In the scope of public relations, a press release is one of the most effective and efficient kits that helps in circulating important news, updates, events, or releases to the media as well as the public. Press releases take ample time tow right and sometimes, an overload of releases leads to mismanagement, and hence, an ill-written press release. This is where the importance of a press release template comes into play that effectively reduces the time of writing each one of those press releases. If facts and formats are integrated into the linearity of prescribed guidelines, the job becomes much easier.
A Brief about Press Releases
It is an official statement issued by the company or business that is presented before the media. These statements are released by news and media and the announcement, information or communication then reaches the general crowd. Press releases are significant when comes to releasing updates about events, releases, products, launches, etc. allowing the company or organization to gain recognition, exposure, credibility, increased sales potential, and an impactful influence of public demands and opinions. A press release should be well articulated so that it can stir the attention of media houses or journalists who eventually chose to publish or discard the release. A good press release that is accurate in terms of its format, as well as language, is more likely to find exposure.
A Press Release Template
A defined format for a press release should always be followed while writing one. This may sound like establishing proximities to a writer’s creative expressions but a template services a purpose that is extremely important. News and media channels collect hundreds of press releases every month and following a specific format will only help in the conveyance of information in the right way. The following integrates a format of a press release template that helps in broadening the chances of acceptance in media.
Headline
The title or headline of the press release should summarize the entire write-up within one catchy sentence. A good title is not only captivating but also compels the interested readers to check out the rest of the article. Misleading headlines only leads to rejection but a catchy, honest, and brief one will help in grabbing more attention.
Language
The release of the article can be set juts by including a ‘FOR IMMEDIATE RELEASE’ disclaimer at the top. If a certain date needs to be mentioned, the same disclaimer should read, ‘HOLD RELEASE UNTIL (Date)’.
Contact Information
A list of the contact information of everyone in touch with the media like their names, numbers, and emails should be provided in the article.
Summary Bullet Points
Always highlight the most important areas that can be put across bullet points. While scanning a press release, bullet points capture attention and the whole idea of the article will be briefed in those few points.
Introduction
The overview of a press release is the introduction paragraph. This is a tricky portion that is detailed but also brief. It must contain the important highlights of what is being announced and also not so long that it bores the readers. Ideally, these paragraphs should not exceed 4-5 sentences.
Body
This is where the descriptive area of the press release resides and information can be included to give readers the best insight about the announcement. No matter how informative it is, always try to keep the length within one page.
Boilerplate
This refers to the description of the business, company, or organization which is ideally provided at the end of the release. This is important as readers will be able to resonate with the company’s visions and understand the significance of the release.
This is the basic technical framework or format of a press release template that can ideally serve any kind of write-up. However, technically correct press releases can be elevated to a better quality that can add value to their announcement. The following tips allow in shifting the quality of a press release to its best format other than the aforementioned ones and is guaranteed to draw the attention of the media.
Specific and Relevant
A topic that is relevant and significant to a specific audience will always find more scopes of finding exposure. Making a press release interesting is a job that requires constant market research and choosing the right topic that is relevant to the audience also helps in penetrating the market. If the press release can resonate with that of the audience, half the job is done.
Quotes
Using quotes in a press release encourages journalists to further research about their interests and publish more informative and structured news. Quotes should not be random but should be specific and significant stated by someone who is important in context with the company or the industry. The authority of information is also increased by including quotes. Quotes that are most appreciated are ones that are simple and understandable and speak from an emotional angle. Technical terminology in quotes is fine till the point the whole press release becomes extremely stoic in nature that is unable to connect to its audience.
Facts and Numbers
Fact-checking is extremely crucial that is extensively practiced by journalists. A press release is a statement and hence, including statistics, facts, and numbers to support your claim is a must. It also stands as evidence that journalists often publish in their news. Make sure that the numbers are accurate.
Organizing in Reverse Pyramid
Press releases are often trimmed by journalists before they are published. While trimming, it is usually done from the bottom up. To prevent important facts from getting edited out, write the article in the reverse pyramid manner. Important information stays at top while the lesser significant ones can be pushed ass per priority in the following paragraphs.
Putting it Together
Reusable press release templates help companies to save time and effort on a regular basis. By following a proper format and also by implementing the best writing practices, newsworthy press releases can be issued that will stand a very strong chance of getting accepted by news and media channels.
