PREPARING AND SUBMITTING A NEWS RELEASE

CONTENT
Start your story with the most basic information. Consider the 5 Ws:

• Who are the people or organizations involved in the story?
• What will happen?
• When will the news take place?
• Where will the news it take place?
• Why is this news?

STYLE
Since you are writing for reporters, you should write like reporters. They often use an inverted pyramid to present information. With the inverted pyramid, the most basic and important facts are placed at the top of a story so someone who reads only the first few paragraphs will know the most important facts. More detailed information is presented as the reader progresses into the story. A good news release should use that style.

KEYS TO EFFECTIVE WRITING:

• Be concise. Edit your copy to remove excess words and puff terminology. Try to keep your message on one page.
• Be absolutely certain that every fact and title in the release is correct and that every name is spelled properly. Check the copy closely for grammatical errors.
• Avoid jargon, clichés, hype words, euphemisms and flowery adjectives.
• Beware of negative connotations.
• Avoid discriminatory language.
• Never lie or stretch the truth.

FORMAT FOR NEWS RELEASES
A news release should be typed or printed out on 8 1/2 x 11 paper. Double-space the copy and leave generous margins. In the upper left corner of the first page list the name of your organization, address, telephone number with area code and the name of a contact person.

Below that, on the left margin, type the date the information may be released. FOR IMMEDIATE RELEASE is best. Editors prefer to not hold releases.

Begin your story about 1/3 down the first page. If the copy is more than one page long, type "-- more --" in the center at the bottom of the first and all subsequent pages. In the upper left corner of the second page, type the name of your organization and "2-2-2-2." Continue your story one inch below that. Do not hyphenate words at the end of a line. Instead, put the entire word on the next line. Center these identifying symbols "# # #" under the final paragraph to indicate the end of the story.

Send only one copy of the news release to the appropriate outlet in time to meet their deadlines. Save a copy of the news release for your records.

PHOTO COVERAGE
When you include a photograph with your news release, 5" x 7" or 8" x 10" black and white glossy photographs in sharp focus are preferred, but smaller sizes and color will work. Identify the photo or slide and the people or artwork in it on the back. Do not use a felt tip pen because the ink may smear. On a separate sheet of paper again identify each person or work of art and attach it to the photograph or slide sheet with a paper clip.

Sample News Release