A dash of media attention to your organization can do wonders for your business. Increased website traffic, more conversions, and more significant revenue–media coverage of your press release can do free publicity to your benefit.
Well, if you have ever organized a press conference, you know garnering media attention is uncertain. Even after sending press resale emails to journalists, there's always a chance of not showing up. So, if you want maximum media coverage of your press conference, you need to learn how to write impressive press release email invites for journalists.
This template has added a detailed guide on writing a press release email, emails opening lines, best practices, and a few tips to follow. Feel free to use our free press release email template and customize it as you please.
Let's get started!
Subject: {press release title}
Hi {first name},
I have read your article on {topic} for {company name}, and I must say I was impressed by the way you covered the topic.
I am writing this to enlighten you about a press release of {company name} and hoping it would be worth covering by {media house name}.
We just launched {product/service name} last week, and we have decided to donate $2 from every sale to an education program for {charity name}.
We are announcing this charity program on {dd/mm/yy}.
Do you think your subscribers will be interested in it? Check out this {Dropbox/Google Drive link} for more details on the launch.
You can reach out to me in this email if you have any concerns. I am looking forward to hearing from you.
Best,
{sender name}
Template rating on a few factors:
· Number of words (143)
· Social proof (9/10)
· Introduction (7/10)
· Fluff (1/10)
· Large paragraphs (2/10)
· Single CTA (7.5/10)
· Potential to convert (8/10)
· Spam word use (metric/10)
· Complex sentence use (metric)
Creating a standout press release email template involves including key elements that capture attention and convey your message effectively. Here's what you should include:
1. Press Release Email Subject Line: Craft a compelling and concise subject line that grabs the recipient's attention immediately. It should hint at the newsworthy aspect of your press release.
2. Personalized Greeting: Address the journalist by name to create a personal connection. A press release email example with a personalized touch is more likely to be read.
3. Introduction: Start with a brief introduction that explains the purpose of your email. Mention why the press release is relevant to their audience.
4. Press Release Email Body: The main content should be structured with a clear headline, subheadings, and short paragraphs. Use bullet points to highlight key information. Make sure the press release email format is easy to scan.
5. Compelling Lead: The first paragraph should summarize the most important information, including the who, what, when, where, why, and how. This helps journalists quickly understand the value of the news.
6. Supporting Details: Include quotes, statistics, and other relevant details that add depth to the story. These elements make your press release email more engaging.
7. Call to Action: Clearly state what you want the journalist to do next. This could be to contact you for more information, visit a website, or attend an event.
8. Contact Information: Provide complete contact details, including your name, phone number, and email address. This ensures journalists know how to reach you for further questions.
9. Visuals and Attachments: Attach high-quality images or provide links to downloadable media assets. Visual content can make your press release email more appealing.
10. Boilerplate: Include a short paragraph about your company or organization at the end of the press release email body. This gives context to your news.
Adhering to best practices ensures that your press release email templates are effective and professional. Here are some tips:
1. Keep it Short and Simple: Avoid lengthy emails. A concise press release email is more likely to be read and acted upon.
2. Be Newsworthy: Ensure that the content of your press release is newsworthy. Focus on what makes your announcement interesting and relevant to the journalist's audience.
3. Personalize Each Email: Customize each press release email to journalists to show that you've researched their work. Personalization increases the likelihood of engagement.
4. Use a Professional Tone: Maintain a formal and professional tone throughout your press release email. Avoid jargon and overly promotional language.
5. Include Relevant Links: Provide links to additional resources, such as your company's website, press kit, or related articles. This allows journalists to explore more if they are interested.
6. Optimize for Mobile: Ensure your press release email format is mobile-friendly. Many journalists read their emails on mobile devices, so make sure it looks good and is easy to read on smaller screens.
7. Follow Up: Plan to send a follow-up email if you don't receive a response within a few days. Refer to the original press release email and politely inquire if they need more information.
8. Proofread: Check for spelling and grammar errors. A well-written press release email reflects your professionalism and attention to detail.
