Essential Guide to Emailing a Press Release

Crafting an effective press release is essential for promoting your business or organization to the media. Once your press release is ready, the next step is to send it to relevant media professionals to gain coverage for your news or event announcement.

Emailing a press release is a crucial part of the process, as it provides a direct and efficient way to reach your target audience. This article provides comprehensive guidelines on how to properly email a press release, ensuring that your message reaches the right people in a professional and impactful manner.

Emailing a Press Release: 8 Important Points

Follow these important guidelines to ensure your press release email is effective and reaches the right people:

• Use a descriptive subject line
• Personalize the email
• Include your contact information
• Attach the press release as a PDF
• Proofread carefully
• Send at the right time
• Follow up appropriately
• Use a professional email signature

By following these tips, you can increase the chances of your press release being read and acted upon by journalists and other media professionals.

Use a descriptive subject line

The subject line of your press release email is crucial in determining whether or not your email will be opened and read. Make sure your subject line is clear, concise, and accurately reflects the content of your press release.

• Keep it brief: Aim for a subject line of around 50 characters or less, so that it can be easily read on all devices.
• Use keywords: Include relevant keywords in your subject line so that journalists and editors can easily find your email in their inbox.
• Be specific: Avoid using generic or vague subject lines. Instead, provide specific details about your news announcement, such as the name of your company or the topic of your press release.
• Avoid spammy language: Steer clear of using all caps, excessive punctuation, or promotional language that may trigger spam filters.

By following these tips, you can craft a subject line that will entice journalists to open your email and learn more about your news announcement.

Personalize the email

Taking the time to personalize your press release email can significantly increase the chances of your email being read and acted upon. Here are some tips for personalizing your email:

• Address the recipient by name: If possible, avoid using generic salutations like “Dear Sir/Madam” or “To whom it may concern.” Instead, take the time to find out the name of the journalist or editor you are contacting and address them directly.
• Reference the recipient’s work: Show the recipient that you are familiar with their work by referencing a recent article they have written or a specific topic they cover. This demonstrates that you have done your research and that you are genuinely interested in their perspective.
• Explain the relevance of your news: Briefly explain how your news announcement is relevant to the recipient’s audience. This will help the recipient understand why your press release is worth their time.
• Keep it brief and to the point: Journalists and editors are busy people, so make sure your email is concise and easy to skim. Get straight to the point and avoid unnecessary details.

By personalizing your press release email, you can increase the chances of your email standing out from the crowd and getting the attention it deserves.

Include your contact information

Make sure to include your contact information in your press release email so that journalists and editors can easily reach you if they have any questions or would like to learn more about your news announcement.

• Email address: Include a professional email address that you check regularly.
• Phone number: Provide a phone number where you can be reached during business hours.
• Website: If you have a website, include the URL so that journalists can learn more about your company or organization.
• Social media links: If you have active social media accounts, include links to your profiles so that journalists can connect with you online.

By including your contact information, you make it easy for journalists and editors to follow up with you and get the information they need to write about your news announcement.

Attach the press release as a PDF

The press release should be attached to your email as a PDF file. This ensures that the formatting of your press release will remain intact when it is opened by the recipient, regardless of what email client they are using.

When creating your PDF, use a high-quality PDF converter to ensure that the text is clear and legible. Also, make sure to name your PDF file appropriately, using a descriptive filename that includes the name of your company or organization and the date of the press release.

In the body of your email, briefly mention that you have attached the press release as a PDF for the recipient’s convenience. You can also include a link to your press release on your website or a press release distribution service.

By attaching your press release as a PDF, you make it easy for journalists and editors to download and read your press release, even if they are not able to open attachments.

Proofread carefully

Before you hit send, take the time to proofread your press release email carefully. Check for any errors in grammar, spelling, or punctuation. Make sure that all of your contact information is correct and that the press release is attached as a PDF.

It is also a good idea to have someone else proofread your email before you send it. This could be a colleague, a friend, or a family member. A fresh pair of eyes can often spot errors that you may have missed.

Proofreading your email carefully will help you to make a good impression on journalists and editors. It will also show that you are professional and that you care about the quality of your work.

Here are some specific things to look for when proofreading your email:

• Check for typos and grammatical errors.
• Make sure that your subject line is clear and concise.
• Ensure that your email is well-organized and easy to read.
• Proofread the attached press release to make sure that it is formatted correctly and that all of the information is accurate.

Send at the right time

The timing of your press release email can have a big impact on whether or not it gets opened and read. The best time to send a press release email is typically during business hours, between 9am and 5pm. This is when journalists and editors are most likely to be checking their email.

You should also consider the day of the week when sending your press release email. Avoid sending your email on weekends or holidays, as these are typically slower days for newsrooms.

If you are sending your press release email to a specific journalist or editor, you can try to find out their preferred time to receive emails. This information may be available on their website or in their email signature.

By sending your press release email at the right time, you increase the chances of it being seen and acted upon by journalists and editors.

