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Sending out hundreds of press releases one by one is usually more intensive than most companies can handle. This is especially true if they are running lean and handling press release distribution with a small staff. 
Technically, anything deliberately sent to a reporter or media source is considered a press release: it is information released by the act of being sent to the media. However, public relations professionals often follow a standard format that they believe is efficient and increases their odds of getting the publicity they desire. The format is supposed to help journalists separate press releases from other PR communication methods, such as pitch letters or media advisories. Generally, a PR body consists of 4 to 5 paragraphs with word limit ranging from 400 to 500. [1] However, press releases can be anywhere from 300 to 800 words[2]
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“A great press release should include a great quote from a company executive or industry expert,” says eReleases President Mickie Kennedy. “An important thing to know about quotes is that the media generally won’t use them unless they are evocative, fresh or state something in a way that would be very difficult to paraphrase. To ensure your quote finds a home in a story based on your announcement, avoid cliches or generalizations.” More info at “You Can Quote Me On That!”
If you want to get news coverage for your business, eReleases has the best track record of generating real interest among reporters that leads to stories and mentions in articles. Their website is full of recent testimonials from companies that have used their service and were able to generate meaningful media coverage as a result.
CONTACT INFORMATION: Remember to include contact information for the corresponding author, including his/her name, email, phone number, and institution. Provide information for accessing the original paper, such as a URL or DOI.
Here’s a great place to put a strong quote. Make it emotional. Make it sell, said Your best Spokesperson, the Title Role of Your Organization. Then, make your spokesperson finish up in a second sentence, usually asking for some kind of action or change.
Once you submit your release, MailChimp allows you to see which recipients opened your email. This allows you to follow up with certain reporters of interest to determine if they need any additional quotes or details for their story regarding your release. You can also A/B split test your emails to see which subject lines have higher open rates.
From generating media coverage to positioning yourself as a thought leaders in your industry, and ultimately help your business succeed and grow — there are a number of reasons why business owners need to learn how to write and distribute a press release.
Send your release by email, and use formatting sparingly. Giant type and multiple colors don’t enhance your news, they distract from it. Put the release in the body of the email, not as an attachment. If you must use an attachment, make it a plain text or Rich Text Format file. Word documents are acceptable at most outlets, but if you are using the newest version (.docx), save down a version (.doc). Newspapers especially, are on tight budgets now, and many have not upgraded. Use PDF files only if you are sending a full media kit with lots of graphics. Don’t type a release on letterhead, then scan it and email a jpeg of the scan––that’s a waste of your time and the editor’s. Just type the release straight into the email message.
Another idea is to give them a suggestion on where your news may fit in their publication. For example, you suggest that your press release may be a good for the X section. These tips demonstrate that you know something about the media outlet and aren’t just spamming them with your press release.
Most press release distribution services will send your news to only one distribution network. We send it to two. Not only will your release be sent to our own hand selected network of premium news and industry sites, we’ll also distribute your news through the PR Newswire network. This news wire network has been used by fortune 500 companies for over 60 years and is highly trusted by journalists.
If you’re handling press release distribution on your own, it’s nearly impossible to match the time and efficiency of a press release company. Press release distribution services can reach a wide range of media sources instantaneously, whereas it may take hours or even days for independent press release distribution to reach that same visibility.
Since a press release is supposed to look and feel like a story in a newspaper, it’s important to include a location and date stamp at the beginning of the first paragraph. Something like, Palo Alto, CA – February 5, 2007. Like a standard news story, the first sentence, or lede, should summarize the main news of the press release in 25 words or less [source: Concept Marketing Group]. 
When you send press releases out just because you think you should, you can create a “crying wolf” scenario. By bombarding media with press releases that lack impactful news stories, hoping to create awareness, you’re actually doing yourself a disservice. Eventually, when you really have a story to tell, journalists will tune you out.
Deal with actual facts –– events, products, services, people, targets, goals, plans, projects. Try to provide maximum use of concrete facts. This is news. A simple method for writing an effective press release is to make a list of following clarifications: Who, what, when, where, why, and how.
