TECHNIQUES OF WRITING PRESS RELEASE, HANDOUT AND PRESS NOTE

 PRESS RELEASE

A press release, news release, media release, press statement or video release is a written or recorded communication directed at members of the news media for the purpose of announcing something ostensibly newsworthy. Typically, they are mailed, faxed, or e-mailed to assignment editors at newspapers, magazines, radio stations, television stations, and/or television networks. Commercial press release distribution services are also used.

HANDOUT

A handout is something given freely or distributed gratis (without compensation). It can refer to materials handed out for presentation purposes or to a charitable gift, among other things. According to John Hoheberg, author of the book “The Professional Journalist” handout is a contemptuous name bestowed by newspapers long ago on the public relations news release.

PRESS NOTE

A press note is neither a news story, nor a press release, nor a handout which leave the sub-editor at liberty to publish it or the otherwise. It is an account of government view point issued on important and urgent occasions.

TECHNIQUES OF WRITING PRESS RELEASE, HANDOUT AND PRESS NOTE

 PRESS RELEASE:        It is one of the most important tools the public relations departments use for press relations. Some basic techniques of producing a good press release are given in the following lines:

v    It should be written on official pad of the organization.

v    The name and address of the sender should be clearly indicated together with the name, telephone number of somebody who can give any further information sought by the newspaper.

v    The date should be given on the release with instructions like “immediate” or stating when it should be published.

v    It should be typed on one side of the sheet in double spacing and with generous margins.

v    The release should have a heading showing clearly what it is all about.

v    The release should be written in inverted pyramid style i.e., basic and most important fact (s) should be given in the first paragraph.

v    In the body of the release the questions like: what the news; where it happened; how it happened; to whom it happened; how and why it happened etc. should be solved.

v    The release should be free of ambiguity, technical and unfamiliar words and terminologies should be avoided.

v    It should be brief and terse.

v    It should contain authentic facts and figures.

v    If individuals are mentioned, their full names and state positions should be clearly given.

 HANDOUT:         Writing techniques of a handout are mainly the same as that of a press release. However, a handout on the one hand, highlights President, Prime Minister and Ministers or some other top officials’ activities and on the other, it is meant for general people, so it should be written in simple, effective language with all important facts recorded objectively and honestly, and in the feast possible words.

v    It should answer the 5Ws and IH

v    It should be in inverted pyramid style

v    It should not be deemed a pure publicity or propaganda tool.

v    It should be brief and to the point.

v    It should not contain unfamiliar and highly technical words and phrases.

v    The length of handout should be in correlation to the importance of the event.

v    It should not contain full text of the speech of the source unless it is extremely necessary.

v    If there is reference to an earlier event, its details in a few words must be given.

 PRESS NOTE:    Newspapers or electronic media have no choice but to publish or air it in the same language and with the same contents. So as far as its print or broadcast is concerned that is no problem but as far as its understanding and comprehension by the general public is concerned it should be taken into account while producing or writing a press note. Hence, it should be terse, brief, timely, understandable, concise, and specific and should contain all relevant facts and figures in their true perspective. It should be written in the policy frame work of the government.

 DIFFERENCE

v    Press Relations

v    Public Relations Department

v    Publish with flash heads