Format a Press Release for the Associated Press
Businesses and organizations often promote news-worthy information via press releases sent to media outlets. These press releases can announce upcoming events, fundraisers, and other organizational news. Since the Associated Press (AP) style is the most common formatting guide, learn how to format a press release for the Associated Press before sending it out to your media contacts.
Contents
Steps
- Write the words "FOR IMMEDIATE RELEASE" at the top, left-hand side of your press release. Use bold font and uppercase lettering.
- If your press release should not be published until a specific date, change the wording to "HOLD FOR RELEASE UNTIL [DATE]." Again, use bold font and uppercase.
- Write your headline. Take your time on this. Identify what you want the public to know and make sure the headline communicates that clearly. Capitalize the first letter of each substantial word (not conjunctions or articles).
- Keep it short. No more than 1 phrase or sentence.
- Make it memorable and eye-catching.
- Refrain from using exclamation points.
- Write your sub-headline (optional). Do not repeat information already identified in your headline. Instead, expand on it. It can be longer than your headline and should express a complete thought.
- Identify the location and date of the story. Underneath the headline/sub-headline, list your city and state. Follow that with today's date, including month, day, and year.
- Write the text of the press release. Understand that you are not writing the news story itself, but providing engaging information about the event or promotion so that a journalist or editor will write a story about it.
- Put all important details in the first paragraph. This includes information like where, when, who, what, and why.
- Use short paragraphs of 2 to 4 sentences each.
- Try to keep your press release around 400 or 500 words.
- Write "-more-"at the bottom of the page if you find yourself using multiple pages for your press release.
- Write in third person. Do not use words like "I," "me," or "you." Instead refer to yourself by name, as if you were talking about someone else.
- Incorporate quotes. This human element makes it much more likely to be accepted by a newspaper for publication.
- List company and contact information. This allows the news reporter to follow up with you should they have any additional questions or want to expand the press release into a bigger news story.
- Provide basic information about your organization that will help readers know what your company does.
- Follow this with personal contact information: your name, title, phone number, mobile phone number, email address, web address, and physical address.
- Write "END" at the bottom of the last page of the press release. This lets readers know that this is the end of your press release.
- Place "###" underneath "END." These symbols appear at the bottom of most press releases. You could also choose to place the word count of your press release here instead.
Tips
- Connect your press release with current events or local issues. Journalists prefer to use these angles when writing articles for their newspaper.
- Use company letterhead, if possible. This ties your organization's image to the press release and presents a more professional look. It not putting on letterhead, at least include your organization's logo at the top of the press release to make it easily identifiable with your business or organization.
- Get permission before using quotes or specific business information. This helps you communicate accurately and with credibility.
Warnings
- Read the Press Release carefully and make sure it is what you had in mind. Most writer will offer one or 2 revisions.
- Find someone experienced to write your Press Release. Get a writer and just outline your basic idea.
- Most people are inexperienced in preparing a proper Press Release.
- Do not forget to mention keywords so the content is Search Engine Friendly. Also the content should link to your site in a smart and non obtrusive way.