Although the utilization of press release material can save a company time and money, it makes the distributed media boring and similar to the output of other firms. In the digital age, consumers want to get their information instantly and this puts pressure on media companies to output as much material as possible. This often causes them to heavily rely on the use of press releases in order to create their stories.[8]
Press releases should always be written in the third person. Write it as though you’re sharing riveting information. If your information isn’t riveting, take a brief step back. Maybe there’s something you can add to your event or announcement that will make it more interesting. Of course, that something has to happen. You can’t mention that an A-list celebrity will show up at your event when you know full well he won’t. Linking your press release to a current trend or happening in the news can also help grab attention.
As the Internet has assumed growing prominence in the news cycle, press release writing styles have necessarily evolved.[4] Editors of online newsletters, for instance, often lack the staff to convert traditional press release prose into more readable, print-ready copy.[5]
The truth is, just because you wrote something (especially if it’s generic) and it gets placed on a lot of syndicates, doesn’t mean that people will purchase.  Exposure doesn’t mean sales.  Instead, you need to create a newsworthy PR that is not only unique but catchy too.
WARNING: What I’m about to show you can be a very effective marketing tactic.  But in the wrong hands or done without taste can easily be spammy and crummy.  So, please use this knowledge for good and apply some of my Kindlepreneur principles as you step through this.
This format is important because it’s what journalists follow when they create a story, so if you want your PR to be picked up after using a free PR distribution service, make it as simple as possible for your audience.
We recommend distributing your press release through 1 major paid distribution service, like eReleases, and a handful of free press release websites, like PRLog or 24-7 Press Release, to generate more backlinks to your website. Backlinks help increase your ranking in search engines and traffic to your website. Also, be sure to post the press release on your own website or blog.
http://www.PressReleasePoint.com/ has started a exciting free service for submitting to free PR websites. Yes it is free to submit press release to 20 free PR websites. We hope that some of your readers will find this service useful. We request you to convey this message to your readers. Perhaps you can add this as a foot note to this blog post.
In addition to being picked up by journalists, this press effort has also resulted in additional writeups and mentions since then, and continues to bring Shoreline Lake to the attention of oenophiles and others wanting unique wine-based, and related, experiences in Silicon Valley. This was not a standalone effort however; but rather a tactic used to achieve some very specific market communications goals (which were all met).
That means your release needs a good headline. That can be something saying how your new product is going to make life easier, or how it relates to a news event. Your headline should be an attention-grabber, so reporters can see right away how the announcement affects their audience.
What’s their secret? eReleases is a reseller of PR Newswire, which is one of the primary sources of information for journalists. Therefore, eReleases is able to offer access to the “premium” network at an affordable price. You will also get inclusion in the Associated Press’ wire distribution and eReleases’ own network of websites and subscribing journalists.
Advance notice helps too. If you have an event you are trying to get covered, waiting to send notice until editors are rushing out of the door on Friday evening could lead to a missed opportunity for media exposure. Editors will have to scramble to fit it into their story budgets for the weekend, leaving a bad taste in their mouth about your company.
Alexa Traffic: A subsidiary of Amazon.com, Alexa.com tracks website traffic from across the Internet. The number represents an estimate of traffic plus pageviews over a 3 month period. The LOWER the Alexa number, the MORE popular the website and the more traffic it generates.
A book press release is a means by which you showcase your book to journalists and news organizations in an interesting manner.  Basically, you’re doing the work for the journalist or news publication by writing it for them.  The best news is (pun intended) that most will actually accept the same news story that others have accepted, which is aptly known as mass syndication.
Press releases are short, factual news stories written in the third person and given to the media to encourage editors/journalists/broadcasters to feature the story in their publications and programmes.
The last step in writing a press release is to write the phone number(s), fax, email, website addresses and other links for social media platforms where the business is active. In addition to this, you can also write about your business partners and potential clients in this section. Make sure you conclude the press release with a call to action.