A Brief Guide for Preparing News Releases

  1. Press releases should always be neatly typed on 8 1/2” X 11” bond paper. White paper is preferred, but if you choose to use colored stock use only pale colors. Dark colored stock makes the type hard to read.
  2. Double space lines of type.
  3. Margins should be ample, approximately an inch and one-fourth margin at the right and left of your body copy.
  4. In the upper right-hand corner (starting at space 65 if you have elite type) type the word FROM: in capital letters and the name of your organization. On the following lines, flush left under the organization, type your name, address, and telephone number, and two lines below that, the date.
    FROM: ANYCITY TOASTMASTERS
    Michelle Brown
    305 Main Street
    Anycity CA 92001
    (714) 123-4567
    August 15, 1991
  5. If you are sending your release to a particular department or editor, type an attention line in capitals and underlined on the same line as your phone number beginning at the left margin, as:
    ATTENTON: BUSINESS CALENDAR EDITOR
  6. Two lines below the attention line, on the same line as the date, also in capital letters and underlined, type release instructions.
    FOR IMMEDIATE RELEASE
    On some occasions a specific time is important, such as the actual delivery of a speech or a public announcement. In this instance start one line higher than FORIMMEDIATERELEASE, and type it this way:
    FOR RELEASE AT 4 P.M. PST
    MONDAY, AUGUST 29, 1991
  7. Your release should now look like this:
    FROM: ANYCITY TOASTMASTERS
    Michelle Brown
    305 Main Street
    Anycity CA 92001
    ATTENTON: BUSINESS CALENDAR EDITOR (714) 123-4567
    FOR IMMEDIATE RELEASE August 15, 1991
  8. Two lines below type your headline. Type in capital letters and center. Try to keep your headline to one line only.
  9. Two lines below your headline begin your story. Indent the first sentence of each paragraph 5 spaces. The interval between paragraphs is double space.
  10. Try to keep the length of your releases to a minimum. Be sure to include the most important information at the beginning of your story. The first paragraph should answer the five W’s (Who, What, Where, When, Why).
    The reason for this is if the editor should need to cut your story to fit available space the vital information will not be lost.
  11. At the end of your story type # # # two lines below and centered at the end of your story.
    # # #
  12. If your release requires more than one page, at the end of the preceding pages type the word MORE in parentheses two lines below the last line of text and centered.
    (MORE)
  13. When a release requires more than one page, never divide a word between pages. Try to end your copy with a complete paragraph or at least with a complete sentence. If it means leaving an extra amount of white space at the bottom of the page, that’s fine.
  14. Begin any succeeding pages, with its number and a few words in parentheses to identify the story in the upper left-hand corner.
    (page 2 - Toastmasters)
    Continue your release three spaces below.
  15. If you are sending a photograph, artwork, or any other material, this should be noted at the bottom of the last page of your release. After the number symbols (# # #), two lines lower at the left-hand margin write Accompanying material: and under that list what you are sending.
    Accompanying material: (1) Photography
  16. Be sure to check your press releases carefully for accuracy. Names, dates, times, and locations, are particularly important.
  17. Finally, send your release well in advance of the date of your event. Most publications recommend sending releases ten working days in advance of the date desired for publication. The earlier you send PR the better the chances of getting it printed.