So, you’ve written a press release – congrats! Now comes the crucial step: getting it into the right hands. Sending it effectively can significantly impact its reach and effectiveness. Knowing How To Email A Press Release Sample properly is a skill that can boost your chances of getting your news featured. This guide will walk you through the best practices, from formatting your email to crafting a compelling subject line, and even includes specific email examples for different situations. Let’s get started!
Formatting Your Email and Press Release
Before you even think about hitting “send,” you need to format everything correctly. This isn’t just about making things look pretty; it’s about making sure your email is readable and that the press release itself looks professional. Remember, you’re trying to make a good impression!
Here’s how to get it right:
- Keep it Simple: Avoid fancy fonts or excessive formatting in your email body. Most journalists prefer plain text for easy reading.
- Attach the Press Release: Always attach your press release as a .doc, .docx, or a PDF.
- Subject Line is Key: Craft a subject line that grabs attention. We’ll get into that later.
A well-formatted email and press release showcase your attention to detail and increase the likelihood of your news being noticed. Here’s a quick table on what to include in your email:
| Component | Description |
|---|---|
| Subject Line | Short, attention-grabbing, and informative. |
| Email Body | A brief introduction, summary of the press release, and call to action (contact info). |
| Press Release Attachment | Your full press release, properly formatted. |
Email Example: Sending to a Journalist You Know
Subject: [Your Company] Announces [Event/News] - Exclusive Preview
Dear [Journalist’s Name],
Hope you’re having a great week!
I’m excited to share some news from [Your Company]. We’re officially announcing [brief summary of news].
I’ve attached the full press release for your review. Let me know if you have any questions or would like to schedule an interview with [Spokesperson Name].
Best,
[Your Name]
[Your Title]
[Your Company]
[Contact Information]
Email Example: Sending to a Journalist You Don’t Know
Subject: New Product Launch: [Your Company] Introduces [Product Name]
Dear [Journalist’s Name],
My name is [Your Name] from [Your Company]. I’m reaching out because I admire your work covering [Journalist’s Area of Expertise] at [Publication Name].
We’re excited to announce the launch of our new product, [Product Name], which [briefly describe product and its benefits]. I’ve attached a press release with more details.
Would you be interested in learning more? I’m happy to provide additional information or connect you with our team.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Contact Information]
Email Example: Sending to Multiple Journalists (Using BCC)
Subject: [Your Company] Makes Big Announcement: [Brief Headline]
Dear Media,
Please find attached a press release announcing [brief summary].
We are excited about this news and hope it aligns with your publication’s coverage.
If you have any questions or would like further information, please don’t hesitate to contact me.
Best regards,
[Your Name]
[Your Title]
[Your Company]
[Contact Information]
Email Example: Following Up After a Week
Subject: Following Up: [Your Company] Announces [Event/News]
Dear [Journalist’s Name],
I hope this email finds you well.
I’m following up on my email from last week regarding [brief summary of news]. I’ve attached the press release again in case it got lost in your inbox.
Please let me know if you have any interest in covering this story.
Thanks,
[Your Name]
[Your Title]
[Your Company]
[Contact Information]
Email Example: Sending to a Specific Media Outlet
Subject: Exclusive: [Your Company] Partners with [Partner Company] to [Brief Description]
Dear [Journalist’s Name],
I’m reaching out because I’m a big fan of your work covering [Journalist’s Area of Expertise] at [Publication Name].
We’re excited to announce a new partnership between [Your Company] and [Partner Company] to [brief description]. We think this partnership is particularly relevant to your audience because [reasons why].
I’ve attached the press release for your consideration. We are offering an exclusive look at this story to [Publication Name]. Let me know if you would like any additional details or to schedule an interview.
Best,
[Your Name]
[Your Title]
[Your Company]
[Contact Information]
Email Example: Sending to a Media Contact You Met at an Event
Subject: Following up - [Your Company] Announces [Event/News] - As We Discussed
Hi [Journalist’s Name],
Great connecting with you at [Event Name]! I hope you enjoyed it.
As we discussed, I’m sharing information about [brief summary]. I’ve attached the press release here.
Please let me know if you have any questions.
Best,
[Your Name]
[Your Title]
[Your Company]
[Contact Information]
In conclusion, mastering how to email a press release sample is an important part of the public relations game. Following the guidelines outlined here, and using the provided examples as a template, will greatly increase the chances of your press release getting the attention it deserves. Remember to tailor each email to the specific journalist or outlet, personalize it as much as possible, and always follow up! Good luck!