Press releases are an essential tool for companies and organizations to communicate news, announcements, and updates to the media and the public. Crafting a well-written press release can help generate media coverage, attract attention, and enhance brand visibility. In this article, we will provide a comprehensive step-by-step guide on how to write an effective press release that captures attention and delivers your message effectively.
I. Introduction
A. Headline
The headline is the first thing readers see, so it should be attention-grabbing and succinctly summarize the main news or announcement. It should entice the reader to continue reading.
B. Subheadline (Optional)
A subheadline can be used to provide additional context or highlight a key aspect of the news.
C. Dateline
Include the date and location of the press release. This helps establish the timeliness and relevance of the news.
II. Opening Paragraph
A. Start with a strong lead sentence
Begin the press release with a compelling lead sentence that immediately communicates the most important information. This should grab the reader's attention and make them want to learn more.
B. Provide a concise overview
In the opening paragraph, provide a brief overview of the news or announcement. Answer the key questions: who, what, when, where, why, and how. Keep it concise and to the point.
C. Hook the reader
Create a hook that engages the reader and makes them interested in reading further. This could be a surprising statistic, an intriguing statement, or a compelling story.
III. Body
A. Expand on the news or announcement
In the body of the press release, provide more details about the news or announcement. Use clear and concise language to explain the significance and impact of the news.
B. Answer key questions
Address the who, what, when, where, why, and how in more detail. Provide relevant facts, figures, and supporting information to give the reader a comprehensive understanding of the news.
C. Use subheadings
Break up the content into sections using subheadings. This helps organize the information and improves readability. Each subheading should cover a specific aspect or point related to the news.
IV. Supporting Paragraphs
A. Provide additional information or context
Use supporting paragraphs to provide additional information or context that supports the main news. This can include background information, relevant statistics, data, or research findings.
B. Incorporate quotes
Include quotes from key individuals involved in the news. Quotes add credibility and provide a human element to the press release. Use quotes that are impactful and relevant to the news.
V. Boilerplate
A. Include a brief company overview
In the boilerplate section, provide a brief paragraph about the company or organization issuing the press release. Include background information, the mission statement, and key facts. This helps provide context and establish credibility.
B. Provide contact information
Include contact information (name, title, email, phone number) for media inquiries. Make it easy for journalists to reach out for further information or interviews.
VI. Closing Paragraph
A. Summarize key points
In the closing paragraph, summarize the key points of the press release. Reiterate the significance of the news and its potential impact. Keep it concise and impactful.
B. Include a call-to-action
If applicable, include a call-to-action at the end of the press release. This could be an invitation to visit a website, attend an event, or contact for more information. Make it clear and actionable.
C. Signify the end of the press release
To indicate the end of the press release, use three hash symbols (###) or "-30-" centered at the bottom of the document.
VII. Media Contact
A. Provide media contact information
Include the name, title, email, and phone number of the media contact person. Make sure the contact person is readily available to respond to media inquiries.
B. Provide alternative contact information
If the primary contact is unavailable, provide alternative contact information to ensure media inquiries are addressed promptly.
VIII. Supporting Assets (Optional)
A. Include supporting materials
If applicable, include any additional supporting materials, such as high-resolution images, videos, or links to relevant resources. Specify where these assets can be accessed.
IX. Proofread and Edit
A. Review for grammar, spelling, and clarity
Thoroughly proofread the press release for grammar, spelling, and clarity. Ensure the content flows logically and is free from errors.
B. Make necessary revisions
Make any necessary revisions to improve readability, coherence, and overall effectiveness.
X. Formatting and Distribution
A. Format the press release
Format the press release using a standard document format. Use a legible font, single-spaced text, and an appropriate font size (such as Times New Roman, 12-point).
B. Include the headline and subheadline
Make the headline and subheadline (if applicable) stand out by using bold or a larger font size.
C. Add company logo and contact information
Place the company logo and contact information at the top of the document for easy identification.
D. Save in a suitable format
Save the press release as a PDF or Word document for easy distribution.
E. Distribute through various channels
Distribute the press release through various channels, such as email, online news platforms, and social media. Target specific media outlets and journalists who may be interested in covering the news.
F. Follow up with media outlets:
Follow up with targeted media outlets and journalists to increase the chances of coverage. Personalized follow-ups can help build relationships and generate more interest in your news.
By following this step-by-step guide, you will be able to write an effective press release that effectively communicates your news or announcement to the media and the public. Remember to tailor each press release to suit the specific news and target audience, and to continuously refine your press release writing skills through practice and feedback.
