Releasing new information or making an important announcement about your company? This is where a good press release comes in. Press releases or PR are missives companies send out to media outlets to announce events, product launches, exciting developments, and more. However, not all media outlets will automatically print or publish your PR. Therefore, it’s important to craft an effective and newsworthy press release that can grab any editor’s attention.
In this article, you’ll learn all about the do’s and don’ts of writing a press release, including which tools to use so you can draft an article faster and more professionally.
5 Do’s of Writing a Press Release
1. Do keep it compact and concise
A good rule of thumb to follow when writing a press release is to keep it to one page. Any more than that and your target reader (a reporter or editor) may not continue reading.
2. Do write a succinct headline
Summarize the most important points of your press release in your headline so that it immediately catches the reader’s attention. Use the CF Spark Writer if you need help drafting a polished headline. The AI text generator tool requires you to fill in a text prompt with keywords about your subject and formulates 5 headline ideas for you.
3. Do put importance on the first paragraph
Treat the first paragraph of your press release like a news item – expanding on the summary you provided in the headline with all the crucial details.
4. Do include quotes
Including quotations from key personnel involved in your announcement gives your PR authority and legitimacy.
5. Do check your grammar and spelling
Even the smallest grammar mistake or typo can turn off the media outlet personnel reading your press release, causing them to pass on your article. That’s the best case scenario. The worst is that it can cause damage to your company’s credibility. Use tools like Grammarly to run an initial check on your article. You should also ask a colleague to help you proofread.
5 Dont’s of Writing a Press Release
1. Don’t write dense paragraphs
We’re sure your PR contains a lot of important information, but you don’t want your reader to glaze their eyes over them. Write in bite-sized chunks, keeping your paragraphs concise and readable. If you need help rewriting your article, use the CF Spark Rewriter Tool, an AI text generator that can redraft your existing text.
2. Don’t forget to put a point person’s contact information
Be sure to include the complete contact information of the media point person to aid your reporter just in case they need more information.
3. Don’t use acronyms or abbreviations
You want to keep your PR reader-friendly and ready for print, so be sure to include all the necessary information, which includes the actual meanings of certain industry acronyms or abbreviations.
4. Don’t forget to include the press timeline
If your PR is time-sensitive, be sure to include “For Immediate Release” prominently in your PR, whether it’s in the headline or in the subject line of your email.
5. Don’t just send your PR to anyone
Do your research well and target media personnel who would find your PR relevant to their sections or departments. When sending your PR via email, be sure to personalize your message.
When writing a press release, follow all these simple do’s and don’ts to keep your article professional, newsworthy, and attention-grabbing. At the end of the day, an effective PR article is concisely written, with an impactful headline, readable paragraphs packed with important information, and polished enough with no typos or grammatical errors with a grammar checker tool.