A Simple guide to create a press release
What is a press release?
Public relations is about communicating with the
public, letting them know the great things your
chapter is doing, and helping them find ways to
get involved. A press release is one way to help
the media tell your story.
In order to create a successful press release, it is
ideal to follow the inverted pyramid model as shown
Inverted Pyramid Model
• Step 1 includes the most newsworthy information first.
Answer the five W’s: who, what, when, where and why.
All essential information should be included in the first
paragraph of the press release and provide important
details in the following paragraphs.
• Step 2 provides important details in the next
• Step 3 is where you use the boilerplate. The boilerplate
sums up the critical information about Alpha Phi. There is
a standardized boilerplate that should be used that can
be found at
Press Release Format
1. Add your marketing contact followed by the contacts
2. Before writing the first paragraph, enter in your chapters
city, state, and then the date of the event.
3. Write your first paragraph (the five W’s).
4. Write your second paragraph(s).
5. Write your final paragraph with the official Alpha Phi
6. Enter in your chapter’s address and contact
Here’s a standard
layout for press (4.)
releases. You can
view this online at
Press Release Example
Alpha Phi Foundation Visits White House
Notice the who, what, ( Washington , D.C. 2/2/04 ) - Alpha Phi Foundation Executive
When, where, why, Director, Rebecca Zanatta, received an invitation from President and
and how Mrs. Bush to attend a special women’s heart-health event at the White
Key-note speaker Laura Bush highlighted elements of a Presidential
Proclamation, signed by President Bush during the event, declaring
Notice the important February as American Heart Month and Friday, February 6, 2004 , as
the first annual National Wear Red Day in support of women's heart
information disease awareness. She also promoted ways to take charge of heart
Alpha Phi International Fraternity was founded at Syracuse University
in 1872 as one of the first Greek societies for women. Alpha Phi is
dedicated to promoting sisterhood, cultivating leadership, encouraging
intellectual curiosity and advocating service. The organization is
comprised of more than 140 collegiate chapters and more than 130
Notice the boilerplate alumnae chapters throughout the United States and Canada. The Alpha
Phi Foundation is the fraternity’s philanthropic and educational partner.
Through contributions from chapters, individual members and friends,
the foundation supports women’s cardiac health and other charitable
and educational projects. Together, Alpha Phi International Fraternity
and Foundation develop character for a lifetime.
When To Send It
• Send your press release to your media list 4-6 weeks
before the event. Within 2 days of sending the release,
follow up with phone calls to your contacts to make sure
that it was received.
• Generally submit or send out press releases after 11am,
and ideally on Tuesdays, Wednesdays, and Thursdays.
Try to avoid Mondays and Fridays, as more often than
not hard news is received and covered on these days.
Where To Send It
Once you have completed the press release, you might
not know where to send it. Here are a few ideas that
will best serve your interests in properly communicating
to the public.
•Your college/university newsletter or school Web site.
•The local newspapers or any small magazines.
•Try the local radio or television stations.
You now have the proper tools and knowledge to send
out a professional press release. A well crafted press
release in the correct format may take you a full day to
create; but given the immediate and ongoing benefits
to be had, it's definitely a worthwhile investment of your
For a more in-depth look at how to create a press
release, or to see other examples of press releases,
please visit our Web site at: