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The Ultimate Guide On How to Write a Press Release Plus 6 Types

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Writing a press release about your company, product, or event is one of the best ways to spread the news about it. But if you’ve never written one before, it can be tricky to know where to start.

Not to worry – we’ve got you covered! In this quick guide, we’ll show you how to write a press release that will help you reach your target audience. We’ll cover everything from types of press releases to best approaches for writing and which mistakes to avoid. 

What Is A Press Release/News Release?

A press release, which is also referred to as a news release, is a formal document that announces something newsworthy. Press releases are typically written by businesses or organizations and are sent to journalists to generate media coverage.

They can be about anything newsworthy, from product launches and company milestones to events and awards. Press releases are typically distributed directly to members of the media. And just like any good ad, a well-written press release can be extremely effective in generating buzz and raising awareness.

Types of Press Releases

There are various types of press releases, each with its own purpose. The most common type is the product release, which announces a new product or service to the public. Other popular types include event announcements, award announcements, and company milestones.

Here’s a brief overview of some of the most common types of press releases-

  1. Product release: This type of press release announces a new product or service to the public. It should include information about what the product is, what it does, and why people need it.
  2. Event announcement: An event press release is used to promote an upcoming event, such as a conference, workshop, or grand opening. It should include information about what the event is, when and where it will take place, and who is invited. Event announcements can be a great way to garner attention for a small business.
  3. Award announcement: An award press release is used to announce that your company or product has won an award. This can be a wonderful way to generate positive media coverage within various news outlets and to build credibility.
  4. Grand opening: A grand opening press release is used to promote a new business or location. It should provide information about the business, its products or services, and its hours of operation.
  5. Rebranding: This type of press release is used to announce changes to your company’s name, logo, or product line. It is often used by businesses that are undergoing a significant change, such as a merger or acquisition.
  6. Merger and Acquisition: A merger and acquisition press release is used to announce that two companies have merged or that another has acquired one company. This type of press release should give information about the terms of the deal and what it means for both companies going forward.

When Should You Write A Press Release?

The best time to write a press release will vary depending on your news and your audience. In general, there are a few key times when writing a press release can be especially effective:

  • When you’re launching a brand new product or service
  • When you’ve won an award or been nominated for one
  • When you’re hosting an event
  • When you’re making a significant announcement

Remember that timing is vital when it comes to press releases. You want to ensure your news is timely and relevant to your audience. 

For example, if you’re launching a new product, you might want to wait until it’s actually available for purchase before you write and distribute your press release. The same goes for events – you don’t want to announce an event that’s already over!

How To Write A Press Release

Now that we’ve covered what a press release is and when you should write one, it’s time to get into the fundamentals of how to actually write one. Here are a few tips to help you get started on how to write a press release.

    • Start with a catchy headline
    • Include all the essential information
    • Keep it short and sweet
    • End with a call to action
  • Start with a catchy headline

A good headline is essential.

Your headline is the first (and sometimes only) thing people will read, so you want to make sure it’s attention-grabbing and relevant. A good headline should be clear and concise, and it should give people an idea of what the press release is about.

If you’re struggling to come up with a headline, try starting with your main key message. What is the most important thing you want people to know? Once you have your key message, try to sum it up in one or two short sentences.

  • Include all the essential information

The second thing to remember is to categorize essential information with a press release headline.

Once you have your headline and a subheadline, it’s time to start writing the body of your press release. This is where you’ll include all the essential information about your news.

The first thing you’ll want to do is date and time stamp your press release. This will let people know when the news is relevant and help them determine whether it’s still newsworthy.

Next, you’ll want to include the following information:

  • Who: Who is this press release about? This could be your company, a product, or even an individual.
  • What: What happened? This is where you’ll give all the details about your news.
  • When: When did this happen? Again, date and time stamping is essential here.
  • Where: Where did this happen? If applicable, include the location.
  • Why: Why is this newsworthy? This is your chance to explain why your news is important and why people should care about it.
  • Keep it short and sweet

Another important element is to keep things short and sweet.

