If you’ve just written a compelling press release, the next crucial step is sending it out to the right people—journalists, media outlets, and influencers. But how you send it is just as important as what you’re sending. A powerful press release email template can be the difference between your news being picked up—or ignored. At IMCWire, we understand the importance of a well-crafted email and are here to walk you through every aspect of building one that works.
Table of Contents
Why a Press Release Email Template Matters
A press release by itself is just a document. It becomes powerful when it’s effectively delivered to a targeted audience. Journalists receive hundreds of pitches and press releases daily. If your email isn’t clear, professional, and engaging from the subject line to the closing, it risks being overlooked.
A well-designed press release email template ensures:
- Consistency in outreach
- Professionalism in tone and structure
- Higher chances of engagement and response
- Improved media relations
When Should You Send a Press Release Email?
Timing is essential. While crafting a press release email template, consider:
- Avoid Mondays: Journalists are often catching up on emails.
- Early in the Day: Aim to send between 8 a.m. and 11 a.m.
- Midweek Works Best: Tuesday to Thursday are generally optimal for outreach.
- Time Zones Matter: Schedule your emails based on the recipient’s local time.
Understanding when to send your press release will amplify the effectiveness of even the best-written template.
Elements of an Effective Press Release Email Template
Let’s break down the structure of a successful press release email:
1. Subject Line
This is your first (and sometimes only) chance to grab attention.
Tips:
- Keep it under 60 characters.
- Include keywords.
- Use action-oriented language.
- Don’t try to be too clever or vague.
Examples:
- “Tech Startup XYZ Secures $5M in Series A Funding”
- “New Study Reveals Alarming Climate Trends”
2. Personal Greeting
Avoid “To whom it may concern.” Address your recipient by name if possible.
Example: Hi [Journalist’s First Name],
3. Opening Paragraph
Start with a compelling one-liner that summarizes the news. Mention why it’s relevant to the recipient’s audience.
Example: I thought you’d be interested in a story about how XYZ Corp is revolutionizing renewable energy with a new solar solution launching this week.
4. The Press Release Summary
Provide a short summary or teaser of the press release in 3-4 sentences.
Example: XYZ Corp, a San Francisco-based clean tech firm, has unveiled a new solar panel technology that increases energy capture by 30%. The breakthrough is expected to reshape how homeowners generate and store energy. The official launch event is scheduled for next week, with speakers including leading industry experts.
5. Call to Action
Invite the journalist to read the full release, attend an event, or schedule an interview.
Example: You can find the full press release below. I’d be happy to arrange an interview with our CEO, Jane Smith, if you’d like more insight.
6. Contact Information
Always include your full name, title, organization, phone number, and email.
Example: Best regards,
John Doe
PR Manager | XYZ Corp
[email protected]
(123) 456-7890
7. Paste the Full Press Release Below
Journalists prefer reading the release in the body of the email. Avoid attachments unless explicitly requested.
Press Release Email Template Example
Here is a ready-to-use press release email template you can adapt for your brand:
Subject: [Exciting News] XYZ Corp Launches Revolutionary Solar Tech
Body:
Hi [First Name],
I hope you’re doing well. I wanted to share an exciting development from XYZ Corp that may interest your readers.
We’ve just announced the launch of our next-generation solar panel system, which boosts residential energy efficiency by over 30%. This innovation comes at a critical time as the world seeks more sustainable energy solutions. The full story, including upcoming product demos and market insights, is detailed below.
If you’d like to speak with our CEO, Jane Smith, we’re happy to arrange an interview this week.
Please let me know if you need exclusive images, quotes, or a media pass to our launch event.
Thanks for considering our story.
Best regards,
John Doe
PR Manager | XYZ Corp
[email protected]
(123) 456-7890
[Press Release Body Here]
Best Practices for Using a Press Release Email Template
Even the best press release email template will fall short if not used properly. Here are some best practices from IMCWire:
Customize for Each Recipient
Avoid mass emails. Tailor the content slightly for each journalist. Mention their recent work if relevant.
Keep It Brief and Scannable
Your intro should be readable in less than 30 seconds. Use short paragraphs, bullet points, and bold headlines when appropriate.
Avoid Attachments
Paste your press release directly into the email body. Attachments may trigger spam filters or be ignored.
Follow Up Thoughtfully
If you haven’t heard back in 2–3 days, a polite follow-up email is acceptable. Keep it short and respectful.
Use a Professional Email Address
Avoid sending press releases from Gmail or Yahoo accounts. Use a verified domain to ensure credibility.
What Journalists Want in a Press Release Email
Through years of media collaboration, we’ve identified what journalists are really looking for:
- Clear relevance to their beat
- Timely and newsworthy content
- No fluff or overly promotional language
- Easy access to quotes, images, and stats
- A quick way to contact a source
Your press release email template should reflect all these needs. Make it easy for them to say yes.
Common Mistakes to Avoid
Even seasoned PR professionals sometimes make simple mistakes. Avoid these:
- Generic subject lines (e.g., “Important Company Update”)
- Overly long emails that bury the message
- No contact info or unclear CTA
- Using attachments instead of in-body content
- Sending to irrelevant journalists or media outlets
IMCWire recommends doing a final checklist before sending your press release emails.
Tools to Help You Manage Press Release Outreach
Along with using a great press release email template, consider using tools to streamline the process:
- IMCWire Distribution Services: Reach targeted media and industry outlets effortlessly.
- Mail Merge Tools: Like Streak or GMass for personalized bulk emails.
- CRM Tools: Keep track of which journalist you contacted and when.
- Media Databases: Use platforms like Muck Rack or Prowly to find relevant journalists.
Conclusion: Let Your News Shine with a Perfect Press Release Email Template
A press release is only as effective as the email that delivers it. At IMCWire, we understand how to bridge the gap between your story and media coverage. A polished, concise, and personalized press release email template significantly improves your chances of getting noticed.
Whether you’re announcing a product launch, company milestone, or major partnership, make sure your email delivers the impact your press release deserves. Use this guide, template, and best practices to confidently send out your next release—and watch your media visibility grow.
Ready to take your press releases to the next level? IMCWire’s team is here to help with expert distribution, targeted lists, and media strategy support.
