How to Send a Press Releasehow to send a press release - spam in email inbox

Don't Tarnish Your Good Name Spamming Editors - How to Reach Media the Right Way

There are people on the Internet that will sell you the email addresses of editors and publishers. Did the editors request to be put on these lists? Do they look forward to your press release?

The answer is no!

how to send a press release - spam in email inboxSending unsolicited email, even press releases, is spam. To most of us, spam is a nuisance. To professionals who rely on email for much of their work, spam is a nightmare. Be careful that you send a press release only to those with whom you have an existing relationship.

In the years I spent contacting and querying editors to accept press releases for eReleases.com, I heard many horror stories. Some editors were forced to change their email addresses because of press release-related spam. The sad part: most of these releases were untargeted. Press releases on gardening products were being sent to computer hardware magazine editors. It shouldn’t have to be this way. When you send a press release, make sure it is targeted to the correct journalists.

Some editors told me point blank: “if you don’t query me, I will never read your press release.” A few even told me they were compiling a blacklist of companies so these “spammers” would never receive press in their newspapers, magazines, and trade journals.

If you send press releases yourself, we recommend:

  • Identify editors & reporters who would be most interested in what you have to say.
  • Choose your media list carefully. If sending via e-mail, be sure the editors & reporters accept press releases via email. Queries should be over the phone or in writing (snail-mail).
  • Only send your release to one person per news outlet.
  • Brevity is not only allowed, it is encouraged and rewarded. It shows you respect the time of busy editors & reporters. If they require more information, they will ask.
  • Purchase an AP stylebook and learn how to properly abbreviate words and numbers, as well as the proper way to refer to most formal names and titles.
  • End your press release with either ### or -30- typed across the center of the page a couple lines below the end of your text.

Be patient. Sending a press release is like fishing.

Not every editor or reporter will bite.

Not every cast will produce a catch.

You may have to rewrite the release and try again, or wait until you have another event, announcement, or idea to submit.


Of course, you could always have us send your press release — starting at just $299. Click for more information on press release submission


Click the icon to see the industry-specific sample press release.

A Few PR Fuel Articles on Sending a Press Release

Four Tips for Improving a Boring Press Releasebored journalist

When writing a press release, especially one that contains numbers or statistics, even seasoned public relations consultants can find their message failing to grab the media’s attention. Here are four tips for perking up that dry, boring press release. (Read more … )

Brushing Up on Some Press Release Basicsman pointing to press release

Even seasoned public relations pros sometimes need to be reminded what makes for the most effective press release. Whether you’re a press release newbie or have written hundreds of releases during your career, the following tips should serve as a reminder of what to do — and maybe more importantly, what not to do. (Read more … )

Free Press Release Websites Are Expensiveoh yes, it's free

This article was inspired by a potential customer wondering whether a service that charged $38 to blast his press release to 50 free press release websites was a good use of his money. (Read more … )

The PR Fuel Mailbag: the Cost of Public Relations, Press Release Don’ts, and Moreemail icon

It’s once again time to dip into the PR Fuel mailbag for another batch of reader queries. How much do I charge for public relations services? Can a newswire service refuse to distribute my press release? Come find out the answers to these puzzlers from the world of public relations. (Read more … )

What Makes a Press Release Actually Newsworthy?surprising news

No one wants to be the person known for “crying wolf.” Yet that’s precisely the reputation many public relations consultants develop after sending out countless press releases with little newsworthy content. These public relations spammers risk losing credibility with editors and reporters. When they finally do have an earth shattering press release, it may end up filling a waste paper basket rather than newspaper column inches. So when is your press release really newsworthy? Here’s are a few simple steps to ensure you’re getting as much good publicity as possible out of your press release. (Read more … )

Bill Gates, PR Bankruptcy, and Your Last Dollarpolitics and money

  • “If I was down to my last dollar, I’d spend it on public relations.”
    – Bill Gates, Microsoft Founder

Is your company or organization suffering from PR bankruptcy? Have you created or maintained goodwill with the media by proactively distributing at least one press release a quarter over the past few years? (Read more … )

Is a Press Release Your Best Public Relations Bet?buzz

A press release is undoubtedly important when it comes to drumming up publicity for your business. But should it be the *most* important part of your public relations strategy? A press release may not even be the best way for your company or clients to get publicity for a new product or an important announcement. The following four ideas may actually be more effective than a traditional press release. (Read more … )

Press Release Distribution for Maximum Media Pickupsocial man

Bernetta writes:

“I’m old and new in the business. That is, I was in the business for a long time and have been away from PR for more than seven years. I believe folks are emailing press releases today rather than snail-mailing them. Is that correct? And if I don’t have the budget to use your service, what is the best way to get my press release out?”

