How To Write a One Page Press Release

A press release, in simplest terms, is used to convey relevant information for dissemination to the public. It could be used to announce an event or a new product or service, among others. Giving the media a copy of a press release is like an open invitation for them to report these facts or to interview you for further details. Here are some of the guidelines for effectively creating a one-page press release:

Know the elements of the press release

Press releases are pretty simple and straightforward to make. The bottom line is that it divulges the information that you would want to get across to the media. The various elements that your press release should contain include the following:

• The words, “IMMEDIATE RELEASE” (if you don’t want the news to be released as of yet, write instead, “HOLD FOR RELEASE UNTIL” and indicate date). This should be placed at the topmost, left part of the page.
• The name of the company, the logo, letter head, and contact details;
• The word PRESS RELEASE (in all caps);
• The name of the contact person;
• The headline in bold letters;
• The body of the press release that contains the facts (the who, what, when, where, and how);
• The summary of the news and why it is newsworthy, timely and relevant to the public;
• The action plan or the calendar (which answers the question: what happens now?), and ### To indicate that the press release is finished.

Construct an attention-grabbing headline

Remember: the part of the press release that will first capture the attention of the media people is the headline. Make sure that it will stand out, that it is very clear (doesn’t contain technical words or jargon) and that it adequately conveys the significance of the information that you are looking to disseminate. Of course, you should make sure that it also shows professionalism: no tabloid-y headlines, please!

Write the body of the press release

As mentioned, the body of the press release should contain the most important information of the news. Write the date, the city and the state where the press release originated.

Start with a paragraph containing the “who, what, where, when and why” of the news. You could list them down in bullet form, or create a tight paragraph with all these information. You could then go on to the short second paragraph where you could add a human-interest side to the news; your goal here is to present a perspective to the news that will grab the reader’s sympathies and curiosity. The final paragraph should summarize your entire press release and tie up all the details together.

Send the press release through email

Though you could still send hard copies of the press release to various media offices, the thing to do nowadays is to send it as an email. Do know that it’s best that you send it not as an attachment but as the body of the mail itself. That’s because some editors might not trouble themselves to open attached documents anymore. Use standard font (Arial or Times New Roman is good) and never use colored font, as it distracts and tends to look unprofessional.

Remember, make sure that you write in as simple, straightforward and concise style as possible. You should always write your sentences in the active voice, avoid run-on sentences, and choose words that are direct and to the point.