Write a News Release - Letters

Example Letter #1

Copied!

FOR RELEASE AFTER

JULY 5, 2019

For further information:

John Doe
Doe Incorporated
1600 Main Street
Springfield, KS 12345

555-5555

Doe ASSOCIATES TO HOST HOME SHOW

Doe Associates, a state leader in custom home designs, will celebrate its 50th anniversary with a week-long model home show beginning Monday, August 23, and ending August 30. The show will include daily guided tours of their latest designs at 1600 Main Street in Springfield. The public is invited to view the homes from 8:00 a.m. to 10:00 p.m. each day. Designers will be on hand to answer questions. Prizes, including a new car, will be awarded. Refreshments will be offered!

Founded shortly after WWII by the Doe Brothers, the company has grown in five years to employ 90 full-time craftsmen. Dedicated to the creation of customized homes at a modest cost, Doe Associates is now the leader in custom home construction in Springfield. The company has won the outstanding home design award for the State of Kansas for the past two years and was featured in the October 2018 issue of Model Homes.

Although housing starts have dropped nationwide during the past five years, Doe Associates has posted substantial gains each year. John Doe reports that they expect this growth to continue at a 10% annual rate.

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Example Letter #2

Copied!

FOR RELEASE

1:00 p.m. February 19, 2019

For further information contact:

Eric Doe 555-555
Doe Incorporated
1600 Main Street
Springfield, Kansas 12345

DOE CORPORATION DONATES TO SPRINGFIELD UNIVERSITY

Today at a special convocation in the Springfield University Special Events Center, John Doe presented a check for $1,000,000 to President Johnson for the construction of an addition to the Johnson Library. Mr. Doe, a long-time supporter of the University, said that it had been his dream to provide the University with a research-class library. The proposed addition should fulfill that dream.

Groundbreaking ceremonies are scheduled for March 14, 2019, at 12:00 noon with construction to begin the next day. The new addition will be called Luthy Wing in honor of Dr. Michael Luthy, a long-time professor at Springfield University. Mr. Doe wanted to honor Dr. Luthy in return for the outstanding contribution he has made to the University.

John Doe is President of Doe Corporation, one of Springfield's largest employers and a major force in housing construction. He graduated from Springfield University in 1981 and has been a member of its board of trustees since 1991. An avid supporter of the Springfield Broncos, Mr. Doe was instrumental in raising the funds necessary for construction of Bronco Stadium in 2006.

The new addition will increase the capacity of Evans Library to over 2,000,000 volumes, making it the second largest library between The Mississippi River and The Rocky Mountains. Among the collections housed there are the Osborne Film Library, the Charles Smith Papers, and the Kansas Historical Collection.

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Example Letter #3

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FOR IMMEDIATE RELEASE

Doe International
1600 Main Street
Springfield, KS 12345

For more information contact:

Jane Doe 555-5555

DOE INTERNATIONAL ANNOUNCES CORPORATE REORGANIZATION

Doe International announces a corporation-wide freeze on new hiring, effective January 1. Doe's spokesperson, Jane Doe, says that this policy measure is being enacted in an effort to curb revenue losses of the past three years. Doe, the largest employer in Springfield County, with offices, production plants and warehouses in both Springfield and Centerville, employs over 20,000 persons. The freeze will act in conjunction with several internal reorganization measures set to streamline management in all salaried divisions. Workers in hourly positions will also see nominal reorganization in their departments. No layoffs are scheduled to take place as part of the reorganization.

Jane Doe states that the corporation has sought the advice of an outside consultant responsible for the successful reorganization strategies of such multinational interests as the Doe Group. The reshuffling will necessitate some personnel retraining. To this end, Doe has hired a team of corporate educators specializing in this type of transition. A company analyst states that the hiring freeze should last no longer than three months, the amount of time allotted for the completion of all the steps of the reorganization. Volume, quality and pricing of shipments leaving Doe's plants will be unaffected by the changes. A more efficient operation will greatly benefit everyone directly and indirectly associated with Doe International. The improved corporate fitness will give Doe International the boost it needs to continue as a leader in the industry well into the twenty-first century.

