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:




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:


Contact: Ariel Hyatt (212) 239-8384


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.


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