Mickie responds:

The best way to distribute a press release is to take your newsworthy announcement and put it in the hands of the five or six key media who cover your industry. That isn’t easy for most people. (Read more … )

cision pr newswire logoUsing a Newswire Service to Distribute a Press Release

So you have a fine press release written, but you don’t know quite what to do with it. You decide to blast an email to your best contacts. You get no response. You pitch some people over the phone, but they’re not interested. So it’s time to go to the newswire or wire. (Read more … )

Make Sure Your Press Release Contains “Just the Facts”

A press release is not an advertisement. A press release is a subtle piece of advertorial: a combination of advertising and editorial content. The point of advertising is to bring a product, service, or cause to the attention of a consumer, voter, volunteer, or contributor. It involves matching the right content with the right audience. A press release is in one sense an advertisement, but in this case your audience is the media. You’re selling them an idea for a story instead of a product or service, though, and it’s crucial you understand what journalists don’t want to hear. (Read more … )

Preparing a Press Release? Think Global, Look Local

While today’s small businesses and small public relations firms have a number of economical means to reach national and international media — e-mail, on-line press kits, and press release delivery services, such as eReleases — the pitch will still need to be as good as the product to achieve results. Assuming merit exists for media coverage halfway across the world, crafting a press release around a hometown perspective can detract from a its news value. Even for editors in surrounding towns and cities, success stories about your immediate business community will be of little interest. (Read more … )

Frequently Asked Questions

You don’t need to be a public relations professional to send out press releases to media outlets. These answers are to some of the most frequently asked questions our staff gets asked regularly and will guide you in crafting a stellar press release that gets results.

Each section provides a brief overview and helpful tips, but you’ll want to explore the included resource links that dive deeper into the topic.

Why are press releases important?

Press releases are a vital industry tool for marketing professionals to communicate with journalists about newsworthy events. Reportedly, the first press release in the U.S. was sent out in 1906 by Ivy Lee, who convinced his client to issue a written statement explaining an Atlantic City train wreck. Over the last century, the press release has become the primary way companies publicly address critical issues.

The goal of a press release is to catch the interest of a media outlet or journalist so that they share your story in a way that enhances your image. Free media exposure is invaluable for introducing your company to new audiences, staying connected with current customers or positioning your company as an industry leader.

The best press releases achieve all three.

Your priority is to announce something newsworthy, which means it is timely, exciting and relevant. The text, written in a journalistic style, presents the main facts but also hypes the organization. Tread here as if you were on thin ice because there is also an inherent bias in your positive spin. Avoid writing this promotional tool in a salesy tone.

Why do press releases commonly appear in newspapers?

Since press releases provide journalists with current news topics, they are a vital source of information.

Assignment editors rely on these pieces to keep them informed about what is happening in a community or industry. Writers use press releases to generate story ideas, gather company background details, and connect with reliable interview sources for articles they are putting together.

When scrambling to fill column space while facing a tight deadline, editors covet content that is ready for publishing. Smaller publications sometimes print stories word for word from submitted press releases. You become a reliable source when you can solve these pain points for media contacts. Focus on consistently delivering high-quality text that is print-ready, and always be ready to offer up an insight or quotable source on a trending topic.

What content is newsworthy?

From bloggers to daily beat writers, local newspapers to regional monthly magazines, the media is slammed with marketing spam. Dozens of untargeted, irrelevant press releases pour in each week among the dozens more that are sharing valuable information. Proper formatting and professional submission strategies will automatically get you noticed in a clogged inbox, but your text must have an edge to make the shortlist for the assignment calendar.

The idea that a topic is newsworthy is entirely subjective.

Your job is to figure out which writer at which publication is most likely to find your topic interesting enough to cover. Interest is higher when the subject focuses on timely coverage of current events, reveals new information or features recognizable people. While there are many ideas that can generate buzz, the emphasis will generally fall into one of these three categories:

Company News

Special events, product releases, location changes and fundraising campaigns are developments that your customer base needs to know. Local newspapers and trade journals regularly publish kudos for job promotions, award recipients and new hires. You can introduce the availability of a new program, announce expansion plans or publicize a blowout sale.

Success Story

Feature press releases have a slightly different motivator. Your organization might have an exciting person to spotlight, major win to celebrate or insightful analysis of a trending issue. The story, which is not as time-sensitive, has a human-interest angle that tugs at the emotions or offers a solution to a problem.

Defensive Publicity

Always carefully weigh the benefits over the drawbacks of publicly responding to negative publicity. However, crisis press releases are useful when you need to defend your position, issue a product recall, explain a situation or lessen the impact of a negative narrative.

How do press releases work?

Sending out an impressive press release requires several steps, but the process involves two distinct parts: generating creative, newsworthy content and effectively distributing it to targeted media.

Once you have identified a newsworthy topic, you must gather enough information to write a compelling news story. This process may involve researching industry trends, finding relevant statistics from reputable sources, and interviewing company stakeholders. When crafting the content, always prioritize what the audience needs to know over what you want to share. Your pitch should be concise, accurate and purposeful but also have a creative edge.

Include the human element whenever possible.

A stellar press release goes beyond hyping up a product. It also delivers interview points that speak about the benefits they gained or the lessons they learned. When you have a solid story to present, begin researching media outlets that are most likely to be interested in the topic. Another approach is to identify a writer in your industry and shape your story to fit their interests.

How to get press releases published?

