- A news release promotes an organization. It can be about meetings, developments, promotions, events, and many other things. You should write it carefully and briefly to present accurate information to the public. A news release should be interesting, newsworthy, timely, precise and complete. Otherwise, there is no use of writing it. Press releases are often one page long but if you want to write a longer one, consult step number 5.
- In the heading, state the date and time you want the release to appear. If you are not using the company's letterhead, write the business's name, address and the phone numbers of the persons who can provide more information.
- Either leave one inch of white space for an editor to add a title or type it yourself.
- Give an overview of the event. Provide all essential details in the first part of the announcement (who, when, where, how, why). Double-space the announcement part. Leave one-inch margins on the left and right. Also, indent each paragraph 5 spaces.
- If you need to write some more, add items in order of importance (most important to least important). You can write paragraphs about historical and biographical details, personal quotations, and descriptions. Editors usually delete information at the end, so your important part of the news will be safe. Keep it simple and use facts instead of flowery expressions.
- Write the word 'MORE' in the lower right corner of the page if your release is longer than one page, except the last page. Write the page number in the upper right corner. Use the release symbols like #### or XXX after the last line. If you are adding photos, clearly label them with the name of the person or place and the relevant description.
- Write the address of the Newspaper's Editor or the Director of the News (TV or radio) on the envelope. Then write NEWS RELEASE ENCLOSED on the outside of the envelope.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
FOR RELEASE AFTER:
September 20, 2009
For inquiries, call:
Greetings from Mayford University! We are announcing that our prestigious university shall be holding various summer workshops for bot adults and kids alike. Some of the summer courses are swimming, biking, baking, cooking, and many more. There are even courses offered for the elderly such as knitting and crocheting.
To know more about these summer programs, simply see the attached pamphlet and examine the course choices carefully. You may just have one of the most fun summers you have ever had if you take advantages of these courses now!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example of news release letter with info on summer workshops.
Further things to consider when writing inform letters to media outlets
Inform letters are letters written to communicate new knowledge or changes in situations. Whether you want to keep your employees updated with recent changes in the work routine or structure of the company, or to communicate interview dates to job applicants, an inform letter will be the best formal way to do it. Inform letters can also be used to inform employees about new policies that may affect the employment's terms and conditions as agreed to in the contract. For instance, if workdays and business hours are planned during a holiday, an employee should send inform letters to communicate the new schedule and ask employees to solicit cooperation.
Keeping your employees well informed is important to your business and inform letters are powerful tools to do just that. Mention the reason for writing early in the letter. Be thorough, concise, and omit irrelevant details. For unpleasant news like a layoff, be direct yet sensitive. Give clear and complete information to avoid being bombarded with questions later. Communicate exactly what you want the recipient to do. End the letter on a positive note and send it early enough so that the reader has enough time to prepare for the assignment.
Letters to Media Outlets
Letters to media outlets are letters written to publication, television company, or any other mass media that provides news or feature stories to the public. Whether you want to get that media interview or have news articles written about your company or product, writing to a media outlet might get the job done. You don't have to write a long boring story; a brief, catchy letter is all you need to get a reporter interested to hear your story.
When writing letters to media outlets, you need to understand the purpose of your letter and take the time to research the publication or media that is best suited for your subject. Start the letter with a quirky headline that grabs the recipient's attention. Editors and producers receive hundreds of these letters every week, so you need a strong hook that arouses curiosity and entices them to keep reading. Get to the point and explain why the recipient would be interested in your offering. Provide all the necessary details. Give testimonials if necessary. Provide your contact information to make it easier for the recipient to follow up with you. End your letter positively and with a call to action.