8 Simple Steps to Formatting a Proper Press Release

Here at Cyber PR, musicians frequently call and ask me to write and blast a press release.

The strongest reason to write a press release is for a particular event (like a show, a benefit, or a special occasion) OR for a very niche market (a “genre” of music is not a niche but a charity benefit or a tech related news piece like you are featured in a new app is!)

I discourage blasting but I do encourage well-researched outreach.

Here is how to create a press release in 8 steps.

Press Release Format:

A press release should be one page only and on your letterhead.

(If you do not have letterhead put your logo or your record company’s logo at the top of the page).

Step 1 – FOR IMMEDIATE RELEASE

All Press Releases start with ‘FOR IMMEDIATE RELEASE’ written in the top left hand corner, always in CAPS.

Step 2 – Contact Information

Next on the press release comes the contact Info which should include your first and last name (or the first and last name of a specific person) a phone number and an email address.

It should look like this:

FOR IMMEDIATE RELEASE

Contact: Ariel Hyatt (212) 239-8384 Contact@CyberPRMusic.com

Step 3 – Headline

Next comes the headline, which should be simple centered, and bold.

An example:

Ray LeVier’s Drumming in Flow Delivers Breathing Techniques for Drumming Mastery, Available Now on Hudson Music

Step 4 – Subhead

This is an expanded part of the headline, which brings the reader in and accentuates the headline by adding detail.

An example:

Renowned drummer and composer Ray LeVier’s new book provides drummers with a transformative approach to improving performance through breathing techniques and focused exercises.

Step 5 – Opening Paragraph: Location, Date & 5 W’s

Location: It should start with (City, State) Date—This is so the reader knows where the information is coming from and how timely it is. Example: (New York, NY) September 25, 2024

And it should answer the 5 W’s: Who, What, When, Where & Why.

This initial paragraph should always grab the reader and answer all of the fundamental questions the reader might have. If the release is to promote a show or a specific event include the full date with day included, venue name, venue address, show time, ticket price, and ages as well as a link to the venue for further directions & information, and lastly the ticket purchase link.

Step 6 – Second Paragraph: USP / Unique Selling Point & Quotes

This is the “meat” of your press release, so make it good. This will include further information, more details, an engaging story, a quote about your music, or 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 it) and include what makes you stand out.

An additional section can also be added here to include more information or a bio.

Step 7 – Final Details & Additional Contact Information

Here is where you would include any last takeaways, a mailing address, a link to your websites and social media, a place where a photo can be downloaded, a link where the music can be purchased or streamed, and if you have a label, contact info for them them here.

You can also include a media CTA. For example: Ray is available for interviews and would love to share excerpts with your audience. Please contact Ariel Hyatt —–@CyberPR.com for a full book PDF or any additional inquiries.