Drafting a press release is actually quite interesting of a task to do; all you really need to be versed with is the acceptable format of a press release. And of course, you need to know certain basics about the news you are about to cover. A convenient format of a press release is outlined below for the reader’s convenience in future matters pertaining to drafting a press release.

Format of a press release

– Using bold fonts and uppercase lettering, write FOR IMMEDIATE RELEASE in the top left corner of the page; this applies to press releases in need of being printed on immediate basis. However, if the release is due for a later date in time, inscribe HOLD FOR RELEASE UNTIL [DATE] on the top left corner.

– Next up in our format of a press release is the headline for the piece. It is suggested to keep the headline concise and explanatory; it should give a catchy insight into what the following text is about. An example would be:

Khan Takes Hard Fall to Rise Strong

Notice how all words, except for conjunctions (“to”), begin with uppercase letters; this is a format of a press release thumb-rule. Remember to K.I.S.S the headline; Keep It Short & Simple!

– The third part, the sub-headline, is optional; you have the freedom to leave it out if you deem feasible. The purpose of the sub-headline is to expand on the headline. For our headline, we can use the following text as a sub-headline:

PTI loses elections but wins the people

The sub-headline will not incorporate uppercase beginning for all words; only the first.

– Next up, we will be specifying the date, and location, for the story; this is fairly simple of a task. All you need to do here is specify the city where the story takes/took place, and follow that with the date and year; voila!

Lahore, May 7, 2013

– Next up on our format of a press release will be the Body; this is where we will bring in the “5 wives and 1 husband” i.e. why, what, who, where, when and how. The first paragraph will, usually, expand on the heading; the idea is to keep paragraphs short and concise. So, in line with our heading, the first paragraph can appear as:

“Imran Khan, head of PTI, sustained serious cranium injuries after falling from a forklift. He was at a rally in Lahore to address supporters of his party. The injured was rushed to a hospital as blood gushed from his wounds.

While Khan’s companions have assured supporters of his wellbeing, an official statement is anticipated from the doctors. Results on CT scans have not arrived as of yet.” (…and so on, so forth)

– Keep sentences short, and paragraphs concise.

– Use the third person narrative instead of first person i.e. avoid “I”, “we”, “us”

– Use simple language; don’t go for slang or jargons. Do not repeat ideas or events

– Report facts; don’t dress it up or get too fictional

Who: Imran Khan

Where: Lahore

When: May 7, 2013

What: head injury after falling from forklift

– If you intend to quote someone in your body, be sure to seek prior permission from that person or entity, lest it should fire back and result in a lawsuit or worse.

– You will want to specify your company’s name and contact details as part of format of a press release. This is so news reporters, news agencies, or freelance journalists can get in touch with you in case they either have to say, or find out more about the story.

These specifics (can) include email id(s), URL(s), physical address (es), phone number(s), cell number(s).

The use of a letterhead is also advisable for the projection of a more professional image.

– Once you’re done with all the details and specifics, inscribe END to indicate the story has come to its finish. The practice of inscribing ### beneath the END is also an option; you don’t have to if you don’t wish to.

Now that we are aware of these key elements for the format of a press release, all you need to do is ensure the validity of the story and facts you present.

More on Writing The Perfect Press Release.