How to Format a Press Release for the Associated Press

If you’re running a business or organization that has newsworthy information to share with the world, you may want to send the Associated Press (AP) a press release. This will get the word out so that you any reporting bodies who use the AP newswire will have access to your information. In this article, we’ll break down how you can format a press release for the AP.

1

Write “for immediate release” at the top.

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This should be in all caps at the top on the left-hand side. Use bold font and uppercase lettering.^{[1]XResearch source}
- If your press release should not be published until a specific date, change the wording to "HOLD FOR RELEASE UNTIL [DATE]." Again, use bold font and uppercase.

2

Include a headline.

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Make this clear, concise, and accurate. Take your time on this. Identify what you want the public to know and make sure the headline communicates that clearly. Capitalize the first letter of each substantial word (not conjunctions or articles).^{[2]XResearch source}
- Keep it short. No more than 1 phrase or sentence.
- Make it memorable and eye-catching.
- Refrain from using exclamation points.

3

Add a sub-headline, if necessary.

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Do not repeat information already identified in your headline. Instead, expand on it. It can be longer than your headline and should express a complete thought.

4

Mention the location and date.

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Underneath the headline/sub-headline, list your city and state. Follow that with today's date, including month, day, and year.^{[3]XResearch source}

5

Write the main text.

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Frontload the key info and explain what’s going on. Understand that you are not writing the news story itself, but providing engaging information about the event or promotion so that a journalist or editor will write a story about it.
- Put all important details in the first paragraph. This includes information like where, when, who, what, and why.
- Use short paragraphs of 2 to 4 sentences each.
- Try to keep your press release around 400 or 500 words.
- Write "-more-"at the bottom of the page if you find yourself using multiple pages for your press release.
- Write in third person. Do not use words like "I," "me," or "you." Instead refer to yourself by name, as if you were talking about someone else.
- Incorporate quotes. This human element makes it much more likely to be accepted by a newspaper for publication.

6

Provide contact info.

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List company and corporate numbers and email addresses. This allows the news reporter to follow up with you should they have any additional questions or want to expand the press release into a bigger news story.^{[4]XResearch source}
- Provide basic information about your organization that will help readers know what your company does.
- Follow this with personal contact information: your name, title, phone number, mobile phone number, email address, web address, and physical address.

7

Write “end” at the bottom.

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This lets readers know that this is the end of your press release.

8

Put “###” under “end.”

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These symbols appear at the bottom of most press releases. You could also choose to place the word count of your press release here instead.^{[5]XResearch source}

Community Q&A

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Question
What is the proper font size for press releases?
Community Answer
The general rule of thumb is to use Times New Roman 12-point font for most things in journalism, public relations or AP style in general. There may be a variation depending on the company you're working for, but generally, that would be related to the font and not the font size. If you're working for someone or independently writing a press release for a company, shoot an e-mail to someone and see if there's a style guide specific to the business or company.
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Question
Should I attach the press release to my email?
Community Answer
Yes, it helps in forwarding a press release to different departments. Please note in body of email that it is attached.
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What does "30" mean at the end of a news release?
Community Answer
This is another way to indicate the end of the press release. Such a high number cannot be confused with a page number, as nobody would make a 30-page press release.
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Tips

Connect your press release with current events or local issues. Journalists prefer to use these angles when writing articles for their newspaper.
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Use company letterhead, if possible. This ties your organization's image to the press release and presents a more professional look. It not putting on letterhead, at least include your organization's logo at the top of the press release to make it easily identifiable with your business or organization.
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Get permission before using quotes or specific business information. This helps you communicate accurately and with credibility.
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Warnings

Read the press release carefully and make sure it is what you had in mind. Most writers will offer one or two revisions.
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Find someone experienced to write your press release. Get a writer and just outline your basic idea.
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Do not forget to mention keywords so the content is search engine friendly. Also, the content should link to your site in a smart and non-obtrusive way.
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