Writing a Press Release

Writing a Press Release

Consider the reader when you write a Press Release.  That consideration is something that is a common thread through all the pages on this website!  Write for the reader!

What does the reader want to know about your event?

Who, what, where, when, and why. 

Remember that the newspaper is going to count space a premium, so the press release should be succinct and clear.  Make it meaningful and effective.

The press release should have a proper main title.  If your organization or business has a logo, include the logo.  Include the Date.  Include the contact information.

Letterhead.  The letterhead should be clear – with the name of the organization. A business letterhead provides all the contact information necessary for the business and for any event.

Title.  Add the title “Press Release” – as you add a title to all your documents.   (All documents do require a proper main title to identify them.)

Date.  Add the date.  This information is very important!

Leave sufficient space after the title and headings so that it is clear where the body begins.  Use a standard font for your professional document – Times New Roman 12-point font.

Present the main title in solid capitals - centered. 


Begin by asking yourself all the questions mentioned above:

  • What are you announcing?
  • Who is involved?
  • Where is the event?
  • When is the event?
  • Why?

Answer those questions logically.  You need not maintain that specific order, but definitely you need to include all of that information.

Consider adding photographs with appropriate identifications so that the reader will be able to understand your event very clearly.  Pictures are always welcome in a newspaper setting.

How to begin writing a press release

You might begin with:

The Rotary Club of Liguanea Plains will be celebrating the induction of five new members on January 10, 20—at the Hotel Liguanea at 7:00 p.m. in the main ballroom.

The first sentence above answers:  Who, what, where, and when…


Thee Rotary Club of Liguanea Plains celebrated the induction of five new members on January 10, 20—at the Hotel Liguanea during a gala to commemorate their tenth anniversary as a chartered Rotary club.   (Slight variation in the first one.)

  • The opening should always be short and tell the purpose of the document.
  • The short middle paragraph(s) can provide the details.  
  • The short closing should provide contact information.

To find out more about Rotary, please contact Christy at 555-1234.  The Club comprises young adults who are passionate about Service Above Self.

With that format, you will be writing a press release that is sure to be published in your local newspaper.

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