How to Format a Press Release for the Associated Press

Co-authored by Linda Chau

Last Updated: February 8, 2023 Approved

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.

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- If your press release should not be published until a specific date, change the wording to "HOLD FOR RELEASE UNTIL [DATE]."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

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]
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- 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.

This is optional, but if you run out of room for essential info, it’s fine. 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.

When and where a press release is shared is essential. Underneath the headline/sub-headline, list your city and state. Follow that with today's date, including month, day, and year.^{[3]
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5

Write the main text.

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.

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]
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- 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.

Use all capital letters and set this in the middle. This lets readers know that this is the end of your press release.

8

Put “###” under “end.”

You can put the word count here instead, if you prefer. 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]
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Community Q&A

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.
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.
Question

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.

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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