From time to time, whether as part of your job, hobby or personal life, you may have to write a press release. The purpose of a press release is to simply and quickly impart information to journalists for dissemination. You need to know what you’re writing about to maximize your chances of publicity. For example, if you’re writing a news article, it needs to be written while it’s new, not a few weeks later. Other examples include human interest stories and event publicity.

The vast majority of press releases follow the same basic format, so familiarize yourself with it to keep your information clear. The first thing to list is the date, including any embargo of information. Next is your headline, followed by any photos you want to include, including a credit line to explain the picture. Follow this with the main body of text and then any further information in the form of notes to the editor. Finally, list your contact details at the end.

To maximize the chances of your story getting noticed, you need to make sure a couple of things are in place so it catches the journalists’ attention. Photos are good at doing this as they impart much more information than words do, as long as you choose the right one, so find a relevant, interesting photograph and include it. Also give some thought to your headline, keeping it snappy, informative and easy to understand to give readers an idea of what the story’s about.

The main part of the press release is the copy detailing all the information you want to include. You should follow the basic format of an informative introduction followed by a middle section that explores your themes and then a conclusion that ties up all the ends. Check your facts are correct and proofread carefully to check your spelling, punctuation and grammar. If you write well, the journalist may just print what you have written if they decide to run with the story.

You also need to make sure you know the audience your story is meant for and think about where it will be printed or publicized. For example, if it’s meant for the general public – particularly if it’s for a specific group such as young people – then tailor the information to them so it’s appealing and accessible. Also investigate the differences in writing for television, radio and newspapers so you can tailor your copy appropriately and increase the chances of publication.

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