An Associated Press (AP) style press release is a type of news release written following the AP Stylebook, a widely accepted standard for journalistic writing. It consists of specific elements, including a headline, dateline, lead paragraph, body paragraphs, boilerplate, and media contact information.
The Ins and Outs of AP Style Press Release Structure
Crafting a compelling and effective press release is crucial for getting your news heard. When it comes to formatting, the Associated Press (AP) Stylebook is the industry standard. Here’s a breakdown of the best structure to follow:
1. Headline
- The headline is the attention-grabber. Keep it concise, informative, and within 70 characters.
- Use strong verbs and avoid jargon or technical language.
2. Introduction (Dateline)
- The dateline indicates the city and date of release.
- Use the current date unless the release is embargoed (held back for future distribution).
3. Body
- The first paragraph provides a brief overview of the main news.
- Subsequent paragraphs delve into the details, using the inverted pyramid style: the most important information goes first.
- Use clear, concise language and avoid unnecessary adjectives or adverbs.
4. Boilerplate
- The boilerplate is a brief description of your organization, typically placed at the end of the release.
- Keep it to a maximum of three sentences.
5. Call-to-Action
- Include a clear call-to-action (CTA) if you want readers to take a specific action, such as visiting a website or contacting a spokesperson.
- Make the CTA prominent and easy to follow.
6. Media Contact Information
- Provide contact information for a media spokesperson, including name, title, phone number, and email address.
- Use a dedicated media contact to handle inquiries efficiently.
Additional Formatting Tips:
- Font: Use Times New Roman or Arial, 12pt font size.
- Line Spacing: Single-spaced throughout.
- Margins: 1-inch margins on all sides.
- Style: Use AP Style for spelling, capitalization, and grammar.
- Length: Aim for a length of 300-400 words.
- File Format: Save the press release as a PDF or DOCX file.
Table Summary of Key Elements:
| Element | Purpose | Length |
|---|---|---|
| Headline | Attention-grabbing summary | 70 characters |
| Introduction | Dateline | 2-3 words |
| Body | Main news content | 3-5 paragraphs |
| Boilerplate | Organization description | 3 sentences |
| Call-to-Action | Reader action | 1-2 sentences |
| Media Contact | Contact information | Name, title, contact details |
Question 1:
What are the key elements of the AP style press release format?
Answer:
The AP style press release format includes a headline, dateline, lead paragraph, body paragraphs, boilerplate, and contact information. The headline is a brief and catchy summary of the main message. The dateline indicates the city and date of the release. The lead paragraph provides the essential information in the most concise and engaging way. Body paragraphs provide more details and context. The boilerplate is a brief description of the issuing organization. Contact information includes the name and contact information of the media contact.
Question 2:
How should quotes be attributed in an AP style press release?
Answer:
Quotes in an AP style press release should be attributed to the speaker by name and title or position. If the speaker’s name is not known, “a spokesperson for” or “an official from” should be used before the title or position. Quotes should be formatted in quotation marks and followed by the attribution.
Question 3:
What is the preferred style for numbers in an AP style press release?
Answer:
Numbers from zero to nine are spelled out. Numbers 10 and above are written in numerals. Exceptions to this rule include percentages, large numbers (e.g., millions or billions), and numbers that begin a sentence.
Well, there you have it, friends! Whether you’re a seasoned PR pro or just starting out, this quick guide on AP style press release format should have you covered. Remember, practice makes perfect, so the more you write, the easier it will become. And if you ever find yourself scratching your head over a particular style rule, don’t hesitate to reach out for help. Thanks for reading, and be sure to visit us again soon for more writing tips and tricks!