A press release is a powerful tool to promote your business. But if you don’t format it correctly, it can bring fewer results than expected. We have developed this press release checklist to help you format properly.
A well-formatted press release will help you reach your target audience by revealing a new product, service, or event. It can grab the attention of reporters and editors and help your announcement stand out from the clutter.
In this article, we provide you with a press release checklist and a simple guide on formatting your press release for the best results. We will give you the press release checklist to understand the appropriate structure and format of a press release.
Press release checklist #1: Follow a structured format
Number 1 rule in your press release checklist is that it should have a structure that includes the following:
- A catchy headline
- A subheadline
- The dateline
- The lead
- The body
- Boilerplate information about your company
Press release checklist #2: Understand the do’s and don’ts
There is a right way and a wrong way to go about writing a press release. Here are some tips to ensure that your next release gets the attention it deserves:
- Do write in a clear, concise, and easy-to-read style. Avoid jargon and unnecessarily long sentences.
- Don’t go overboard with the hype. A press release should be informative, not promotional.
- Do include all the essential information – who, what, when, where, and why.
- Don’t forget to proofread! A typo can make your release look unprofessional and damage your credibility.
- Do ensure your press release is newsworthy – no one wants to read about something that isn’t interesting or important.
Press release checklist #3: Formatting your press release
Now that you know the dos and don’ts of a press release, it’s time to focus on the format and structure of the press release. Here is a quick checklist of 12 things on how to properly format your press release.
- Write a catchy headline.
A headline is the most crucial part of a press release – after all, it’s the first thing people will see. But with so much pressure to make a good first impression, it can be challenging to know how to write a headline that will grab attention and communicate the key points of your story.
Fortunately, there are a few tried-and-true tips that can help. Don’t be afraid to be creative – sometimes, the best headlines are the unexpected ones.
How to write a headline that will get attention
Another important component in a press release checklist is headlines.
The goal of your headline should be to grab attention. But with a press release, you must also ensure that your headline is accurate and informative. After all, a headline that’s too good to be true will likely backfire.
So how can you strike the perfect balance? Start by considering your audience and what will capture their attention. Is your story newsworthy? Does it have a unique angle? Once you’ve identified what will make your story stand out, it’s time to get creative.
Write several headlines and then take a step back and see which one best encapsulates the heart of your story. Avoid jargon and clichés, and don’t be afraid to experiment with puns or wordplay.
Lastly, the goal is to write a headline that’s both attention-grabbing and accurate, so take your time and let your creativity shine through.
- Include a sub-headline
After your headline, you should include a short subheadline that further explains the main story. This is a great place to include additional details, such as who, what, when, where, and why.
You want to ensure that your subheadline is just as attention-grabbing as your headline. If not, people may not bother reading the rest of your press release.
- Format the body correctly
The body of your press release should be formatted using single-spaced paragraphs with a space in between each one.
You want to ensure your press release is easy to read and doesn’t look too dense. Breaking up the text into smaller paragraphs will help with this.
Additionally, you should left-align your text instead of centering it. This is the standard format for press releases, and it will help make your release look more professional.
- Add quotes
Press releases often include quotes from people involved in the story, such as the company’s CEO or the head of a non-profit organization.
Quotes can add some much-needed color to your story and help readers better understand what is going on. They can also be used to add some personal commentary or make a bold statement.
When choosing quotes, make sure to pick ones that are interesting and will resonate with your audience. Avoid using bland or uninteresting quotes, as they will only serve to make your press release more boring.
- Use proper grammar and punctuation.
You want to be as professional as possible, so use proper grammar and punctuation throughout the entire press release. This includes using complete sentences, correct verb tenses, and avoiding abbreviations whenever possible.
Additionally, always double-check your work for any typos or errors before sending it out. The last thing you want is to look unprofessional because of a few simple mistakes.
- Stick to the point.
You want to get straight to the point when writing a press release. Don’t include any extra fluff or filler content that doesn’t directly relate to the main story. Keep your sentences short and concise, and only include relevant and newsworthy information.
Try to get your most important point across in the first sentence if you can. This will help grab your reader’s attention and ensure that they keep reading until the end.
- Add dateline and contact information
Every press release should include a dateline and contact information at the top. The dateline should include the city and state where the story is taking place and the date.
Your contact information should include your name, job title, phone number, and email address. This will make it easy for journalists to get in touch with you if they have questions about your story.
- Include a call to action
At the end of your press release, you should include a call to action (CTA). This is a statement that tells the reader what you want them to do next.
For example, your CTA might be something like, “For more information, please visit our website or contact us at [email protected]. “
Your CTA should be clear and direct. You don’t want to leave the reader guessing as to what you want them to do.
- Add your about info using a boilerplate
After your CTA, you should include some standard information about your company or organization. This is often called a “boilerplate” and usually doesn’t change from one press release to the next.
Your boilerplate should include a brief overview of who you are, what you do, and where you’re located. It’s a good idea to keep this section short and sweet.
- Include a media kit (if present)
If you have a media kit, you should include it with your press release. A media kit is a collection of materials that provides information about your company or organization to the press.
It can include things like your company history, executive bios, fact sheet, and more. Including a media kit with your press release will make it easier for journalists to write about you.
- Incorporate SEO into your PR
If you want your press release to be found online, you must ensure it’s optimized for search engines. This means incorporating keywords into your headline and throughout the body of your press release.
You also want to make sure you include a link to your website or social media accounts. This will help journalists find more information about you, and it will also help improve your search engine ranking.
By following these tips, you can ensure your press release is formatted correctly and stands out from the rest. Taking the time to get your press release right will pay off in the long run.
- Follow up with reporters
After you’ve sent out your press release, it’s important to follow up with reporters. This can be done by emailing or calling them to make sure they received your release and to see if they have any questions.
Following up is a good way to build relationships with journalists and get your press release noticed. It also shows that you’re committed to getting your story out there.
Format your press release with Pressreach
Formatting should be included in your press release checklist to ensure quality.
Formatting your press release correctly is essential if you want it to be successful. Following the press release checklist suggestions above can help ensure your press release looks professional and stands out from the rest.
If you want to ensure the world sees your business, you need to start issuing press releases. PressReach can help take the hassle out of this process and get your message in front of the right eyes.
With our platform, you can easily create stunning press releases that capture attention and help grow your business. Ready to see what we can do for you? Click here to get started.
Featured Image: Megapixl © Anyaberkut