Once you have all the essential information down, it’s time to start editing. Remember, a press release should be short and to the point – you want to get your message across without overwhelming people with too much information.

A good rule of thumb is to keep your press release to one page, or about 400-500 words. This may seem like a lot, but trust me, you’ll thank yourself later when people actually read through your entire press release instead of skimming it.

  • End with a call to action

Finally, a good press release format contains a call to action. 

The last thing you’ll want to do is end your press release with a call to action. This could be something like, “For more information, please contact…” or “To learn more about X, please visit…”.

By including a call to action, you’re giving people a clear next step and making it easy for them to get more information if they’re interested.

How to Make Yourself Seen in the News

Now that you know how to write a press release, it’s time to start thinking about how to get your press release seen by the right people. After all, what good is a press release if no one reads it?

Here are a few tips:

  • Build relationships with reporters: Get to know the reporters who cover your industry, and make sure they have your contact details-email address is good, phone number is even better-so they can reach out to you when they’re working on their news stories.
  • Submit your press release to free online directories: There are a number of websites that will list your press release for free, which can help increase its visibility. Many websites offer a free press release template that you can use to match their preferred formatting.
  • Share your press release on social media: Don’t be afraid to promote your press release on your own social media channels. You never know who might see it and reach out to you for more information.
  • Avoid publishing your release on the hour: Reporters are bombarded with press releases, so you want to make sure yours stands out. One way to do this is to avoid publishing your release on the hour (e.g., 11:00 am, 12:00 pm, etc.), as this is when most companies send out their releases.

By following these tips, you’ll be well on getting your press release noticed – which means more exposure for you and your business.

7 Bad Press Releases Mistakes to Avoid

When writing a press release, it’s essential to avoid making common mistakes that could damage your credibility or make your release less effective. Here are seven mistakes to avoid:

  1. Failing to target your audience: Be sure to write your press release with a specific audience in mind. Don’t try to appeal to everyone – focus on those most likely to be interested in your story.
  2. Including too much information: Keep your press release focused and to the point. Include only the most critical details, and leave out anything that isn’t essential.
  3. Making it all about you: A press release is not the place to promote yourself or your company. The focus should be on the news you’re sharing, not on you.
  4. Writing in jargon: Avoid using industry jargon or technical terms that your audience may not understand. Stick to clear, simple language that everyone can follow.
  5. Being too salesy: A press release is not an advertisement, so don’t try to sell your product or service. Keep the focus on the news you’re sharing, and leave the selling for other channels.
  6. Ignoring the basics: Be sure to include all the essential elements of a press release, such as a headline, dateline, contact information, and boilerplate. For long form content, don’t forget to use simple organizational techniques like bullet points.
  7. Forgetting to proofread: Always proofread your press release before sending it out. Typos and grammatical errors can make you look unprofessional, so take the time to double-check your work.

By avoiding these common mistakes, you can ensure that your press release will be effective and well-received. So take the time to do it right, and you’ll see the rewards.

Now that you know what to avoid, writing a press release is easier than ever. Just remember to focus on your audience, keep it concise, and make sure the news is the star of the show. And don’t forget to proofread! 

Final Thoughts: How To Write a Press Release

Writing a press release doesn’t have to be complicated or time-consuming. Just remember to focus on the essentials- who, what, where, when, and why. Include all the necessary information, but don’t try to include everything – less is more when it comes to press releases.

And don’t forget about the most important part- getting your press release seen by the right people. Be sure to build relationships with reporters, submit your release to free online directories, and share it on social media. By following these tips, you’ll be well on your way to getting the exposure you need.

How Press Reach Can Help

If you’re looking for help with writing or distributing your press release, look no further than Press Reach. We offer a wide range of services to make the process easy and stress-free. From crafting an attention-grabbing headline to targeting the right media outlets, we can help you get the most out of your press release.

Press Reach can help you write an effective press release, distribute it to the right media outlets, and get your needed exposure. Contact us today to learn more about our services.

Featured Image:  Megapixl © Anyaberkut

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