What A Press Release Is & Things You Need To Know

A press release is a written announcement that’s distributed to the media and other interested parties to publicize an event or product. While the term “press release” is often used interchangeably with news, it’s a form of marketing communications from one company to another. 

The goal of a press release is usually to generate more coverage for your project with traditional media outlets such as newspapers, magazines, or online publications.

How to Write a Press Release (Free Template) – YouTube
Understand the purpose of a press release
Learn about the key components of a press release
Discover how press releases contribute to marketing strategies
Gain insights into the effective use of press releases
Explore tips for creating impactful press releases

How To Write A Press Release

A press release is a news story about your project. The goal of the document is to get it into the hands of journalists, influencers, and other people who can help your cause by spreading the word about what you’re doing. 

The best way to do this is by sending it out via email or posting it on social media channels that those people watch regularly. You can also find news outlets that are relevant to your project and send them a physical copy in person or through the post.

Writing an effective press release is an art that can save you both time and money. Learn the best practices in our comprehensive guide on how to write a press release to make your announcements shine.

Why Write A Press Release?

A press release is a short, concise piece of writing that you send to the media to announce something new or noteworthy in your business. It’s a way for you to communicate with your customers, and get them excited about what’s going on with your company.

Here are some examples of good reasons for writing a press release:

  • To promote an upcoming event
  • To announce a new product or service
  • To get media coverage of an existing event, such as an anniversary or open house

Press Releases Are Often About Major Announcements

Press releases are typically used to announce major company news, like a new product or service, the hiring of a high-profile executive, or the funding of your startup. If you’re making a big announcement that will be of interest to the public, press releases are an effective way to get the word out there.

As with other types of content marketing and publicity stunts, press releases should be designed to get picked up by news organizations and bloggers. 

This means that they should be written engagingly if you’re writing one about your new product launch, for instance, try to make it sound like something that would appeal on its own merits without mentioning the fact that it’s also being promoted as part of your marketing strategy.

Crafting a compelling press release requires attention to detail. Dive into our article featuring 17 valuable tips that can help you create press releases that capture attention and convey your message effectively.

A Press Release For Music Is Used For More Than Just Major Announcements

Press releases are not just for major announcements. You might use a press release to announce new music or a new music video, or that you’re going on tour. Or maybe you’ll do all three!

They serve different purposes in different industries. The point of having a press release is to get your news out there as far and wide as possible so that people can hear it and know about it but how this happens differs depending on what industry you’re talking about.

Press releases aren’t just written by journalists anymore! It’s important to understand that while traditional media outlets have a role to play in sharing information with their readers/viewers/listeners, they’re no longer the only ones who do this work (just like they’re no longer the only ones who write stories). 

This means anyone can write and distribute their press releases if they want to share information with others and there’s nothing wrong with doing so!

Don’t Forget About The 5 Ws In Your Press Release

Before you send it off, don’t forget to include the 5 Ws: who, what, when, where, and why. What is the release about? What is the news? When is it happening? Where does this event take place? Why is this relevant for your readership (or investor base)?

Some of these answers may be obvious; others might need to be explained in greater detail. For example: If a new product launch isn’t happening in your company’s home city, then why should anyone care about that product launch? Make sure you spell out why it matters for people outside of your immediate geographic area.

A press release that goes viral can bring immense exposure to your brand. Discover the strategies for crafting such attention-grabbing press releases in our guide on creating press releases that go viral and watch your message spread.

Include A Quote From Someone Important To Your Project

When writing a press release, you should include a quote from someone important to your project. Quotes are the centerpiece of a press release and can come from:

  • experts in the field (experts in the field of your project)
  • celebrities or people who know you well (quotes from friends and family)
  • people who are well-known in your industry

Make Sure Your Press Release Is Newsworthy

Your press release needs to be newsworthy. The media are looking for stories that will interest their readers and generate clicks, so you need to make sure your press release is relevant to them. Make sure it’s timely, interesting, and well-written.

Don’t waste your time sending out a fluffy press release about your new product or service that isn’t particularly relevant right now (unless you have something truly remarkable going on). Many sites list what kind of stories are currently hot in the business world if you know yours is one of them, then by all means send it!

You Don’t Have To Be Huge To Get Coverage – It’s All About What’s New With You

As you can see, a news release isn’t just about what you’re doing. It’s also about what other people are doing. Why? Because if your project, industry, or community is making headlines, that’s something that journalists will want to know.

The key thing here is to make sure you’re breaking news or providing perspective on current events that haven’t been covered yet in the media. 

So don’t just send out a press release when it’s time for another funding round or product launch you need to be thinking about how what’s new at your company matches up with what’s new in the broader world of business and innovation (and vice versa).

Your Press Release Needs To Be Written In News Style

Your press release needs to be written in news style. This means it’s written in the third person, in active voice, and uses short sentences, paragraphs, and words. This is important because a press release will usually be picked up by media outlets that use similar writing styles.

“You” or “we” are not used as you would assume if you were writing a personal letter to someone or an internal memo at work. Instead, you’ll use “the company” or “the organization”.

