How Do I Email a Press Release?


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How Do I Email a Press Release?

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How Do I Email a Press Release?

In the ever-evolving world of PR, how do you ensure your press releases reach the right audience? We asked eight top executives, CEOs, and directors to share their strategies, from using PRLog for tech audience outreach to following a meticulous emailing procedure. Dive into their expert insights to enhance your press release distribution process.

  • Use PRLog for Tech Audience Outreach
  • Take Effective Press Release Emailing Steps
  • Leverage PR Newswire’s Features
  • Build a Media Contact List
  • Distribute Your Press Release Organically
  • Utilize Prezly for Press Releases
  • Systematize Your Process
  • Follow a Meticulous Emailing Procedure

Use PRLog for Tech Audience Outreach

To effectively reach tech audiences with press releases, we also use PRLog. This lesser-known distribution service offers a cost-effective solution. Through their network of tech-focused websites, forums, and bloggers, PRLog ensures direct delivery to tech enthusiasts and a number of industry influencers.

Matias RodsevichMatias Rodsevich

Take Effective Press Release Emailing Steps

Before you start emailing your press releases, it’s important to do your research and find the right journalists and media outlets to target. You can use tools like Google News and PR Newswire to find journalists who have written about topics related to your business.

Also, the subject line is one of the most important parts of your press release email. It’s what will determine whether or not journalists open your email. Make sure your subject line is clear, concise, and attention-grabbing.

Journalists are busy people, so they don’t have time to read long emails. Keep your press release email short and sweet, and make sure the most important information is at the top.

Finally, the most important part of your press release email is the link to the press release itself. Make sure the link is clear and easy to find.

Brenton ThomasBrenton Thomas
CEO, Twibi

Leverage PR Newswire’s Features

We use PR Newswire to ensure our press release reaches the right people at the right time. We utilize its geographical targeting features since we want to attract customers from a specific location at a high cost-per-click.

Their press releases are distributed to more than 4,500 news outlets, bureaus, and blogs across the United States, which saves us time. Their best feature, which we like most, is that they also provide tracking tools that allow us to more precisely assess the success of each campaign and make any required modifications.

Miranda BenceMiranda Bence
CEO, CMO, Entrepreneur, Cheery  Picks Reviews

Build a Media Contact List

There are a few things I do to email press releases effectively to ensure deliverability and exposure.

First, I compile a media contact list. That is creating a targeted list of journalists, reporters, and media outlets relevant to your industry or the subject of your press release. Include their names, email addresses, and contact information. You can find this information through online research or media directories. I make sure to use a compelling subject line.

The subject line is crucial for grabbing the attention of the recipient and encouraging them to open your email. Keep it concise, clear, and attention-grabbing, summarizing the key point of your press release. I also personalize my emails.

Make sure to address each recipient by their name to add a personal touch. Mass-sent, generic emails are more likely to be ignored. Show that you’ve done your research by mentioning their previous work or articles relevant to your press release. Building relationships with journalists is key.

Joe LiJoe Li
Managing Director, CheckYa

Distribute Your Press Release Organically

I am not fancy when I send out my press releases. In fact, I keep things pretty simple on purpose because I think people react better to a press release if it is sent organically and in a genuine message.

Oftentimes, I just extract a press release as a PDF, attach it to an email along with a real message, and send it.

However, if I am looking to send a press release to more people in one click, I’ll use a platform like Hubspot CRM to get the message out to a variety of people. With Hubspot, you can create an email template, attach a press release, build a CRM of contacts, and send it away. It’s pretty simple, but it’s effective!

Patrick CaramalacPatrick Caramalac
Founder and CEO, Best Fit Movers

Utilize Prezly for Press Releases

I use a service for sending my press releases, and it’s called Prezly. This tool makes it very easy to send press releases through emails. I write my press releases and add them to the body of my text.

Don’t ever send it as a separate file. The recipient will feel burdened if they have to open individual files. When it’s in the body, they can easily skim through it. Also, never attach images to your email. It might overload the email, and it could end up in spam. I always embed them with links in my emails.

Brian HardestyBrian Hardesty
Owner, On Display Signs

Systematize Your Process

When it comes to emailing press releases we follow a systematic process to ensure deliverability and maximize exposure. First and foremost, we use a reliable email service provider that has a good reputation for deliverability. This helps us avoid spam filters and ensures our emails reach the intended recipients.

To stay organized, we create a dedicated press release distribution list, consisting of relevant media contacts, journalists, bloggers, and influencers. We maintain this list by regularly updating it with new contacts and removing any outdated or irrelevant ones. This ensures that our press releases are sent to the right audience, increasing the chances of coverage and exposure.

Before sending out the press release, we personalize each email to make it more engaging and relevant to the recipient. This includes addressing the recipient by name and mentioning any previous interactions or shared interests. Personalization helps build a connection and increases

Lukasz ZeleznyLukasz Zelezny
SEO Consultant, SEO Consultant London

Follow a Meticulous Emailing Procedure

We meticulously arrange our press release emailing procedure to maximize deliverability and exposure.

First, we choose a trusted email service provider for large-scale email marketing. This helps our news releases avoid spam filters.

We also prioritize media contact quality and relevancy. We have a current list of journalists, reporters, and media outlets interested in our business or issues. Our news releases are tailored to the correct individuals, improving exposure.

We also address recipients by name and customize emails to their interests and beat. Personalization builds engagement.

We avoid spam trigger phrases, use a compelling subject line, and write succinct, engaging emails to improve deliverability. We prepare our press releases and provide media assets like high-resolution photographs and videos as attachments.

We track email deliverability indicators like open rates and click-through rates to evaluate our email campaigns and make improvements for future distributions.

Murat YasharMurat Yashar
Director, House of Worktops

Submit Your Answer

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