How to Write a Press Release Step by Step (Infographic, PRLab)
How to Create a Press Release: A Step-by-Step Guide by PRLab This actionable guide by PRLab, the award-winning B2B tech PR agency, teaches you how to create a press release that actually gets noticed by journalists and earns media coverage. Whether you're announcing a funding round, a new product, or a C-level hire, this visual and digestible PDF breaks the process into clear, strategic steps—making it ideal for startups, scaleups, and marketing teams looking to build credibility fast. The document explains the full press release writing process—from identifying your audience and finding a newsworthy angle, to structuring content using the inverted pyramid and optimizing for clarity, visuals, and credibility. It also includes essential tips on how to pitch your release effectively, what mistakes to avoid, and how to amplify your results across digital channels. You'll learn: How to hook journalists with headlines, quotes, and data The ideal format and layout of a professional press release Why visuals, media kits, and data points are critical to boost engagement How to track outreach and measure media coverage Plus, it outlines the best occasions to issue a press release—like product launches, mergers, events, or awards—and how to get the timing and targeting right. Perfect for both PR beginners and marketing pros, this guide reflects PRLab’s evidence-based and performance-driven approach to media relations. 👉 Visit prlab.co or follow PRLab on LinkedIn to discover more free resources.
How to Write a Press Release Step by Step (Infographic, PRLab)
- 1. Research journalists who cover your industry Share your story with media a few days early. Republish your release on your website and social platforms. Track email engagement and link clicks. Personalize your pitch; avoid generic mass emails. Specify the embargo date to prevent premature publication. Use shareable visuals, hashtags, and direct links. Use media distribution reports to assess coverage. Leverage existing media connections to strengthen outreach. Follow up to ensure they have what they need. Share media coverage to extend credibility and reach Improve your strategy using data-driven insights. ADD SUPPORTING ELEMENTS 5 6 OPTIMIZE FOR CLARITY AND QUALITY PerformanUnderstandabilityTest: Have non-experts review for clarity. ProofreadandOptimize:Fix typos, ensure readability, and keep the press release concise. Add Supporting Data: Use visuals, statistics, or charts to back your claims. 🔑 Why it matters: Clear, polished writing avoids confusion and maintains professionalism. 🔑 Why it matters: Engaging visuals and data make your release memorable and shareable. 4 ENHANCE CREDIBILITY 3 STRUCTURE YOUR CONTENT FOR MAXIMUM IMPACT Source Credible Information: Link and cite reliable references. Include a Powerful Quote: Use authentic, relevant quotes to shape the story. Use the Pyramid Approach: Begin with essential details, followed by supporting context, and conclude with background info. Provide Background Information: Explain the “why” and connect to broader trends or news. 🔑 Why it matters: Credibility builds trust and strengthens the impact of your message. 🔑 Why it matters: Clear, logical structuring keeps readers engaged and informed. 1 2 UNDERSTAND YOUR AUDIENCE AND PURPOSE CREATE A STRONG INTRODUCTION Research Your Audience: Tailor content to resonate with journalists and readers, study niches, and find relevant journalists. Find a Newsworthy Angle: Highlight unique, impactful, or timely aspects of the story. WriteaCompellingHeadline: Keep it short, engaging, and reflective of the story. AddaSubheading: Summarize the press release in one intriguing sentence. CraftanAttention-GrabbingOpener: Use the 5 W’s and 1 H to provide a clear, concise overview. 🔑 Why it matters: Knowing who you're speaking to ensures relevance and boosts chances of coverage. 🔑 Why it matters: The introduction hooks your audience and sets the tone for the release. 7 8 INCLUDE ESSENTIAL CONTACT AND COMPANY INFO ADD SUPPORTING ELEMENTS Share Contact Details: Add direct contact info for follow-ups. Write a Boilerplate: Summarize your company and provide links to your website or press kit. Use the Standard Press Release Format: Include the logo, headline, subheading, location & date, body, quotes, conclusion (###), and boilerplate. 🔑 Why it matters: Makes it easy for journalists to follow up or explore your company further. 🔑 Why it matters: Ensures your release meets industry standards and expectations. How to Write a How to write a Press Release What to announce via a Press Release PRESS RELEASE STEP BY STEP Event Announcements Crisis Management New Hires (C-level, directors, etc) Product or Feature Launches Awards Mergers & Acquisitions Charity Events Partnerships Financial Earnings How to get Media Coverage TARGET THE RIGHT JOURNALISTS USE EMBARGOED PRESS RELEASES AMPLIFY WITH SOCIAL MEDIA MEASURE AND REFINE Visit prlab.co and follow PRLab on LinkedIn Created by