Having easily accessible contact details is crucial for successful media outreach. Journalists often need to reach out for additional information after reading a press release. Having clear contact information makes this process smoother and more efficient, particularly when deadlines are tight.
Many companies opt out of offering contact information in their press releases due to privacy concerns. On the other hand, some companies worry that customers or marketers will misuse this information by calling with complaints or sales pitches. Although these are valid concerns, there are good reasons why you should consider providing these details.
Why should I offer contact information?
a) It helps journalists to follow up with you
While it’s standard practice to end your press release with a call to action, it’s easy to forget that contact information is a key part of a call to action. A traditional call to action tells customers where to go for a product. Alternatively, it informs potential investors or business partners on how to connect with company founders. Utilizing the batch append tool makes it quick and easy to find names, addresses, phone numbers, and email addresses.
In general, it is important to include a call to action for your target audience, whoever they may be. However, you also need a call to action for the journalists who will help you get your story to this target audience. If you provide your contacts, then it’s easy for journalists to reach you for additional information.
b) It’s an important element of relationship-building
Journalists receive hundreds of press releases a day. With this in mind, whatever you can do to make their work easier will leave a lasting impression. The last thing they want is Google for your contact details. Journalists warm up to you when you consistently provide them with all the information they need to publish your story.
Need help building relationships with the media? Check out Pressfarm’s media database and media outreach services today.
As you can see, contact information is an important element of your press release. In the short term, it helps journalists get in touch with you easily. In the long term, it gets you in their good books.
So, how can my contact details earn me media coverage?
1) Label the contact details appropriately
Traditionally, your contact details go at the bottom of your press release. This makes it easy for journalists to skim the document and find the information.
You can make this section stand out even more by labeling it. Simply saying “For more information, contact us at:” or “Contact details:” is good enough. If you use a subtitle for this section, write in bold letters.
2) Include your website URL
Your website URL is a key piece of information. Including a link to your website will help a curious journalist learn more about your company. Ideally, this link should be the first contact detail you share, since it will be a smooth transition from your boilerplate section.
3) Only include active accounts
Update your accounts often to make sure they are useful for journalists. Monitor the social media accounts you include in the contact lists regularly so journalists on a tight deadline can contact you easily. If a journalist contacts you but doesn’t hear back in good time, they might drop the story.
4) Offer some variety
Journalists prefer to reach out on different platforms. It’s essential to provide your email address and phone number. In addition, you should list a maximum of 3 social media accounts where you are most active. Including these social media accounts will add an element of social engagement to your press release.
If your company has a LinkedIn account, include the link too. Alternatively, provide a link to the founder or CEO’s LinkedIn account. This will give a journalist a way to reach you and a place to get more information about your company.
Some journalists prefer to send you a direct message on X (formerly Twitter) rather than send the traditional email. Similarly, some will want to call you instead. Giving journalists options to choose from will make contacting you a hassle-free process.
5) Include a spokesperson
Sometimes a journalist wants to interview someone from your company. To make this easy for both you and the journalist, choose a spokesperson in advance. This can be your PR representative or company CEO.
Employees can also make good spokespeople if their expertise adds value to your story. If your story has technical aspects or statistics, journalists prefer to talk to the people responsible for those details. For example, a software engineer may be best placed to answer technical questions about a SaaS startup.
If you’ve chosen a spokesperson ahead of time, inform the journalist that a spokesperson is available before they ask. Do this either in your press release or your email pitch. Offering access to a spokesperson will make your story more attractive to them, especially if they’re interested in an interview.
It is equally important to prepare your spokesperson for potential interview requests. Walk them through your key messages ahead of time so that they are ready to talk to the media when it’s time.
As shown above, your contact details are crucial for any press release. How you present this information can make the difference between a journalist giving up or publishing a story about you. Do it right, and journalists will have a much easier time writing about you.
Do you need help writing your press release? Backed by a team of PR specialists, expert writers, and certified designers, Pressfarm can help you create a winning press release. In addition, this team is skilled at developing engaging guest posts and designing eye-catching media kits. With this content, you can build a memorable brand image and stand out in your industry.
Beyond creating this content, Pressfarm can help you distribute it widely. By submitting your content to the right media outlets and startup directories, Pressfarm can boost your online visibility and ensure you feature in relevant search results.
As a client, you also get custom media lists in addition to being able to access a database of 1 million+ journalists, bloggers, and influencers. With these contact details, you can connect with skilled storytellers and thought leaders who can help you tell your brand story to the world.
Check out our packages and contact us for help with all your PR needs.