Follow up appropriately

After you have sent your press release email, it is important to follow up appropriately. This will help to keep your press release top-of-mind and increase the chances of it being covered by journalists and editors.

• Send a reminder email: A few days after you send your initial email, you can send a reminder email to the journalists and editors who you contacted. In this email, briefly remind them of your press release and include a link to the attached PDF.
• Follow up by phone: If you do not receive a response to your reminder email, you can try following up by phone. Be polite and professional, and be prepared to answer any questions that the journalist or editor may have.
• Attend industry events: Attending industry events is a great way to meet journalists and editors in person. This can help you to build relationships and make it more likely that your press releases will be covered in the future.
• Use social media: Social media can be a great way to connect with journalists and editors and to promote your press release. Be sure to use relevant hashtags and tag the journalists and editors who you are targeting.

By following up appropriately, you can increase the chances of your press release being seen and acted upon by journalists and editors.

Use a professional email signature

Your email signature is a valuable piece of real estate that can be used to promote your brand and make it easy for people to contact you. When emailing a press release, be sure to use a professional email signature that includes the following information:

• Your full name
• Your job title
• Your company or organization name
• Your contact information (email address, phone number, website)
• A link to your social media profiles (optional)

Your email signature should be consistent across all of your email communications. This will help to build your brand and make it easy for people to remember who you are and how to contact you.

Here is an example of a professional email signature:

“`
John Smith
Public Relations Manager
ABC Company
123 Main Street
Anytown, CA 12345
(123) 456-7890
john.smith@abccompany.com
www.abccompany.com
“`

By using a professional email signature, you can make a good impression on journalists and editors and increase the chances of your press release being noticed and acted upon.

FAQ

Here are some frequently asked questions about emailing a press release:

Question 1: What is the best subject line for a press release email?

Answer: The best subject line for a press release email is clear, concise, and accurately reflects the content of your press release. Keep it brief, around 50 characters or less, and use keywords so that journalists and editors can easily find your email in their inbox.

Question 2: Should I personalize my press release email?

Answer: Yes, personalizing your press release email can significantly increase the chances of your email being read and acted upon. Address the recipient by name, reference their work, and explain the relevance of your news announcement to their audience.

Question 3: What information should I include in my press release email?

Answer: Your press release email should include a brief introduction, the main points of your press release, and a call to action. Be sure to include your contact information so that journalists and editors can easily reach you for more information.

Question 4: Should I attach my press release as a PDF?

Answer: Yes, you should attach your press release as a PDF. This ensures that the formatting of your press release will remain intact when it is opened by the recipient, regardless of what email client they are using.

Question 5: When is the best time to send a press release email?

Answer: The best time to send a press release email is typically during business hours, between 9am and 5pm. Avoid sending your email on weekends or holidays, as these are typically slower days for newsrooms.

Question 6: How should I follow up after sending a press release email?

Answer: After sending your press release email, you can follow up by sending a reminder email, following up by phone, attending industry events, or using social media. By following up appropriately, you can increase the chances of your press release being seen and acted upon by journalists and editors.

Question 7: What is a good email signature to use for a press release email?

Answer: Your email signature should include your full name, job title, company or organization name, contact information, and a link to your social media profiles. Keep your email signature consistent across all of your email communications.

Closing Paragraph:

By following these tips, you can increase the chances of your press release email being opened, read, and acted upon by journalists and editors.

Tips

Here are a few additional tips for emailing a press release:

Tip 1: Keep your email brief and to the point.

Journalists and editors are busy people, so make sure your email is concise and easy to skim. Get straight to the point and avoid unnecessary details.

Tip 2: Use a professional tone.

Your press release email should be written in a professional and respectful tone. Avoid using slang or overly casual language.

Tip 3: Proofread your email carefully.

Before you hit send, take the time to proofread your email carefully for any errors in grammar, spelling, or punctuation. You can also ask a colleague or friend to review your email before you send it.

Tip 4: Follow up appropriately.

After you have sent your press release email, be sure to follow up appropriately. This could involve sending a reminder email, following up by phone, or attending industry events.

Closing Paragraph:

By following these tips, you can increase the chances of your press release email being read and acted upon by journalists and editors.

Conclusion

Emailing a press release is an important part of the process of promoting your business or organization to the media. By following the tips and advice outlined in this article, you can increase the chances of your press release being read and acted upon by journalists and editors.

Here are the main points to remember:

• Use a descriptive subject line that accurately reflects the content of your press release.
• Personalize your email and explain the relevance of your news announcement to the recipient’s audience.
• Include your contact information so that journalists and editors can easily reach you for more information.
• Attach your press release as a PDF to ensure that the formatting remains intact.
• Proofread your email carefully before sending it.
• Send your press release email at the right time, typically during business hours between 9am and 5pm.
• Follow up appropriately after sending your press release email.
• Use a professional email signature that includes your full name, job title, company or organization name, contact information, and a link to your social media profiles.

By following these tips, you can increase the chances of your press release being seen and acted upon by journalists and editors, and ultimately generating positive publicity for your business or organization.