How to Format a Press Release

It is not enough to simply write a press release and then publish it on the web. You should know the correct press release format. Hundreds to thousands of new press releases are uploaded on the web every hour of every day. You should not take the unnecessary risk of making a press release on something of great importance knowing your press release might just get lost (or simply get by unnoticed) in the jungle that is the Internet.

Things to remember in writing a press release

Before going to the actual press release format, you should first remember the following guidelines in press release writing:

• Write your copy in the third person perspective.

• Make sure your copy is less than 500 words or about a page only.

• And finally, make sure your press release is as accurate, concise, and reasonably detailed or informative as possible.

The elements of a correct press release format

There is no black-and-white rule on how your press release format should look like. But there is one that is used mostly by media practitioners. It will be to your advantage if you make sure that this format is consistently followed. Below is a list of elements that should be included in your press release:

1. "FOR IMMEDIATE RELEASE" or "HOLD FOR RELEASE UNTIL [date]..." This should always be placed on the top left corner of the copy.

2. Headline. As in any kind of copy, your headline should contain or describe
what your press release is all about. Be creative but do not sacrifice necessary content. You should limit your headline to one sentence only.

3. Origin/location and date. The reporter should always orient the reader as to where and when the copy was released.

4. Body. This is where your story goes. It should consist of multiple paragraphs.

a. Paragraph 1. This should act as the summary of the press release. This is where you should find the five Ws: what, when, where, who, and why. Ask yourself: "If the reader got to read only this part of the release, will he or she get the overall picture of what I am trying to convey?" The answer to this question tells you whether you should develop your first paragraph further.

b. Succeeding paragraphs. Pick up from the information you have already presented in paragraph 1. This should elaborate on the provided facts. You may include quotations from customers, users, and other authorities in the field.

c. "-more-" Writing more than one page is discouraged. But if necessary, the word "-more-" should always be included at the bottom of the page.

5. Company/organization information. It is a must that you include background information not just of your company or business but also of all other organizations mentioned in your press release. This should also contain the contact information of the respective entities.

6. END or ###. This indicates the end of the press release.

The next time you intend to write a news event or product release, make sure that you follow the correct press release format.