we’ll talk about:

What Is a Press Launch / Information Launch?

An everyday cadence of significant information may also help an organization stand out and construct mindshare with journalists over time. That is the place the press launch (or information announcement) is available in.

A press launch is an official announcement (written or recorded) that a company points to the information media and past. Whether or not we name it a “press launch,” a “press assertion,” a “information launch,” or a “media launch,” we’re at all times speaking about the identical fundamental factor.

Whereas the heading ought to include motion verbs, the primary paragraph ought to reply the “who,” “what,” “why,” and “the place.” The press launch also needs to include comprehensible language and a quote.

Most press releases are succinct at only a web page lengthy — two pages, tops. Finally, corporations need to present sufficient info in order that information shops have enough materials for publishing their very own tales about regardless of the firm is asserting within the launch.

And whereas it could be tempting to craft a press launch that adorns your organization’s accomplishments or twists the information to make a narrative sound extra intriguing to the media, keep in mind: Press releases stay within the public area, which suggests your prospects and potential prospects can see them. So as an alternative of pondering of a press launch solely as a ticket to incomes information protection, you also needs to consider it as a useful piece of promoting content material.

Whereas there isn’t any cut-and-dried formulation for what a press launch ought to embody, listed below are a number of forms of events that will help you carve out a spotlight in your press launch and decide what content material would aid you broadcast your information in one of the best ways:

New Product Launches

The product launch kind of press launch is efficacious to get the phrase out concerning the new options your group is providing to shoppers. This launch will emphasize the product’s specs, pricing, availability, and every other particulars which may be useful to shoppers.

Mergers and Acquisitions

Organizational change is noteworthy sufficient to warrant a press launch, particularly for informing present and future stakeholders concerning the progress and trajectory of an organization. To announce an acquisition or merger, embody particulars about all organizations concerned, details about the merger or acquisition, and quotes from the management groups.

Product Updates

Much like a brand new product launch, product updates and expansions are additionally ripe for promotion. Clarify what the change is, why it was made, and the way it advantages the person.

Occasions

Press releases are an necessary part of occasion advertising to draw promotion from information shops and different media sources. You may need to embody what the occasion is about, who ought to think about attending, when and the place it will likely be held, pricing, and every other mandatory particulars.

Grand Openings

Whether or not you opened up a brand new workplace, relocated, or are opening for the primary time, announce the main points with a grand opening press launch. Announce the date and placement the grand opening will probably be held, who’s concerned, how the grand opening is being celebrated, and the rationale for the transfer (if relevant).

New Partnerships

Much like mergers and acquisitions, a press launch asserting new partnerships is a mutually helpful advertising tactic. To successfully execute any such launch, make sure you write a abstract about every firm, why the partnership was created, who advantages, and any further necessary particulars for present and future stakeholders.

Rebranding

Rebranding is a troublesome factor for any enterprise to do, and it could sometimes end in confusion and awkwardness. One method to make the transition smoother is by asserting the rebrand with a press launch, together with particulars on what’s altering, the rationale for making the change, dates the modifications go into impact, and quotes from the management workforce.

Government Promotions/Hiring

Executives usually function faces of the corporate, and a press launch capabilities to kick off this position. It could embody biographical info to determine their credibility together with a photograph and different pertinent particulars.

Awards

In terms of enterprise excellence, it is okay to brag. Press releases about awards and accomplishments serve to cement your group as an authority in your house. Such a press launch contains details about the corporate and why they got the award, details about the award itself, and particulars concerning the ceremony (if relevant).

Pattern Press Launch Format

When formatting a press-release, you need to write it in a newsy, easy method so a journalist who would possibly write about it could think about it as an article on their information website.

As famous above, you will need your format to incorporate conventional press-release gadgets like your contact info, the phrases “For instant launch,” a word about your location, and a fast bio about your organization. Having particular spots for these parts will stop you from needing to say it in your physique copy so you’ll be able to give attention to discussing the information at hand.

You additionally would possibly need to embody “###” or one other signifier to point out the journalist that the discharge has ended. Prior to now, this prevented busy journalists from ready or flipping the web page for extra info when there was no extra information. Nevertheless, this custom is still adopted and highly-respected today.

In terms of formatting the physique copy and headline, click on right here or scroll down for writing ideas.

On this instance, Catbrella Inc., a fictitious advert company which simply gained its tenth Twitter follower after two years of paid social media efforts, proclaims its achievement in a press launch.

Sample press release format by HubSpot, with orange markers showing five rules to follow

*Disclaimer: HubSpot is solely answerable for the silliness of this fake announcement.

How to write a press release

Writing a press launch to interrupt necessary firm information may also help companies develop higher, however doing it proper is simply as necessary. This is methods to write a press launch, just like the one above, step-by-step.

 

Press Release Template

Rule 1: Make your headline irresistible.

You’ve got received your announcement in thoughts, and now it is time to get it down in phrases to share along with your group, business, and followers. Similar to writing the right weblog put up title, organising your press launch for achievement begins along with your headline. You solely have one line to work with, which might appear scary, however think about diction rigorously to make your headline fascinating.