Even if you write a stellar news release and pitch it to the perfect person at the right publication, many outside factors affect whether an editor picks up your piece. Space may be tight, and they may have featured a similar product recently, or the seasonal timing doesn’t match up. Maybe you sent it on a wrong day?

The key to getting press releases published is to keep trying and to do your research.

Verify a publication’s lead time so that you aren’t pitching an autumn story when the October content was decided back in July. Reporters do not like last-minute notifications. Editorial calendars, which outline upcoming featured themes, are great brainstorm boosters. You must also understand the company’s query and submission process to avoid the automatic trash bin. Most companies prefer email communication, but many still accept snail mail, fax transmissions and phone calls.

While you need to limit the information that you send out, editors love receiving photos and graphics with press releases. Making this is your opportunity to make an unforgettable impression, so select engaging action photos that pull in readers. When appropriate, include an in-depth press kit that provides a more extensive overview of the company.

There are many methods for getting press releases published, ranging from the DIY approach to hiring a press release distribution service provider. Wire sources, such as PR Newswire, and online PR hosting sites can help distribute your press release to a broader audience.

Be wary of free offers that deliver low-quality services, such as skimping on editorial feedback or blasting thousands of irrelevant contacts. Google’s ranking algorithm penalizes your press release if it is hosted on a spammy content site, and you lose credibility with media outlets. Thoroughly seek out reviews to compare service providers.

Who to send press releases to?

Picking the right person to pitch your press releases is critical to getting your product, service or event covered.

Traditionally, press releases are sent to assignment editors, senior journalists and beat reporters. With the explosion of new media platforms, also targeting bloggers, podcast hosts and social media influencers boosts your potential exposure.

The right person is someone who specializes in your subject. Since it is their job to cover everything that relates to that topic extensively, they are often searching for new approaches to a storyline. The fastest way to get rejected is to send out an off-topic press release. Computer software announcements sent to a lifestyle editor get trashed in an instant. Some editors get so fed up with spam that they blacklist companies from their entire publication.

Don’t let that happen to you.

Overpitching will also get you labeled as a spammer. The worst thing you can do is bombard a contact with multiple queries. Remember, you should only share real news, which is not likely happening weekly. Pitching several reporters at the same publication is taboo, so only query one person per news outlet. If you do not receive a timely response, then you can pitch the story to another publication.

Cultivating relationships is the best way to establish your credibility as a subject matter expert. Forward story to ideas to your favorite reporters even if they don’t tie into your product. Offer insightful comments on their online posts. Once a journalist trusts you as an honest, reliable source, they will pay attention to the press releases you send them.

You don’t need to purchase a database of editors and publishers to pitch your press release. However, knowing who to send your press release to requires a ton of research, so subscription databases save you significant time. Since the product’s success depends on accuracy, these resources are carefully vetted and routinely updated so that they remain current in a quickly evolving industry.

If you are going solo, then examine local and trade publications for media members who write about your industry. All contact information, including email addresses, is typically available online or with a quick phone call.

Where to send press releases to?

With today’s 24-hour news cycle spanning across newspapers, magazines, blogs, company newsletters, trade publications, television stations, video channels, and audio podcasts, you have thousands of options for finding an audience. Each of these platforms compete to land the most engaging stories, so they are eager to hear from high-quality sources.

Your press release pitch must be a perfect fit for the media outlet and its audience. While you might be on-topic, verify that another brand hasn’t covered your angle already. Look at past issues to determine if the story needs a new spin.

Use your judgment on pitching to hundreds of media outlets. Casting such a wide net with generic content rarely results in in-depth coverage since reputable media outlets thrive on producing original content. An exclusive can persuade a publication to cover the story, but you risk never getting a single media clip if the assignment falls through.

Newsworthy announcements that have widespread appeal are better topics for big pushes to as many relevant media outlets as possible. Paid press release services can effortlessly broadcast your news to thousands of contacts. Upload your press release to the system and then opt to reach all registered contacts on the media list or target your distribution by trade categories and locations.

Is there a standard press release format?

While you have some creative freedom in how you structure the design, professional press releases have specific formatting elements. Since the standard news release is one page or roughly 500 words, brevity is required. Write the entire piece from the third-person perspective.

The basic press release template includes your full contact details, an intriguing headline and a punchy summary of the announcement. Follow the location and dateline stamp with a catchy lead that communicates the essential facts of who, what, when, where and why.

The body consists of three to six paragraphs that include at least one content-rich quote and a closes with a call to action. Conclude every press release with the same boilerplate message that provides an overview of your company’s mission and key messages. This text helps establish brand consistency. End with ### or -30- centered at the bottom of the last page. In journalistic jargon, this means “the end.”

For more information on how eReleases can help you achieve your marketing goals, visit our Frequently Asked Questions page. We guide you through best practices, such as how many hyperlinks to include and give critical tips on things like the best timing for issuing a press release. You’ll also get a crash course on the benefits of working with a press release distribution service.


Of course, you could always have us send your press release — starting at just $299. Click for more information on press release submission


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Mickie Kennedy, Founder & President
eReleases Press Releases