Building Blocks for a Powerful Press Release

Your Letterhead

Every press release should begin with your company letterhead. If you're a smaller business and don't have a letterhead with a logo on it, take the time to design one or farm out your letterhead's look to a graphic designer.

When Can the Media Release Your News?

If the media can print your news now, use the words, "FOR IMMEDIATE RELEASE" in all caps. If you're looking to release your news on or after a specific date, you can use the phrase, "FOR RELEASE ON" and then include your date. A vast majority of releases use "FOR IMMEDIATE RELEASE."

Contact Information

Give complete contact information for the person in charge of your media relations. This is the person who a reporter will call to field all questions about the release.

You want to give as much contact information here as possible. Name, address, phone, fax, Email and Web site address if you have them.

Your Press Release's Headline

Make it bold. Make it catchy. And just like the rest of your press release, make sure it's newsworthy and relevant. It will be centered (left to right, not top to bottom), in caps and at least two font sizes larger than the main body of your release.

More tips on writing a press release can be found in Packing a Punch with Press Releases.

Press Release Subheadline

You don't always need a subheadline for your press release. But if you do want a subhead, use upper and lowercase letters and a smaller font size than your headline.

Location and Date

The body of your press release begins with the location and date. The date you use here is the actual date of your release. If you're using the press release to announce an event, you don't put the event's date here.

Example: You have a fundraiser on July 18 but you're submitting the release on July 1. The date you write for this section is the actual date you're sending the press release, July 1.

The Body of Your Press Release

The body of your press release should answer the questions who, what, when, where and why. When possible, also answer the question how.

The second paragraph of your release can also include a quote from a company executive. This can add to the impact of your release.

Your press release can be broken into many paragraphs but do keep it down to one page. Two pages are rare but acceptable. One is standard and preferred by the media.

Company Info

The last paragraph of your press release contains a standard line of company information. Most companies use the same closing paragraph for all of their press releases that sums up the company's purpose, sales and other essential information.

Example: Zazzie Manufacturing has been creating baby rattles for more than 50 years. The company employees 3,000 people with offices in Hong Kong, Europe and the United States.

Put on the Pounds

End your press release with three pound signs (###) centered. This is standard for any press release. It also shows a journalist this is the end page and they're not missing any part of your press release.

The Finished Look

Once your press release is complete, you'll have a few paragraphs in the body of your release to describe your news as well as your standard final paragraph describing the company and its products. Press releases don't require a fancy layout like an advertisement. The two are completely different mediums.

Be sure to check out Packing a Punch with Press Releases to learn more about writing a press release.