HOW TO WRITE A PRESS RELEASE

Press releases serve to release poignant or timely information about your service-learning activities to various members of the media. They should contain information that is relevant to current events or issues, such as National Youth Service Day, the launch of a new service-learning program or the release of new statistics regarding the outcomes of an existing service-learning program. Below is some information to help you get started, along with a sample press release linking service-learning activities to National Youth Service Day.

Format

  • The top line of any press release should say “FOR IMMEDIATE RELEASE” in the top left corner, and “CONTACT” in the top right corner, with the name and contact information for the program’s spokesperson at your school or organization. Contact information should include the name, phone number and e-mail address.
  • The title, which should capture the essence of the news that you are announcing, should be centered in capital letters on the next line.
  • The first paragraph should lead with a Dateline. This includes the name of the city and state, and the date of release. Dashes should separate the date from the city and state, and the first line of the first paragraph.
  • Include endmarks to indicate that the press release is complete. Options include *** or ###.

Content

  • Write in clear, plain language that people who are unfamiliar with service-learning can understand.
  • The first paragraph of the release should convey in a clear and succinct way what the news release is about. Do not put any excess information in this paragraph. It is meant to brief the reader about the event or issue, and be a lead-in for the following paragraphs.
  • Include a quote from the principal at your school, or the major figure at your organization in the second or third paragraph. Make sure the person’s credentials are included in that mention too. For example, Dr. Joseph Brown, superintendent of the Quincy school district.
  • The last paragraph should include information on your organization (“boilerplate”), along with a Web site address, if available, and phone number.

Other Tips

  • Remember audiences and key messages when writing.
  • Where possible, use Associated Press writing style (AP style books are available at your local bookstore).
  • Write with action verbs, and active voice.
  • Keep sentences and paragraphs short.

Once you’ve completed your press release, e-mail, fax or send it via surface mail to reporters at your local broadcast and print news outlets. Those for whom the news would be most relevant include education, community, metro area and lifestyle reporters. To identify their contact information, call the main number at those news outlets and ask for the contact information for the appropriate reporters.

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