Example Layout
[Your Company Name] [Company Logo]
FOR IMMEDIATE RELEASE
[Date]
[Headline]
[Subheadline - Optional]
[City, State] - [Your Company Name] is pleased to announce [news or announcement]. This exciting development marks a significant milestone in [industry or sector].
[City, State] - [Date] - [Your Company Name], a leading [industry or sector] company, is proud to unveil its latest innovation in [product or service]. The new [product or service] promises to revolutionize the way [target audience] [benefit].
[Opening Paragraph]
In a world where [describe problem or challenge], [Your Company Name] is stepping up to the plate with its groundbreaking [product or service]. With [mention key features or benefits], this game-changing solution is set to transform the [industry or sector].
[Body]
[Subheading 1]
[Provide more details about the news or announcement. Highlight key aspects, such as partnerships, research, or unique features.]
[Subheading 2]
[Address any key questions related to the news or announcement. Explain the significance, potential impact, and benefits of the [product or service]. Provide relevant statistics, data, or research findings to support your claims.]
[Supporting Paragraphs]
[Include additional information or context that supports the main news. Highlight any notable achievements, accolades, or recognition.]
[Incorporate quotes from key individuals involved in the news. Use quotes that highlight the importance and impact of the announcement.]
[Boilerplate]
[Your Company Name] is a leading [industry or sector] company dedicated to [mission statement]. With [number of years] of experience, we have been at the forefront of [industry or sector] innovation, delivering cutting-edge solutions to our clients worldwide.
[Contact]
For media inquiries, please contact: [Media Contact Name] [Title] [Company Name] Email: [Email Address] Phone: [Phone Number]
[Alternative Contact]
In case of unavailability, please contact: [Alternate Contact Name] [Title] [Company Name] Email: [Email Address] Phone: [Phone Number]
[Closing Paragraph]
[Summarize the key points of the press release, emphasizing the unique value and impact of the announcement. Optionally, include a call-to-action or invitation to learn more or attend an event.]
[End of Press Release]
Frenske and Vanilla Canvas Gallery
Written by Frenske Otzen - Cape-PhotographyPreamble
The basic principle to be upheld is that the freedom of the press is indivisible from and subject to the same rights and duties as that of the individual and rests on the public's fundamental right to be informed and freely to receive and to disseminate opinions.
The primary purpose of gathering and distributing news and opinion is to serve society by informing citizens and enabling them to make informed judgments on the issues of the day.
The freedom of the press to bring an independent scrutiny to bear on the forces that shape society is a freedom exercised on behalf of the public.
The public interest is the only test that justifies departure from the highest standards of journalism and includes:
a. detecting or exposing crime or serious misdemeanour;
b. detecting or exposing serious anti-social conduct;
c. protecting public health and safety;
d. preventing the public from ebing misled by some statement or action of an individual or organisation;
e. detecting or exposing hypocrisy, falsehoods or double standards or behaviour on the part of public figures or institutions and in public institutions.
The code is not intended to be comprehensive or all embracing. No code can cover every contingency. The press will be judged by the code's spirit - accuracy, balance, fairness and decency - rather than its narrow letter, in the belief that vigilant self-regulation is the halmark of a free and independent press.
In considering complaints the Press Ombudsman and Appeal Panel will be guided by the following:
1. Reporting of News
1.1 The press shall be obliged to report news truthfully, accurately and fairly.
1.2 News shall be presented in context and in a balanced manner, without an intentional or négligent departure from the facts whether by:
1.2.1 distortion, exaggeration or misrepresentation;
1.2.2 material omissions; or
1.2.3 summarisation
1.3 Only what may reasonably be true having regard to the sources of the news, may be: presented as facts, and such facts shall be published fairly with due regard to context and importance. Where a report is not based on facts or is founded on opinions, allegation, rumour or supposition, it shall be presented in such manner as to indicate this clearly.
1.4 Where there is reason to doubt the accuracy of a report and it is practicable to verify the accuracy thereof, it shall be verified. Where it has not been practicable to verify the accuracy of a report, this shall be mentioned in such report.
1.5 A newspaper should usually seek the views of the subject of serious critical reportage in advance of publication; provided that this need not be done where the newspaper has reasonable grounds for believing that by doing so it would be prevented from publishing the report or where evidence might be destroyed or witnesses intimidated.
1.6 A publication should make amends for publishing information or comment that is found to be harmfully inaccurate by printing, promptly and with appropriate prominence, a retraction, correction or explanation.