Sending a press release email to a journalist requires a strategic approach to ensure it gets noticed. Here's a step-by-step guide:
1. Research Journalists: Identify journalists who cover topics relevant to your press release. Look for their contact information and learn about their interests and previous work.
2. Craft a Personalized Subject Line: Write a catchy and relevant press release email subject line that piques the journalist's interest.
3. Compose the Email: Start with a personalized greeting and a brief introduction. Follow the best practices for the press release email body, ensuring it's concise and informative.
4. Attach the Press Release: Include the full press release as an attachment or paste it below your signature in the email. Make sure the press release email format is clean and professional.
5. Include Contact Information: Provide your contact details clearly so journalists can reach out for more information or interviews.
6. Send at the Right Time: Timing is crucial when sending a press release email. Aim to send it during the journalist's working hours and avoid weekends and holidays.
7. Monitor Responses: Keep track of responses and be prepared to answer any follow-up questions quickly. Journalists work on tight deadlines, so timely replies are essential.
8. Follow-Up: If you don't receive a response within a few days, send a polite follow-up email. Reference the original press release email and offer additional information if needed.
By following these steps and utilizing a well-structured press release email template, you can increase the chances of your press release being picked up by the media.
Start your email with an attention-grabbing subject line. Greet the recipient by their first name (Hi Stacy) and congratulate them on their latest achievement/personal success. Briefly include all the information about the press release in a concise manner. Also, don't forget to add a small CTA at the end of the email.
Yes, be it a product launch, new release, or exciting news, press releases work wonderfully to generate online and offline business traffic. In the era of digitalization, companies look up to press releases and media coverage to build brand awareness.
Press release emails are formal invitations for journalists to the press release event. So, the tone should be professional. But do not forget to add a personal flair to the email. Research your prospect and write personalized email content to attract your prospects.
A press release email should be concise and to the point. Ideally, it should be around 300-500 words. The email should include a compelling press release email subject line, a brief introduction, the main body containing the key information of the press release, and a call-to-action or contact information at the end. You want to capture the journalist's attention quickly and provide them with all the necessary details without overwhelming them with too much information. Refer to press release email samples and templates to ensure your content is formatted correctly and is easily digestible.
Following up after sending a press release email is crucial to ensure your press release gets noticed. Wait about 3-5 days before sending a polite and concise follow-up email. In your follow-up, refer to the original press release email you sent, express your interest in their thoughts, and offer additional information or answers to any questions they might have. Be respectful of their time and avoid being overly persistent. You can also include a brief press release email example to remind them of your previous email.
To prevent your press release email from ending up in the spam folder, use a professional email address and avoid using spam trigger words in your subject line and body. Make sure your email includes clear and accurate contact information. Personalize your email to each journalist if possible, as generic emails are more likely to be flagged as spam. Also, ensure your press release email format follows best practices, such as using a simple layout and avoiding excessive links or attachments. Using press release email templates from reputable sources can also help maintain a professional appearance.
Yes, tailoring your press release email for different journalists can significantly increase your chances of getting noticed. Research each journalist's interests and previous work to personalize your pitch. Mention why your story is relevant to their audience and how it aligns with their beat. A personalized press release email example might include specific references to the journalist's past articles or the media outlet's focus. This approach demonstrates that you've done your homework and increases the likelihood of your press release being picked up.
When writing a press release email, avoid these common mistakes:
1. Generic Subject Line: Craft a specific and engaging press release email subject line that captures attention.
2. Lack of Personalization: Sending a generic email to multiple journalists reduces your chances of getting noticed. Personalize each email to the recipient.
3. Overloading with Information: Keep your email concise. Journalists are busy and prefer emails that get straight to the point.
4. Poor Formatting: Ensure your email is well-formatted and easy to read. Use clear headings, bullet points, and short paragraphs.
5. No Clear Call-to-Action: Always include a clear next step, such as a contact for more information or an invitation to an event.
6. Ignoring Follow-up: Don't forget to follow up a few days after sending your press release.
By following these tips and using a well-structured press release email sample, you can avoid these pitfalls and increase the effectiveness of your media outreach.