Use motion verbs, clear, comprehensible language, and hold your headline easy and brief — fortune (and serps) reward the transient, so hold your title to at least one line to obviously focus folks’s consideration in your topline message.

Most significantly, make it attention-grabbing: Remember the fact that reporters get dozens, if not tons of, of releases every day, so make investments the time to put in writing a compelling headline. It is definitely worth the effort and time in your half.

Rule 2: Convey the information worth to the press.

For reporters, analysts, influencers, or followers to be inclined to share your announcement, it’s a must to inform them upfront why they need to care.

The primary paragraph of your launch ought to cowl the who, what, why, the place, and the way of your new launch, replace, or growth. Reporters do not have a ton of time to sift by means of particulars and fluffy background info — they only want the information that’ll assist them inform your story to another person from a place of authority.

There should not be any new, essential info coated after this part that the reader might doubtlessly miss. A great way to make sure that is through the use of the reverse pyramid formula when writing your press launch. 

Rule 3: Provide a tempting quote.

As soon as you have set the scene, it is time to carry your particulars to life with a quote that reporters can use for context round your announcement and assist paint an image of how your information impacts the given business, buyer base, and panorama.

Ideally, quotes will probably be from key stakeholders in your organization together with your government workforce, challenge leads, or these straight impacted by your announcement. Quoting key figures and authorities underlines the significance of your growth. The chosen quote ought to form your narrative and emphasize the core of the announcement. Do not ask everybody in your workplace for a remark or really feel compelled to cite all 25 folks included within the acquisition — decide one or two essential spokespeople and focus the quotes round their distinctive perspective.

Rule 4: Present useful background info on the topic.

On this final paragraph, remember that the reader already has all the important particulars and data they should file a narrative or unfold the phrase.

It may be tempting to supply superfluous information and tidbits about your organization or the event of your announcement — we generally assume an editorial is missing if it is not drawn-out and simply shy of being a novella. Nevertheless, a press launch must be useful and concise.

Provide particulars right here that strengthen your narrative, like inventive or noteworthy methods your organization developed the challenge or announcement at hand. Or, when relevant, touch upon future implications of your announcement.

One other great way so as to add worth to your press launch is through the use of newsjacking. A means of relating your press launch to one thing presently happening to make it extra useful to the journalist and reader.

Rule 5: Summarize the “who” and the “what” in a boilerplate.

Twitter is chock-full of reporters lamenting press releases or pitches that do not clearly clarify what the corporate does or what the announcement is definitely about, so as an alternative of being the butt of a joke, make your launch extremely simple to reference.

Describe what your organization does in clear, plain English, embody a hyperlink to your organization’s homepage early on, and make your boilerplate succinct and simple. In case you cite knowledge, embody a reference hyperlink for the information supply, and ensure each title within the launch has an related title and firm as effectively.

To maintain your self trustworthy on this entrance, ask a pal or colleague to learn the discharge with out context and ask if they will simply and readily clarify why the announcement issues, what your organization does, and why the executives included are quoted. If the reply to any of these questions is not any, get again to the drafting board.

The important thing to protecting your PR technique new faculty is forgetting preconceived notions of what public relations is and as an alternative specializing in creating extremely outstanding content material. Conventional press releases can nonetheless be actually useful when executed effectively, so as an alternative of ditching releases as a tactic, give them a contemporary makeover to make them extra helpful in your advertising.

Take into consideration how you have used inbound strategies to rework your advertising methods to be extra personalised, approachable, and construct relationships. Those self same rules apply to your PR technique: Create content material to craft your personal story and use tactful outreach to get reporters and analysts conversant in your model.

Press Launch Examples

Many individuals assume press releases need to be chock stuffed with buzzwords and branded phrases. “Huge knowledge,” anybody? 5-syllable phrases it’s a must to search for on Thesaurus.com? Quotes from each government on the planet that go on for pages? We have seen all of it. Sadly, so have reporters — and they’re not followers.

As an alternative of stuffing your subsequent launch with business jargon, take a web page out of our e book (okay high quality, e-book), The Newsworthy Guide to Inbound Public Relations, and brainstorm some inventive approaches in your subsequent announcement. Are you able to embody new knowledge? A outstanding graphic or video? A shareable SlideShare? If that’s the case, a inventive angle may also help carry your content material and improve the chance of social sharing.

Now, to get you pondering heading in the right direction, check out some inventive press launch examples under, the kind of information each is reporting on, and what makes the discharge distinctive:

ŠKODA at the World Rally Championship

Sort of press launch: Occasion

Event press release by Skoda, showing a picture of the company's green racing car

Škoda, a automobile producer based mostly within the Czech Republic, lately confirmed off its sponsored racing workforce in two huge locations: on the 2017 World Rally Championship, and in a glossy, image-based press launch reporting on the occasion.

