AEW: Writing a news release

A news release is statement of facts about an event or issue that affects your community.

It tells readers what the event or issue is, why it is important, when it is pertinent, who is involved or making a statement about the event or issue and how readers can get more information.

Members of the media may use the release word for word as an article, or they may include it in a longer article about a similar event or issue.

The media receives tons of news releases every day. Your news release should be simple, concise and factual, while catching the attention of busy readers. Here are some tips on writing a news release. A sample news release follows.

Type the news release on your local Association's letterhead.

A release should start with the DATE, CONTACT NAME (with phone number) and the RELEASE DATE. Write "FOR IMMEDIATE RELEASE" underneath if the issue or event is that timely.

Type the headline in capital letters to capture the reporter's attention. It should summarize the story and encourage readers to read on. Use at least one action verb.

News releases answer the questions of WHO, WHAT, WHEN, WHERE, WHY, and HOW. Present the information in descending order of importance. Start with the most important facts in two or three sentences in the first paragraph. A statement from your local president that summarizes the local's position about the event or issue is appropriate in the next paragraph. The middle paragraph gives necessary details. The least important information appears near or at the end.

The last paragraph typically includes a statement about the local Association.

The release should be one page, double-spaced. If you need more than one page, put "-more-" at the end of each page, except the last. Type the headline at the top of each page. On the last page, at the end of the release, you should type "-30-" to let readers know the story is over.

Keep it short. In general, a news release should not be longer than two pages.

Leave wide margins (1 to 1.5 inches on both sides) for media readers to edit.

Use simple, declarative statements making your point.

Avoid self-serving comments and phrases, unsubstantiated opinions and superlatives associated with marketing a product. If announcements are being made, or opinions are expressed, they should be attributed to the person who is saying them. Anything that can be argued should not be stated as fact without attribution.

Whenever possible, use quotes to liven up the story and increase the impact of your points.

Make sure the release is grammatically correct. Double-check spelling.

After your story appears in your local paper, city magazine, community newspaper or newsletter, please send a copy of the story to your state affiliate communications office.