Guidelines About the Contents and Format of a News Release

What Does a News Release Look Like?

A news release must be structured so that the most important part comes first (what, when, where and, perhaps, who and why).  The most important part is usually any information that relates to the purpose of the news release; e.g., "children's art-expo scheduled for next month." 

After the first piece of information, details should be added in descending order of important, with the least important information coming last.  This is called inverted pyramid style of writing.

The following are some general guidelines about the contents and format of a news release:

• Send the news release on plain paper or on library letterhead.  Whichever is used, clearly identify the library.
• Write the name and address of the person to whom the news release is being sent in the upper left-hand corner of release.  If the name of the reporter is not known, name the editor and the department that should receive the release, e.g., Community Page Editor, Daily Gazette.
• List the name of the person to be contacted if the reporter needs more information.  The contact's name, phone number, and e-mail address should go in the upper left corner of the release, directly under the name and address of the person to whom the release is being sent.  A weekend phone number should be provided as a courtesy.  Contact information for the general public will be included in the text of the release.
• News releases should be typed, double spaced, on one side of the paper only.
• Drop down two lines and indicate when the information in the release may be printed.  Use the phrase "For Immediate Release" if the newspaper may use the information when it is received.  Use the phrase "For Release on (insert day and date)" if the information is not to be used until a specific date.
• Drop down another two lines and begin the text of the release.  Indent the first word of each paragraph 10 spaces rather than the usual four spaces.  This provides "white space" and draws the editor's eye toward the paragraph.
• Keep releases short.  Editors prefer one-page releases.  However, if the release runs onto another page, type of the "-more-" (centered) below the last line of type on the first page.  Don't end the first page in the middle of a paragraph, though.  If the entire paragraph doesn't fit on the page, insert a page break and start the paragraph at the beginning of the second page.
• If the news release has two pages, type "-More-" at the bottom of the first page.  Type the subject of the release and "Page 2" at the top left corner of the second page.
• Indicate the end of the news release by using the symbol ### or "-30-" or the word "END," centered and typed two lines below the last line of copy.