AcclaimPR’s Top 10 Press Release Writing Tips!

Remember the five Ws and H: Who, What, When, Where, Why, and How. If for some reason you can’t include all these details in the first paragraph (what we news writers called “LEAD”), include what’s left to the second and third paragraph. In writing news releases, timing is important, so get it right: submit at least a week in advance for any event you are planning. Being brief is one of the all-time hallmarks of news writing. One page is preferable, but longer is OK if it means slashing important facts. Keep sentences short using everyday language. Avoid writing in the first person. (Use ‘he’, ‘she’, and ‘they’ rather than ‘I’, ‘we’ and ‘us’). Use a quote from a key person and put your most important message in the quote (including why it affects local people). Make sure you include clear contact details at the bottom, should media personnel need to contact you for further information to flesh out the press release. When emailing a press release, insert the text in the main body of the email, with the headline as the subject line. Never send the release as an attachment, worst, never in PDF format. Follow up any email or pitch letter with a call to the news desk to check if they received it and whether they need any more information. The best time is usually mid-morning. If the media didn’t use your story (press release), don’t be discouraged. Keep media people informed of everything else you’re doing in future. How to contact your local newspapers To find the contact details of local newspaper editors, you can search for your local paper online and they should have a ‘contact’ section, or the newspaper itself will have details on how to send in press releases and letters. If you need professional help with your company’s press releases, please visit our website at for further details. Was this tip sheet helpful?  Get us any feedback you have, positive or negative, so we can make these tips as useful as possible.