Press Releases, also called News Releases, are short, simple, stories describing a newsworthy activity orhappening. They should be written clearly, briefly, and completely in an accepted format.

Below are 10 helpful steps to preparing a Press Release*:

1. Try to write a release that will catch the attention of the editor or reporter who opens the envelope. The release should be interesting, clear, and factual, while not attempting to be clever or provocative.

2. Tell the most important part of the story in the lead (the first paragraph) by incorporating the “five W's.” You should be able to describe what , who , where , when , and why in three or four typewritten lines.

3. After the lead, elaborate on details in descending order of importance. Describe details that would not fit in the lead, bring in significant facts, and explain any of the “Ws,” such as why .

4. Brevity is the heart of the news business. Can you complete the release in 40 sentences or fewer? Find a reviewer who will help you achieve simple, straightforward language and active sentences.

5. Keep the presentation simple and in accepted style. Use letterhead stationary, or type facility name and address on white bond paper. Type double-spaced and use only one side of the paper.

6. Be sure to include the name and phone number of the person(s) the media should call for more information. The person(s) listed should be available to answer general questions, arrange interviews, or put the reporter in touch with additional contacts.

7. Stick to the facts without speculation or giving opinion. Never editorialize: do not

give opinions or speculations as facts in the release.

8. Don't use bureaucratic and scientific words, phrases, clichés, slang or organizational terminology. Don't assume the reporter or reader will know terms which you might use routinely.

9. Attribute news to a responsible, personal source. If you share opinions or issue statements, attribute them to a person who, by his or her title or expertise, is a qualified spokesperson.

10. Some stories require a follow-up. For example, if you are planning a bird count, or tree planting, or coffee sale, a follow-up release with the results of your activity may be appropriate.

*Extracted from “How to Write a News Release,” prepared by the Office of Public Affairs, Fish &

Wildlife Service, U.S. Department of the Interior, Washington, D.C. 20240.