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Example Letter #4

Copied!

FOR RELEASE AFTER:

MARCH 1, 2019

For further information contact:

Doe, Smith, and Hardman, Attorneys-at-Law

Attn: John Doe
1500 Main Street
Springfiield, KS 12345

555-5555

Doe, Smith, and Hardman, Attorneys-at-Law, are pleased to announce the appointment of Mary Doe Jones as a partner in the firm. Ms. Jones grew up here in Springfield and graduated from Springfield High School in 1987. She received a bachelor's degree in accounting from Kansas State University. Ms. Jones joined Doe, Smith, and Hardman in 1994, after her graduation magna cum laude from the University of Kansas Law School.

Ms. Jones specializes in tax law, and has represented a number of major companies in the Springfield area.

John Doe, Harry Smith, and Julie Hardman congratulate Mary Doe Jones on her promotion, and look forward to the continuation of a long and productive association. We invite individuals and companies who need tax advice to contact Ms. Jones at our Main Street office or call her at 555-5555.

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Example Letter #5

Copied!

FOR RELEASE AFTER:

August 8, 2019

For further information contact:

John Doe
Springfield University
123 University Avenue
Springfiield, Kansas

555-5555

The Springfield University Extension department invites you to check out our new schedule of fall classes, which will begin September 13. We have classes that will interest every member of the family, young and old. There are dance classes, gymnastics, karate, and Exploring Art for children. Teenagers can learn how to play the guitar, design and sew their own clothes, or participate in a workshop that encourages self-expression through drama. For adults, there are classes in simple car repair, belly dancing, tole painting, and dog obedience.

These are only a few of the exciting courses we offer at a very reasonable price. Look for our catalog, which will be arriving in your mail this week, or call our office to request a copy at 555-5555.

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Letter-Writing Tips

A news release is an effective form of publicity for any organization. It can be used to announce events, developments, meetings, appointments, promotions, and the like. It should be prepared meticulously and concisely with the exact information you wish the public to receive. It must be interesting, newsworthy, and timely. Accuracy and completeness are essential, or it probably will not be used. Most releases are one page; however, if it must be longer, strategy #5 will help.

Step-by-Step Guide

1 Indicate in the heading the specific date or time you want the release to appear. If you do not use company letterhead, include the company's name and address, and the telephone numbers of persons who could be contacted for more information.

Sentences
  • FOR RELEASE
    1:00 p.m. January 11, 2019
  • FOR IMMEDIATE RELEASE
  • FOR RELEASE AFTER
    JULY 5, 2019
    Doe Incorporated
    1600 Main Street
    555-5555
  • For further information contact:
    John Doe
    555-5555
Phrases
  • for immediate release
  • for release after
  • for release on or before
  • for further information call
  • for release on
  • if you have any questions, call
  • kindly release after
  • please release immediately
  • please release on or after

2 Either type a title or leave an inch of white space for an editor to add a title.

Sentences
  • Doe ASSOCIATES ANNOUNCE MERGER
  • INTERMOUNTAIN SERVICE HONORS GOVERNOR
  • SPRINGFIELD HOSTS LINGUISTIC CONFERENCE
  • CLASS OF '96 HONORED
  • Doe COLLEGE ANNOUNCES DEAN'S LIST
  • Doe ASSOCIATES TO HOST HOME SHOW
Phrases
  • acclaimed for being public spirited
  • acknowledges error in
  • alleges government wrongdoing
  • announces new discovery
  • applauds city council action
  • assert the public's right to
  • commends graduating class
  • declares commitment to
  • discloses the name of
  • honors scholarship winners
  • hosts foreign executives
  • issues a statement on
  • notifies public of
  • praised for lifetime achievement
  • protests unwarranted criticism
  • reaffirms commitment to
  • releases this season's
  • reports exciting research results
  • retracts erroneous statement
  • salutes remarkable achievement
  • to host international conference
  • upholds the rights of
  • voices opinion regarding
  • voluntarily recalls product

3 Summarize the event immediately, drawing attention to all the essential details in the first part of the announcement (who, what, where, when, why, how). Double-space the announcement, with ample one-inch margins left and right. Indent each paragraph five spaces.