The language used should be descriptive and straightforward but not overly technical or complicated for your average reader – think about how you could explain something complex like climate change in 100 words or less!

It should have a headline that summarizes what the content of the paragraph will discuss, this helps people decide whether they want to read more about it right away without having too much information spoiled before them (think TV guide).

Startups have unique needs when it comes to press releases. Learn how to tailor your press releases to startup contexts with our insightful tips in the article 9 tips for writing press releases for startups and make a lasting impression.

Keep Your Press Release Short And Sweet

There are a few things you need to know about writing a press release.

First, it’s not necessary to write a book! Keep it short and sweet. Don’t go more than one page for the main body of your release, and consider keeping it to one side of a page if you’re using standard paper sizes like US Letter or A4. 

If your company has some history or context that is relevant to the announcement in question, consider including an abbreviated version at the end of your main text (but not as an appendix).

Second, make sure there’s something that makes this announcement newsworthy! Check out our article on how to do PR companies do their job if you want more tips on how they find stories worth telling.

Send Out Your Press Release To The Right Contacts

One of the most important things you can do with a press release is to send it to the right people. Press releases are not just for journalists, so don’t forget that you want to get your project in front of bloggers and other influencers who will be able to spread the word about your project.

You should also make sure that you’re sending your press release to anyone who has written about similar projects in the past. If they’ve already covered your kind of content before, they’re more likely to write something new or respond favorably if they’re contacted by someone already familiar with their work. 

Finally, make sure that you’re looking at where these publications have been shared across social media if one place has high reach but low engagement, another may be better suited for reaching people who are more likely interested in what you have to say!

It May Takes Time Before You Hear Back, But It’s Important To Follow Up

It may take time before you hear back, but it’s important to follow up.

  • Call the editor of the publication and say thank you for considering your story. If they have any questions or comments, answer them on the spot.
  • Send a thank-you email to the editor and make sure that they know how much you appreciate their consideration.
  • Send out a postcard thanking them for reading it, so as not to clutter their inbox with another email if they already rejected it once before (and maybe still do).
  • Give them coffee (or tea) on your next visit to town! If this is not possible, send along a Starbucks gift card or another small token of thanks!

Gaining insights from those experienced in press release writing can be invaluable. Get a glimpse into the world of press release writing through the eyes of an expert in our article on lessons from an experienced press release writer and refine your skills.

The Best Place To Share Your Press Release Is On Your Website

If you have a website, the best place to share your press release is on your website.

The next best option is to send it to a local newspaper or radio station and ask them if they’d like to publish or air it. Ideally, the editor or producer will be interested in covering your story and will want the content for their publication or program. 

If they aren’t able to cover it at that moment, offer them first dibs on any future announcements from your company.

You could also try sending an email with a link directly to where your press release is hosted online (e.g., on LinkedIn Pulse) instead of including a copy of the release itself as an attachment in case folks who receive these kinds of emails are unable to view attachments due to security restrictions set by their email provider (like Gmail).

A Well-Written, Interesting, And Well-Targeted Press Release Can Give You The Momentum You Need

A well-written, interesting, and well-targeted press release can give you the momentum you need to reach new audiences and build relationships with reporters. It can also help you build your reputation as a thought leader in your industry.


All in all, we hope this post has given you some ideas on how to write a press release that will get your music some traction. Press releases are not just for big artists – they’re also a great way to let the world know about new music from smaller acts and independent labels. Good luck with your next project!

Further Reading

Mailchimp: Writing Press Releases Short Description: Explore expert tips and techniques for writing compelling press releases in this comprehensive guide by Mailchimp.

HubSpot: Press Release Template Short Description: Need a press release template? HubSpot provides a detailed guide along with a template to help you create impactful press releases.

Shopify: How to Write a Press Release Short Description: Learn the step-by-step process of writing an effective press release from Shopify’s guide, tailored for businesses.

And here’s the “FAQs” section with semantic-based questions and answers:


What are the key elements of a well-crafted press release?

A well-crafted press release should include a clear headline, concise summary, relevant details, quotes, and appropriate contact information. This ensures your message is communicated effectively to journalists and readers.

How can I make my press release stand out and gain media attention?

To make your press release stand out, focus on a compelling angle, highlight unique aspects of your story, use strong quotes, and make sure the release is newsworthy. Providing multimedia elements like images and videos can also enhance its appeal.

What should I avoid when writing a press release?

Avoid using overly promotional language, exaggerations, or jargon. Keep the language professional and to the point. Additionally, refrain from sending press releases that are not relevant to the target audience or current news trends.

How do I format a press release for distribution?

A standard press release format includes the company logo, release date, a captivating headline, dateline, lead paragraph, body paragraphs, boilerplate, and contact information. Make sure to follow the industry-accepted format to ensure compatibility with media outlets.

Is it necessary to include quotes in a press release?

Yes, including quotes from key stakeholders or experts adds credibility and a human touch to your press release. Quotes provide insights and opinions that can make your story more engaging and relatable to readers.