Online Press Release Preparation

Clear, newsworthy press releases written the way journalists expect, supported by media kits and published where your audience, partners and the press can find them.

Prepare a Press Release

Announcing News the Right Way

Businesses regularly have news worth sharing: a product launch, a new branch or facility, an important partnership, a funding round, a significant contract won with permission to announce, an award received, a leadership appointment, a research report, a community initiative or a major event. A press release is the standard format for announcing such news to journalists, industry publications, partners, investors and the public. When written well, it gives editors everything they need to understand the story quickly and decide whether to cover it, and it becomes an official record of the announcement on your own website.

Many press releases fail because they read like advertisements. They bury the news under adjectives, make claims that cannot be verified, contain quotes that sound like marketing slogans, or announce things that are not genuinely newsworthy to anyone outside the company. Journalists receive large numbers of releases and quickly discard those that do not offer a clear, relevant story. There is also widespread confusion about paid distribution: posting a release on a paid newswire places it on syndication websites, but that is different from journalists choosing to write about your news, and syndicated copies usually carry little search value.

ViV Softech Solution is a website designing and digital marketing agency in Delhi, and we prepare press releases for businesses across India as part of our digital PR services. This page covers writing and preparing releases and supporting materials. Campaigns designed to earn links and coverage for SEO purposes are covered by digital PR campaigns within our off-page SEO services.

What Our Press Release Service Includes

News Angle

Finding what makes your announcement genuinely newsworthy.

Professional Writing

Headline, lead paragraph and body in journalistic style.

Approved Quotes

Meaningful quotes reviewed and approved by spokespeople.

Media Kit

Images, logos, bios and fact sheets ready for editors.

Online Newsroom

Publishing the release on your own website.

Distribution Advice

Honest guidance on outreach and paid wire options.

Is It News?

Before writing, we assess whether the announcement has a genuine news angle and for whom. News value often comes from impact (how many people or businesses are affected), novelty (something new or first of its kind in a market), local relevance (jobs, facilities or services in a particular city), timeliness (connection to a current trend, regulation or event), significant numbers (investment amounts, capacity, verified growth figures) or human interest (a founder’s story or community impact). Different outlets care about different angles: a local newspaper, a trade publication and a business news site may each want a different emphasis.

If an announcement lacks a strong angle for the press, we say so honestly and suggest alternatives, such as framing it within a larger story, waiting until there is more to announce, or sharing it through your own channels instead, like your blog, newsletter and LinkedIn. Not every update needs a press release, and sending releases with little news value can make journalists less likely to open future ones. Focusing on genuinely newsworthy announcements protects your credibility.

Writing to Journalistic Standards

Press releases follow a structure journalists recognise. The headline states the news clearly and specifically; a subheadline adds key detail. The opening paragraph, often called the lead, answers who, what, when, where and why in one or two sentences, because many readers decide based on this paragraph alone. Following paragraphs provide supporting details in order of importance: context, figures, how it works, who benefits and what happens next. Quotes from company leaders, partners or customers add perspective and human voice, but they should say something meaningful, such as why the decision was made or what it means for customers, rather than generic statements about being delighted or excited. A short boilerplate paragraph describes your company factually, and media contact details make follow-up easy. We write in a neutral, factual tone, avoiding superlatives such as best, leading or revolutionary unless independently verifiable. Every figure, claim and name must be accurate and supported, and third parties such as partners, clients or award organisers must approve references to them before release. Quotes are attributed only to people who have reviewed and approved them. For listed companies or regulated sectors, announcements may be subject to disclosure rules and should be reviewed by your compliance or legal team before publication. Releases are typically kept concise, with additional detail placed in the media kit or on your website.

Supporting Materials

Images

High-resolution photos of products, facilities, events or spokespeople, with captions and permissions.

Logos

Brand logos in common formats for editorial use.

Fact sheet

Key facts, figures, dates and specifications in one place.

Spokesperson bios

Short, accurate profiles of people quoted or available for interview.

Backgrounder

Company history and context for journalists unfamiliar with your business.

Video or links

Product demos, event footage or reports where relevant.

A complete media kit makes it far easier for editors to cover your story, especially online publications that need images. See photography and visual assets.

Publishing and Distribution Options

Every release should be published on your own website, ideally in a dedicated newsroom or press section, where it serves as the official source, can be linked from social media and newsletters, and is available to journalists researching your company. We format and publish releases there, with images, the media kit and contact details. Releases can also be shared on LinkedIn, sent to customers and partners, and used by your sales team.

For press coverage, targeted outreach to relevant journalists and publications, with a short personalised pitch, is usually more effective than mass distribution. Paid newswire services can place releases on syndication sites, which may be useful for certain announcements and investor relations, but this is not the same as earned editorial coverage, and syndicated links typically carry little SEO value. We explain these options honestly so you can choose what fits your goals and budget. We never guarantee media coverage, since editors decide what to publish. See digital PR.

Timing and Coordination

Release Date

Timed to avoid clashes and suit publication schedules.

Embargoes

Advance sharing with journalists under agreed embargo, where suitable.

Channel Alignment

Website, social, email and internal communication released together.

Coordinating the release across channels makes the announcement consistent and gives everyone, from staff to customers, the same information at the same time. Spokespeople are briefed with key messages and likely questions before the release goes out.

After the Announcement

The work does not end when a release is published. Journalists who show interest may request interviews, additional information or images, and prompt, helpful responses improve the chance of coverage. We monitor for mentions of your announcement in online publications and on social media, share genuine coverage through your channels, and add notable articles to your website’s press section with appropriate attribution. We also review what happened: which outlets responded, which angles resonated, how traffic and enquiries changed on related website pages, and what could be improved next time. Over time, building relationships with a small number of relevant journalists and publications in your industry and region is more valuable than broad, impersonal distribution. A consistent stream of genuinely newsworthy announcements, accurate information and responsive spokespeople builds a reputation as a reliable source, which makes future coverage more likely. For businesses with regular news, we can help set up a simple PR calendar aligned with product launches, events, reports and seasonal moments, and prepare releases in advance so announcements are timely. Where announcements involve crises, legal matters or sensitive issues, we recommend involving legal and specialist crisis communication advisers. See brand mention monitoring.

Our Process

We learn about the announcement, audience, timing and approvals.

We identify the news value and target outlets.

We write the release and draft quotes for approval.

Stakeholders approve; we prepare images and supporting materials.

We publish on your website and support outreach or distribution.

We handle enquiries, monitor coverage and review results.

What Affects Cost

Complexity of the announcement and research needed.
Number of stakeholders and approval rounds.
Media kit and photography requirements.
Outreach scope or paid distribution, if chosen.
Languages and regional versions.

Frequently Asked Questions

It can help, but editors decide what to publish; coverage is never guaranteed.

Syndicated wire copies usually carry little SEO value; genuine editorial coverage is more valuable.

Concise, typically fitting on one to two pages, with extra detail in the media kit.

Yes, for Hindi and regional media where relevant.

The people quoted must review and approve them before release.

Sometimes, depending on goals; we explain the benefits and limitations honestly.

Related Services

Share Your News With Confidence

Tell us about your announcement. We will suggest the best approach and share a clear quote.

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