Sentences
  • Doe Associates, a state leader in custom home designs, will celebrate its 50th anniversary with a week-long model home show beginning Monday, August 23, and ending August 30. The show will include daily guided tours of their latest models at 1600 Main Street in Springfield. The public is invited to view the homes from 8:00 a.m. to 10:00 p.m. each day. Architects will be on hand to answer questions. Prizes, including a new car, will be awarded. Refreshments will be served.
Phrases
  • advance tickets are available from
  • among the many advantages
  • are living up to their reputation for
  • are proud to show
  • event begins on
  • exciting array of prizes
  • exciting new developments
  • experts will be on hand to
  • experts are recognizing
  • for further information just
  • growing recognition of
  • has earned international recognition
  • have distinguished themselves for
  • in line with their commitment to
  • industry's growing reputation for
  • innovation and reliability
  • international applications
  • keynote address will be delivered by
  • on a first-come first-served basis
  • on hand to answer questions
  • providing customers with powerful tools
  • refreshments will be available
  • see for themselves the award-winning
  • the well-known leader in
  • the public is invited to
  • today's competitive business environment
  • top product honors
  • will feature numerous
  • will end on

4 As needed, add additional paragraphs in descending order of importance. For example, separate paragraphs could be devoted to each of the following: biographical details, historical details, description, or personal quotations. If an editor deletes information, it will generally be from the end. Use simple, factual language. Avoid flowery expressions. Let the facts speak for themselves.

Sentences
  • Beginning with the efforts of the Doe brothers, dedicated to providing custom homes at modest cost, the company has grown in five years to employ 90 full-time craftsmen, and is now the leader in custom home construction in Springfield. The company has won the outstanding home design award for the state of Kansas for the past two years, and has been featured in various home design magazines. Although housing construction has dropped nationwide during this five-year period, Doe Associates have posted substantial gains each year. John Doe reports that they expect this growth to continue at a 10% annual rate.
Phrases
  • accommodate their growth
  • award-winning design
  • beginning with the efforts of
  • commitment to quality
  • commitment to the local community
  • continues to encourage excellence
  • continues to strive for
  • has shown a dedication to
  • has grown steadily to
  • has shown a commitment to
  • has shown innovative leadership throughout
  • has enjoyed unprecedented growth
  • has been featured in
  • have posted substantial gains each
  • have grown with the industry
  • have a long history of
  • is now a leader in the
  • ongoing commitment to safety
  • presently under construction
  • significant investment in the community
  • since the inception of
  • won several prestigious awards

5 If the release is longer than one page, type the word "MORE" in the lower right corner of every page, except the last one. Number the pages in the upper right corner. End the release with symbols such as ### or -XXX- several spaces below the last line. If photos are included, label them clearly, with the event and persons identified.

Sentences
  • To accommodate their recent growth, Doe Associates have constructed a new fabrication plant adjacent to their original office in West Springfield. The plant has a total of 10,000 square feet to accommodate the custom cabinet-making operation.
Phrases
  • accommodate their growth
  • award-winning design
  • beginning with the efforts of
  • commitment to quality
  • commitment to the local community
  • continues to encourage excellence
  • continues to strive for
  • ever since the inception of
  • has shown a dedication to
  • has grown steadily to
  • has shown a commitment to
  • has shown innovative leadership throughout
  • has enjoyed unprecedented growth
  • has been featured in
  • have posted substantial gains each
  • have grown with the industry
  • have a long history of
  • is now a leader in the
  • ongoing commitment to safety
  • presently under construction
  • significant investment in the community
  • won several prestigious awards

6 Address the envelope to The Editor (newspaper) or The News Director (radio or television). On the outside of the envelope, write NEWS RELEASE ENCLOSED

Sentences
  • The Editor
    Daily Herald Telegram
    1600 Main Street
    Springfield, Kansas 12345
  • The News Director
    WWWW Television
    1600 Main Street
    Springfield, Kansas 12345

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