A useful press note answers a newsroom's immediate question with very little friction. The exact house style may vary, but the document should make its sender, topic, date, essential facts, and follow-up contact unmistakable.
A simple press note layout
01
Sender and status
Put the organization name at the top and state whether the information is for immediate use or subject to an agreed embargo.
02
Specific subject line
Write the actual update, such as “Briefing start time changes to 3 p.m.”, rather than a vague promotional headline.
03
Date and place
Give the date the note is issued and the location relevant to the update. Spell out dates when numeric formats could be misunderstood.
04
Essential facts
Lead with what changed or what the recipient needs to know. Add who, where, when, and why only insofar as they help the reader act.
05
Supporting detail
Link to a primary announcement, event page, or verified document if background is needed. Do not bury the update in a long introduction.
06
Media contact
Include a named contact or monitored press inbox and a practical way to reach someone on the newsroom's deadline.
Example press note
PRESS NOTE — Community briefing time change
The community briefing on Thursday, September 17, will begin at 3 p.m. rather than 2 p.m. The location and speaker list are unchanged. Updated event information is available from the organizer. For confirmation or interview requests, contact [media contact name, email, and phone].
This is a fictional format example. Replace every placeholder and verify the date and event details before using it.
What to leave out
Avoid slogans, unsupported superlatives, and paragraphs of company history. A note is not a substitute for a full release when the announcement needs context or evidence. If the update affects safety or public access, make the action people should take especially clear.
- Do not label information confidential or embargoed without an explicit agreement with the recipient.
- Do not include an unapproved quote or claim that a third party endorses the update.
- Do not send a PDF alone when a plain-text email would let a newsroom use the facts faster.
Before sending
Read the note as someone seeing the matter for the first time. Check the subject, time zone, address, links, spelling of names, and contact availability. Send it only to contacts for whom the update is relevant.