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Preparing news releases

• Types of news releases
  
• Writing the news release
  
• News release template
  
• News release sample
  

Types of news releases

It is important to determine the type of news release you are preparing. Here are some examples:

• A hard news release has time sensitive information based on events such as a specific announcement or an urgent community safety problem.
  
  
• A feature news release is less time sensitive, and can include a profile of some of your volunteers or a background story about your work.
  
  
• Fillers, which can be used at any time, can include crime prevention tips or a quiz inviting readers or listeners to test their knowledge about community safety issues.

Writing the news release

Organize your ideas.

• List all the information you want to include in the order of priority.
  
  
• Incorporate information on the five Ws (who, what, where, when, and why).
  
  
• Check your facts, and use local statistics if possible.
  
  
• If you have a lot of background detail, attach it as a fact sheet.
  
  
• Always include a release date.
  
  
• Always provide a contact name and telephone number. Make sure someone will be available to return calls shortly after the release is issued.

Prepare your lead paragraph carefully.

• Make it newsworthy. You need to catch the attention of the reader or listener.
  
  
• If you are making an announcement, mention the person or group making the announcement.
  
  
• Make sure there are no inconsistencies and that the release supports your lead paragraph.

Write in a clear and straightforward way.

• Use short sentences.
  
  
• Use the active voice.
  
  
• Use the past tense, unless what you are describing is not fixed to a particular event at a particular time.
  
  
• Don’t use jargon.
  
  
• Keep it short.
  
  
• Use active, interesting quotes.

Formatting the release.

• Double-space the text.
  
  
• Print on only one side of the sheet.
  
  
• At the end of each page (except for the last), write the word “more”. It should be centered below the last line of the text.
  
  
• Never end a page in the middle of a paragraph.
  
  
• Put the symbol “-30-“ below the last line of text on the last page (as it indicates the end of a document).
  
  
• Include reference to the financial contribution of the Government of Canada. The Canada wordmark should be included in all news releases.
  
  
• Include contact information at the bottom of the last page (name and phone number of the media contact person in your group).
  

Remember, a news release is fact. If you want to present your opinion, write a letter to the editor or an opinion piece.

News release template

Organization Letterhead

News Release

(BRIEF DESCRIPTION OF EVENT/PROJECT/ACTIVITY):
LOCAL PROJECT WORKING TO KEEP COMMUNITIES SAFE

CITY (DATE 2000) — Today, (Community name) – (Name of group/organization), will be (brief, lively, active description of event/project/activity).

(Active quote from participant/organizer/community leader related to the activity – could be a direct quote or a statement. Indicate whether community members can take part and outline how.)

(A quote from a community leader/mayor/MLA/MP.)

(Insert paragraph with more detail about local activities and/or projects, including specific location and timing – and expected impact. Highlight local groups or individuals involved in crime prevention activities throughout the year.)

(Closing paragraph on why everyone is joined together for this event and the importance of crime prevention initiatives across Canada.)

Reference to the National Crime Prevention Strategy .

- 30 -

For further information, please contact:
(Make sure the contacts are available immediately after the release is issued.)
Contact name(s)
Title(s)
Phone number(s)

News release sample

News Release

THE ASSOCIATION FOR VIOLENCE AGAINST WOMEN RAISES AWARENESS

Ottawa (Date) When Love Hurts has been working with local schools and communities to stop violence against women. The project was designed to prevent violence against girls and women in intimate relationships.

“We saw a need on the part of the community to help youths recognize abuse. We needed to approach that subject at an early age, getting their attention hopefully before the abuse starts. Get them to realize that it is abuse,” said Ms. Walters, the President of the Association for Violence Against Women.

Working with local schools and community organizations, the Association has succeeded in raising awareness about abusive relationships. Their goal was to redefine how youths look at violence, and how schools and community social service agencies respond to it.

They developed a curriculum for a 12-week interactive workshop series on healthy relationships for students in grades 6-9. These workshops helped the community refine an approach to violence prevention by means of further study and analysis of successful health education models in other fields.

“Community-based crime prevention initiatives like this one are the key to ensuring safety in Canadian homes and streets,” said Jane Smith, the Ontario Program Manager for the National Crime Prevention Strategy. “This initiative shows how members of the community in Ottawa can work together to make a difference in the fight against crime.”

The project was funded under the Community Mobilization Program, which was designed to help non-profit organizations with good ideas on preventing crime. When Love Hurts was granted $30,000 by the National Crime Prevention Strategy , an initiative of the Government of Canada.

“We have to listen to our youth. And the best place to hear them is at the schools. If we listen, they’ll talk,” said Ms. Walters.

- 30 -

Local Contact: Insert organization info. here
NCPC Contact: Ms. Jane Smith
(613) 941-9306
fax: (613) 952-3515

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