How to Send Press Releases to Journalists

Once you have finished writing and carefully proofread your press release, e-mail it to the media outlets) of your choice. Attach the press release as a PDF or a .doc (NOT .docx, RTF, or anything else). Make sure the press release is attached – people often send out e–mails and forget to include the attachment.

In the "Subject" box, type in a short group of words that briefly describes what your press release is about. Do not simply write "press release." And do not write in the name of the event (such as "Sigma Alpha Psi Rocktoberfest") as most journalists will not recognize or care about the event name.

In the “To” box, type the journalist’s e-mail address. (Note: your press release will have a better chance of getting published if you pitch to the specific journalist who covers your topic rather than send it to the media outlet’s general e-mail address).

In the body of the e-mail, write a brief paragraph that addresses the 5 W's and why the publication might be interested. Keep it to 75 words or less. The first paragraph of your press release, if done well, can be used. Be sure to include: “For more information, see attached press release.” Also include your name, phone number and e-mail address in the body of the e-mail.

For an illustration of this, see sample e-mail below. Click on image to enlarge it.