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« MusicThinkTank.com Weekly Recap: 4 Key Traits of Successful Independent Musicians & more | Main | The Indie Artist Launch Plan »
Thursday
Jun142012

8 Simple Steps to Formatting a Proper Press Release

Here in the Cyber PR® offices, we quite frequently have musicians about to release albums this fall for press release writing services. We no longer write press releases for bands, but wanted to at least give you the basis for how to do so properly, should you still feel the need to release one yourself:

A press release should be one page only and on letterhead (if you do not have letterhead put your logo or your record company’s logo at the top). Your press release should be formatted like this:

1. FOR IMMEDIATE RELEASE

All Press Releases start with ‘FOR IMMEDIATE RELEASE’ written in the top left hand corner, and always in CAPS.

2. The Contact Information

Contact Info should include your first and last name (or the first and last name of a specific person) a phone number and an email address. The web address is optional here or you can include it at the bottom in the additional contact information section.

It should look like this:

FOR IMMEDIATE RELEASE
Contact: Ariel Hyatt (212) 239-8384
contact@arielpublicity.com

3. Headline

Next comes the Headline of the Press Release which should be simple and centered and bold

An example:

Jen Chapin to Celebrate Release of New Album With East Coast Tour

4. Subhead

This is an expanded part of the headline which brings the reader in and accentuate the headline by adding detail

An example:

10 city tour supports Ready, her new album on Metropolitan Hybrid.
Cities will Include Philadelphia, Boston, Portland, and Hartford.

5. Opening Paragraph: Location, Date & 5 W’s

The Opening Paragraph should start with (City, State) Date — This is so the reader knows where the information is coming from and how timely the information is.

Example: (New York, NY) June 20, 2012

And it should answer the 5 W’s:

Who, What, When Where and Why

This initial paragraph should always grab the reader and answer all of the basic questions the reader might have that are factual. If the release is to promote a show or a specific event include the full date, venue name , venue address, showtime, ticket price and ages as well as a link to the venue for further directions & information.

6. Second Paragraph: USP / Unique Selling Point & Quotes

This is the “meat” of your press release so make it juicy!

This will include further information, more details, an engaging story, a quote about your music, or about the topic of the release from reviewers, fans, a producer, a venue owner or an industry tastemaker (because what other people say is always taken more seriously and is more believable than your own hype) and the USP – Unique Selling Point – a short description that captures the sound of the music (pretend that the reader may never actually hear the CD and include what makes you stand out.

7. Final Details & Additional Contact Information

Here is where you would include all tour dates, a mailing address a link to your websites, and a place where a photo can be downloaded a link where the CD or tracks can be purchased or label contact add them here.

8. The 3 # # #’s – The End!

Now type this:
# # #

This indicates that the press release is finished and there is not another page.

Reader Comments (2)

Perfect. Simple, concise explanation does not require a textbook chapter - you've proven that here. Thanks for sharing.

Anyone know where in history the # # # came from? A fax thing maybe? I'd be real interested to know.

June 17 | Unregistered CommenterKyle

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