Free Templates to Help you With your Outreach Included!
Your press release is done.
You spent hours making it perfect.
But your work isn’t finished!
You now have the tough task of sending your press release to journalists.
In this blog, you'll learn how to craft the perfect pitch email for your press release. There are also some email templates to give you a head start at the end.
Hopefully, you have your press release and your list of media contacts ready.
You can’t send a press release email without a press release and media contacts to send it to, right?
Once you have everything organised, you can start writing your email.
There are 5 steps to press release success!
1. No Attachments
Journalists don’t want to open any additional resource for example Dropbox, to get the information they want.
Your job is to make things as easy as possible for them. Think of it as the customer service industry, you want to eliminate any unnecessary steps.
Also, downloading a document can be risky. Especially if it’s from someone you don’t know.
No journalist is going to risk downloading a virus to get a news story.
2. Avoid Mass Emails
Companies who want to share emails to everyone in their media list at once, use press release distribution services.
But this shows journalists that you’re mass emailing them and don’t really care where you get a mention. You’re just hoping someone in your media list runs with your story.
Why would a journalist care about your story if you’ve sent it to tons of other people in your media list?
It’s no longer exclusive information!
This is a surefire way to get yourself added to spam lists.
Instead, spend time in personalizing your emails. By referencing their work, you prove to them that you are actually interested in him or her. You are no longer a mass emailer.
It’s the first thing they teach you about email marketing!
3. Brevity
Even the crispest press release will look huge in an email.
Keep all other text to a minimum. Your press release is the star of the show — keep it that way.
Don’t ramble in your introduction or your body. Get straight to the point.
Let the journalist know:
- Why you’re emailing them
- How this benefits them
- How they can contact you if they need more information
That’s all you need to answer.
Everything else is fluff that needs to be cut.
4. Spellcheck
No journalist will take an email ridden with spelling errors seriously.
It’s callous and shows them that you don’t really care about your press release.
Do what bloggers do and go over your press release email. Read it and re-read it until you know it word-for-word!
Remember, all it takes is a couple of spelling errors to lose a journalist. A five-minute spell-check before you share a pitch could do wonders for your success rate.
5. Keep The Relationship Going
Most people believe that their job is done once their press release is accepted.
They’re wrong.
You now have an opportunity to build a long-term relationship with this journalist. You need to bend over backwards to try and help them now. Be it a quote, clarifications, additions, make it as easy as possible!
By doing this, the journalist is going to view you as a helpful source. You’re going to be someone they like to work with.
So the next time they need some insights or a quote, guess who they’ll reach out to?
The person who helped them with whatever they needed!
You’ve now got an outlet for regular press coverage, you’re living every PR agent’s dream!
How To Use Press Release Email Templates
The key to any successful press release email is personalization. If you send out generic emails that look like a copy-paste job, no publication will take you on.
But, you can’t afford to create a new press email from scratch for each publication either. It’s going to take far too much time and effort to gain simple media coverage.
So how do you balance the two?
By creatively using press release email templates.
You want the template to serve as a rough base that can be peppered with personalized touches.
Add the journalist’s name, reference their earlier work and it would seem as if you crafted this email solely for them.
Conclusion
Getting media coverage by emailing a press release isn’t an easy task.
But that doesn’t mean it can’t be done.
With the right template and personalization, you can send tons of great press release emails that are bound to get you mentions on top media outlets.
Here are some email templates for press release examples that you can use as a guideline to get press mentions.
Press Release Email Templates
Template 1
Email Subject — Press Release: <name of press release>
Hi <name of journalist>,
Been following your articles on <news outlets> for a while and loved your recent piece on <subject> in <media outlet name>. I thought you might find this piece on <related subject> interesting.
Do let me know if this is of any help. If you need any more information please drop a line and I’ll get back immediately.
Many thanks,
<your name>
<your contact details>
<paste press release>
Template 2
Email Subject — Press Release: How our product plans to replace food
Hey <name of journalist>,
I’ve been following your articles on <news outlets> for a while — very cutting cultural analyses. Loved your recent one in <publication name> about eating insects as a substitute for meat protein — think all it needs is an image makeover to overcome the ick factor.
Wanted to introduce you to another food substitute we are launching — in the form of a nutritional drink.Thought you might find this content interesting.
Do let me know if you want any more information and I’ll be happy to help!
Thanks,
<your name>
<your contact details>
<paste press release>
Template 3
Email Subject — Press Release: <name of press release>
Hi <name of journalist>,
I recently caught your news show on <media outlet> and was intrigued by your opinions on <topic>. Since this is a subject that you’re currently working with, I thought that this press release on <topic> might be to your interest.
Let me know if you need any clarifications or additional updates and I’d be happy to help.
Thanks,
<your name>
<your contact details>
<paste press release>
Template 4
Email Subject — New <innovation/product/service> in <topic>
Hi <name of journalist>,
I’ve been a big fan of your articles on <news outlets>. What really strikes me is your detailed research on every aspect of <topic>. As <topic> is something that interests you, though you might want to know that my company recently developed a new <innovation/product/service> in this area. The official launch of our <innovation/product/service> is scheduled for next week.
Let me know if you’d like any more content on this.
Many thanks,
<your name>
<your contact details>
<paste press release>