1.7 Reports, photographs or sketches relative to matters involving indecency or obscenity shall be presented with due sensitivity towards the prevailing moral climate.
1.8 The identity of rape victims and other victims of sexual violence shall not be published without the consent of the victim.
1.9 News obtained by dishonest or unfair means, or the publication of which would involve a breach of confidence, should not be published unless there is an overriding public interest.
1.10 In both news and comment, the press shall exercise exceptional care and consideration in matters involving the private lives and concerns of individuals, bearing in mind that any right to privacy may be overridden by a legitimate public interest.
1.11 A newspaper has wide discretion in matters of taste but this does not justify lapses of taste so repugnant as to bring the freedom of the press, into disrepute or be extremely offensive to the public.
2. Discrimination
2.1 The press should avoid discriminatory or denigratory references to people's race, colour, religion, sexual orientation or preference, physical or mental disability or illness, or age.
2.2 The press should not refer to a person's race, colour, religion, sexual orientation, or physical or mental illness in a prejudicial or pejorative context except where it is strictly relevant to the matter reported on adds significantly to readers; understanding of that matter.
2.3 The press has the right and indeed the duty to report and comment on all matters of public interest. This right and duty must, however, be balanced against the obligation not to promote racial hatred or discord in such a way as to create the likelihood of imminent violence.
3. Advocacy
A newspaper is justified in strongly advocating its own views on
controversial topics provided that it treats its readers fairly by
3.1 making fact and opinion clearly distinguishable;
3.2 not misrepresenting Or suppressing relevant facts
3.3 not distorting the facts in text or headlines.
4. Comment
4.1 The press shall be entitled to comment upon or criticise any actions or events of public importance provided such comments or criticisms are fairly and honestly made.
4.2 Comment by the press shall be presented in such manner that it appears clearly that it is comment, and shall be made on facts truly stated or fairly indicated and referred to.
4.3 Comment by the press shall be an honest expression of opinion, without malice or dishonest motives, and shall take fair account of all available facts which are material to the matter commented upon.
5. Headlines, posters, pictures and captions
5.1 Headlines and captions to pictures shall give a reasonable reflection of the contents of the report or picture in question.
5.2 Posters shall not mislead the public and shall give a reasonable reflection of the contents of the reports in question.
5.3 Pictures shall not misrepresent or mislead nor be manipulated to do so.
6. Confidential sources
A newspaper has an obligation to protect confidential sources of information.
7. Payment for articles
No payment shall be made for feature articles to persons engaged in crime or other notorious misbehaviour, or to convicted persons or their associates, including family, friends, neighbours and colleagues, except where the material concerned ought to be published in the public interest and the payment is necessary for this to be done.
8. Violence
Due care and responsibility shall be exercised by the press with regard to the presentation of brutality, violence and atrocities.
Submitting press releases to MyPressportal is a simple process. Follow these steps to get started:
- REGISTER - To begin, you'll need to register on the MyPressportal website. Look for the registration link and provide the required information. This typically includes your name, email address, and a chosen username and password. After submitting your registration details, you will receive an email confirmation. Make sure to click the confirmation link provided in the email to complete the registration process.
- LOGIN - Once you have successfully registered and confirmed your email, you can proceed to login to your MyPressportal account. Locate the login area on the website and enter the username and password you provided during the registration process. This will grant you access to your account and the ability to submit press releases.
Once logged in, you will have access to the press release submission features on the site. From here, you can follow the provided prompts and forms to enter the necessary details of your press release, including the headline, content, contact information, and any relevant links or attachments.
Remember to carefully review and proofread your press release before submitting it. This ensures that your content is accurate, well-written, and effectively conveys your intended message to the readers and journalists who will come across it on MyPressportal.
By following these steps, you can easily add your press release to MyPressportal and take advantage of the platform to share your news, attract media attention, and reach your target audience.
Yes, we provide you with the opportunity to advertise your company by placing a banner on MyPressportal.
Banner Advertising Opportunities
At MyPressportal, we offer banner advertising options that allow you to promote your company to our audience. Placing a banner on our platform provides excellent visibility and exposure for your brand.
Get More Information
To learn more about our banner advertising opportunities and how they can benefit your company, please contact us using the provided link below. Our team will be happy to provide you with detailed information and assist you in choosing the best advertising option for your needs.
Contact Us Today
For more information about advertising your company on MyPressportal, please contact us here. We look forward to helping you increase your brand visibility and reach your target audience through our advertising solutions.
