How to Write a Press Release Email

How to Write a Press Release Email

Email Writing

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Do you want to get media attention for your business, event, or announcement?

A well-written press release email can help you do just that!

But here’s the truth: journalists receive hundreds of emails every day. So how do you make yours stand out?

In this post, you will learn how to write a press release email that gets noticed, read, and published.

Why Is a Press Release Email Important?

Imagine you have a great story to share, but no one hears about it. That’s what happens when your press release email gets ignored. A strong email increases your chances of getting media coverage, helping you reach a larger audience.

Journalists look for stories that are clear, relevant, and newsworthy. Your email should deliver that in the simplest way possible.

Step 1: Write a Strong Subject Line

Think of the subject line as the headline of a news article. If it’s boring, no one will open the email.

Examples of strong subject lines:

  • “[Breaking News] XYZ Company Launches First AI-Powered Smartwatch”
  • “Exclusive: How ABC Organization is Helping 10,000 Homeless People”
  • “Event Alert: The Biggest Tech Conference is Coming to Your City”

Tips:

  • Keep it short (6-10 words is ideal)
  • Use action words like “breaking,” “exclusive,” or “event alert”
  • Avoid clickbait or misleading information

Step 2: Start with a Strong Opening

The first line of your email should grab attention. If your introduction is weak, the reader might stop reading.

Example: “Dear [Journalist’s Name],

Did you know that over 70% of businesses fail to get media coverage because of poorly written press releases? We don’t want you to be one of them. That’s why we’re excited to share a story that your audience will love.”

Tips:

  • Personalize the email by using the journalist’s name
  • Start with an interesting fact, question, or statistic
  • Keep it short and engaging

Step 3: Write a Clear and Concise Body

The body of your email should contain the key details of your press release. Use the who, what, when, where, why, and how method.

Example Structure:

  • Who: The name of the company, organization, or person involved
  • What: A brief description of the news or event
  • When: The date and time (if applicable)
  • Where: The location (if applicable)
  • Why: Why this news matters
  • How: Additional relevant details

Example: “[Company Name] is launching a new eco-friendly product on [date]. This product is designed to help reduce plastic waste and is already gaining attention from top environmentalists. The launch event will be held at [venue] and will feature guest speakers from the sustainability industry.”

Tips:

  • Keep paragraphs short (2-3 sentences)
  • Use simple language; avoid jargon
  • Highlight the most important information first

Step 4: Add a Call to Action

Tell the journalist what you want them to do next.

Example: “Would you be interested in covering this story? We’d be happy to provide exclusive interviews and additional details. Let us know if you’d like more information.”

Tips:

  • Make your request clear
  • Offer exclusive content if possible
  • Keep it polite and professional

Step 5: Include Contact Information

Journalists should be able to reach you easily.

Example: “For more information, please contact: [Your Name] [Your Position] [Your Email] [Your Phone Number] [Company Website]”

Tips:

  • Use your official company email
  • Provide an alternative contact if necessary
  • Make sure your contact details are correct

Step 6: Attach the Full Press Release

While your email gives a summary, your full press release should be attached as a PDF or included below the email.

Example Closing Line: “Please find the full press release attached. Let us know if you need any additional information. Looking forward to your response!”

Tips:

  • Keep the email body short; let the full press release provide more details
  • Name your file properly (e.g., “Company_Press_Release.pdf”)
  • Avoid sending too many attachments

Common Mistakes to Avoid

🚫 Sending a generic email: Personalize it for each journalist.

🚫 Writing too much: Keep your email brief and to the point.

🚫 Not checking for errors: Proofread for spelling and grammar mistakes.

🚫 Being too promotional: A press release should inform, not just advertise.

🚫 Using a weak subject line: Make it catchy and relevant.

Final Thoughts

Writing a press release email doesn’t have to be difficult. Keep it clear, engaging, and to the point. Remember, journalists are busy, so respect their time by making your email easy to read and understand.

If you follow these steps, your press release email will have a much better chance of getting noticed—and published!

Have you ever sent a press release email? What worked for you? Let me know in the comments!

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