The information launch, proven above, does not have any bother aligning the appear and feel of the Škoda model with the press launch itself — which is an important facet of any firm’s press content material. The discharge opens with a big characteristic picture of certainly one of its autos in the identical vibrant inexperienced that covers the enterprise’s web site. The press launch additionally begins with three useful bullet factors summarizing the information for readers, and ends the discharge with a few captioned actions pictures to offer reporters extra context across the occasion.

ScribbleLive Acquires New Company

Sort of press launch: Acquisition

Sure, a video press launch! This information merchandise from ScribbleLive gave reporters practically every part they’d have to republish this story, all in a radical two-minute video concerning the firm’s newest acquisition.

ScribbleLive opens the video press launch above with the corporate’s brand and a transparent header stating the information. This allowed the corporate’s CEO to leap proper into his commentary on the acquisition, giving reporters loads of quotable materials on the state of the business and why this merger was so necessary to them.

The press launch additionally segments the video the identical method a written press launch would, breaking apart the CEO’s commentary by the query he is answering. This makes it simple for viewers to leap by means of the video and discover the data they’re most desirous about listening to about.

And, being on YouTube, a press launch on this format permits reporters to embed the information content material straight on their website, making ScribbleLive’s information that a lot simpler to share.

Peapod’s New Headquarters

Sort of press launch: Opening a brand new workplace

Press release by Peapod reporting on the company's new headquarters in Chicago

Once you open a brand new headquarters, it may be laborious to determine what to say. Individuals simply need to get a take a look at the brand new digs! Within the above press launch by Peapod, a web based grocery service, the corporate places photographs of its new workplace proper on the prime, instantly displaying readers what makes this information so important for Peapod.

The discharge even singles out a quote by the Mayor of Chicago slightly below the headline, hinting to reporters who’re writing about Peapod’s new HQ that that is the comment Peapod is most desirous about sharing with readers.

Try the boilerplate textual content on the backside of the above press launch. “About [company]” textual content can too simply mix in with the precise information textual content, making the piece appear longer than it truly is. By isolating this copy in a darkish grey field, Peapod supplies a smoother studying expertise and ensures the story itself does not get misplaced in an intimidatingly lengthy wall of textual content.

HubSpot’s New Product Announcements

Sort of press launch: New product launches

Product launch press release by HubSpot showing pricing information on each new product

Once you’re launching services or products, the data is usually finest expressed in written type. However when all you are doing is writing about your new providing’s value and options, it may be troublesome for others to consult with and report on it later. We at HubSpot know the problem effectively.

The graphic above helped us to complement our personal product announcement — written by our improbable Communications Supervisor, Ellie Botelho — with particulars that wanted a visible help. Utilizing a mixture of colours and shapes, this graphic allowed us to disclose necessary relationships between merchandise, in addition to their respective costs and once they’ll be accessible. ( certainly one of our merchandise? Take word! ^)

We have additionally crafted this complete, easy-to-follow press release template full with a promotional plan and concerns in your subsequent announcement. We use these identical pointers when writing and formatting our releases right here at HubSpot, and created a pretend, pattern launch as an instance what content material goes the place and why.

Ideas for Publishing Press Releases

Writing a press launch is absolutely solely half the battle. When you’re completed with manufacturing, it’s going to be time to give attention to distribution.

In fact, we’re all conversant in the standard distribution levers we are able to pull, which embody publishing the press launch on our web site/weblog, in addition to sharing the press launch with our followers/subscribers through social media and electronic mail. However for making certain a press launch will get the utmost quantity of distribution doable, listed below are some ideas you’ll be able to comply with.

1. Attain out to particular journalists.

As an alternative of blasting a press launch out to each journalist you’ll find an electronic mail handle for, give attention to a number of journalists who’ve expertise masking your business (and firm, hopefully) and ship them personalised messages. Join the dots. Present why what you wrote connects to what they write.

2. Do not be afraid to go offline.

Most journalists have mountains of emails (and press releases) to kind by means of. Attempt sending your launch by means of snail mail or one other offline channel to distinguish your self.

3. Ship the discharge to prime journalists the day earlier than.

Give journalists a while to craft a narrative round your press launch by sending it to them — underneath embargo — the day earlier than it formally goes stay. (FYI “underneath embargo” simply means they are not allowed to share the data within the press launch till the time you specify.)

4. To keep away from competitors, do not publish your launch on the hour.

In case you’re publishing your press launch on a distribution service like PR Newswire or Enterprise Wire, keep away from publishing it on the hour (e.g., 1 p.m., or 3 p.m., or 5 p.m.). The explanation? Most corporations schedule their releases to exit on the hour, which suggests in case your launch goes out on the hour too, it is extra prone to get misplaced within the shuffle. As an alternative, attempt going with a extra distinct time (e.g., 1:12 p.m., or 3:18 p.m., or 5:22 p.m.).

5. Share your media protection.

If all goes in response to plan, and your press launch will get picked up by the media, your job nonetheless is not completed. To maintain the thrill going, you’ll be able to launch a “second wave” of distribution by sharing the particular tales that information shops write based mostly in your press launch.

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Editor’s word: This put up was initially revealed in November 2019 and has been up to date for comprehensiveness.

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