MyPressportal, a dedicated platform for South African companies and NGOs, is committed to providing equal opportunities for businesses of all sizes. Our aim is to empower organizations, from large corporates to small enterprises, by offering them a free platform to share news about their products or services at any time.
Our focus is on fostering a thriving ecosystem that showcases the diverse range of South African companies and their offerings. To maintain the integrity and relevance of our content, we require that all press releases on MyPressportal be specifically related to South Africa.
We want to assure you that our commitment to offering this service free of charge remains unwavering. Our motivation lies in supporting the growth and success of businesses, and we believe that by doing so, we contribute to the overall development and progress of the South African business community.
Thank you for being a part of MyPressportal, where opportunities are unlocked and stories are shared to drive the success of South African companies and NGOs.
MyPressportal, a platform that has been serving the community since its launch in February 2006, is proudly operated by raramuridesign. As an online web development and design agency based in Cape Town, South Africa, raramuridesign brings its expertise to ensure the smooth functioning of MyPressportal.
For more information about our company, please visit our website.
We would like to extend our heartfelt appreciation to the following companies, who played a vital role in initiating and supporting this project:
- raramuridesign.com
- piezoworks.be
Their contributions have been invaluable in making MyPressportal what it is today.
Absolutely!
MyPressportal has become a powerhouse in the online media landscape, attracting a substantial and ever-growing number of visitors each day. What's more, our RSS Feed boasts a consistently increasing number of subscribers, guaranteeing wider reach and exposure for your press releases.
But that's not all. MyPressportal is also frequented by journalists representing reputable companies such as:
- iAfrica
- IOL
- News24
- Supersport
- Mail & Guardian online
- Sunday Times
- SABCnews.com
- SABC stations and channels
- The Star
- Beeld
- Sowetan
- Sunday Times
- City Press
- Burger
- Cape Times
- Argus
- Daily News
- Business Day
- Business Report
- The Herald
- Daily Dispatch
- Daily Sun
- Sunday Independent
- Various radio statios around the country
This means that when you publish your press releases on our platform, you can be confident that they will be seen by professionals who have the potential to amplify your message and generate valuable media coverage.
In today's competitive business environment, getting your news noticed is paramount. By leveraging the visibility and reach of MyPressportal, you can effectively engage with a targeted audience and create meaningful connections with journalists who can help shape the narrative around your brand.
Don't miss out on the opportunity to showcase your company and its news to a wide audience of engaged readers and influential media professionals. Publish your press releases on MyPressportal and elevate your brand's visibility and reputation.
When you publish a press release on our platform, it will be prominently displayed on the front page until a new release is published in the same specific category. This ensures that your news receives maximum visibility and exposure to visitors on the site.
However, even after it is no longer featured on the welcome page, your press release will still remain visible in the top 10 listings on the relevant category pages. It will be displayed alongside other press releases in that category until newer releases push it down into the links section.
Furthermore, your press release article will continue to be accessible under the specific category under which you originally posted it. It will remain in its designated category indefinitely, allowing visitors to explore your news and information at any time.
Removal of a press release
If, for any reason, you would like your article to be removed from our platform, please contact us with the following information:
- Article title
- Date of publication
- Link to the article
- Reason for removal
We will promptly review your request and take appropriate action.
Yes, at MyPressportal, we offer the service of composing press releases for your company. Our team of professionals understands the importance of well-written press releases in promoting your business and maintaining a positive public image.
Tailored Press Release Writing Services
Our team is dedicated to crafting press releases that align with your company's image and effectively target your desired market. We offer tailored press release writing services to help you build and maintain your company's public image.
Request a Quotation
To request a quotation for our press release writing services, please reach out to us using the following methods:
Our Contact Form
Fill out our contact form on the MyPressportal website and provide the required information. Please supply us with the following details to help us put together an accurate quote:
- Size of Company
- Type of company
- Description of your services and/or products
- Target audience and geographic reach
- Company history and establishment date
- Any significant changes or additions to your company
- Website address and email addresses
- Relevant news or information related to the press release
- Company Name and Contact details
- Any additional information you would like mentioned in the press release
Building a Mutually Beneficial Relationship
At MyPressportal, we look forward to building a mutually beneficial relationship with our clients. Our team is dedicated to providing professional press release writing services tailored to your specific requirements. We are here to help you effectively communicate your company's news and updates to the public.
Contact us
For press release writing services that enhance your company's image and reach your target audience, contact us at MyPressportal. Our experienced team, is ready to assist you in achieving your communication goals. We look forward to working with you!
