Once your press release for print media is written, it will need to be properly formatted.
How to Format a Press Release for Print Media
In the upper right-hand corner of the page you should include the name of the person or the organization sending the press release. If the contact person for the event is different, include their names and phone numbers as well.
Your contact information should be included in the upper right hand corner of the page. If you are not the person that the public will be contacting, be sure to include “Media Inquiries” before your information.
The First Line of the Press Release
The first line of the press release should include the name of the city where the event is occurring, not the city where you are located, if they are different. The name of the city should appear in all capital letters and be followed by a long hyphen.
Advise Media of When the PR May be Released
In the top left-hand corner you will need to include the date of the press release. If the information you are sending can be published right away, type, in all capital letters, “FOR IMMEDIATE RELEASE.”
When the release of the information is more time-sensitive, you could include “For release: Month, Date, Year.”
Insider’s Tip: Do not include what is typically called the “kill date” for press releases sent to the print media. If an event hasoccurred, the editors and writers know not to publicize it after the fact.
The Body of the Press Release
The body of the press release should include all information relevant to the event. Throw in a quote or two from important people appearing or performing at the event, if you want to add some flavor.
Insider’s Tip: The press release itself should generally not be more than one page long. If there are many events or performances scheduled within the event itself, include a separate schedule organized by time.
The Last Two Lines
The very last two lines of the press release should sum up the facts about the event, including the who, what, where, and when, as well as any cost or ticket information.
Insider’s Tip: The last two lines are also where you should include a phone number for the public to call if they need more information or tickets.
It’s okay to print the press release on plain white paper. If you feel the need to use a colored or patterned paper, make sure it is a light color or design so the press release is legible.
Spell check and proofread the press release. Have one other person proofread the press release as well before it is mailed or emailed to the press.