Press Release Generator

1. Overview

Create a full press‑release draft that follows Associated Press (AP) style, includes a compelling headline, a correct dateline, body copy, any provided quotations, a boiler‑plate description, and a media‑contact section. The draft is ready to be reviewed, edited if needed, and then distributed to media outlets.

2. Business Value

A correctly formatted press release:

Projects a professional brand image.
Saves time for PR specialists by providing a ready‑to‑use draft.
Increases the likelihood of media pickup because AP‑style releases meet journalist expectations.

3. Operational Context

When to run – Whenever a new product, service, event, or news item needs a formal announcement to the media.
Who uses it – PR Specialists, Marketing Managers, Communications Teams.
Frequency – As often as new announcements arise (typically several times per quarter).

4. Inputs

4.1 Press Brief Document

Name/Label: Press Brief Document
Type: PDF document (single page or multi‑page)
Details Provided:
- Company name
- Announcement title (the main news you are announcing)
- Date of the event or announcement (e.g., “July 15 2024”)
- Location (city and state)
- Key messages (the essential points you want readers to know)
- Background information (brief history, relevance, or statistics)
- Target audience (media outlets, industry, geographic region)

Table – Elements inside the Press Document

Element	Description
Company Name	Full legal name of the organization issuing the release.
Announcement Title	Short, news‑worthy title that summarizes the announcement.
Event Date	Date on which the event occurs or the news becomes effective.
Location	City and state where the event or announcement is based.
Key Messages	Bullet‑point list of the most important points to convey.
Background Information	Any supporting facts or figures that add context.
Target Audience	Description of the intended readership (e.g., technology journalists, local business news).

4.2 Quote List

Name/Label: Quote List
Type: List of quote items (one or more)

Each quote item must include:

Field	Description
Speaker Name	Full name of the person being quoted.
Role/Title	The speaker’s job title or relationship to the announcement.
Quote Text	Exact wording to be used, including any punctuation.
Position (optional)	Desired order of the quote in the release (1 = first).

Note: If no quotes are provided, the process will skip the quote‑insertion step.

4.3 Media Contact Details

Name/Label: Media Contact List
Type: List of contacts (one or more)

Each contact entry includes:

Field	Description
Contact Name	Full name of the media contact.
Phone	Direct phone number (include country code if international).
Email	Email address for media inquiries.
Position (optional)	Role (e.g., “PR Manager”).

4.4 Release Date (if not included in the brief)

Name/Label: Release Date
Type: Date (Month Day, Year)
Details: The official date to be shown in the dateline.

4.5 Location (if not included in the brief)

Name/Label: Location
Type: Text (City, State)
Details: City and state to appear in the dateline.

5. Outputs

5.1 Press Release Draft

Name/Label: Press Release Draft
Contents:
- Headline – concise, sentence‑case, < 120 characters.
- Sub‑headline (optional) – one‑sentence expansion.
- Dateline – “CITY, STATE – Month Day, Year –”.
- Lead paragraph – who, what, when, where, why, and how in 2‑3 sentences.
- Body paragraphs – expanded details, supporting facts, and any quotations.
- Quotes – each quote preceded by speaker name and title, with the quote in double quotation marks.
- Boiler‑plate – standard company description (third‑person).
- Media‑Contact Section – name, phone, and email.
Formatting Rules:
- Follow AP style for capitalization, numbers, and abbreviations.
- Use the dateline format “CITY, STATE – Month Day, Year –”.
- Use double quotation marks for all quotes; place punctuation inside the quotes.
- Use sentence case for headlines (only the first word and proper nouns capitalized).
- Keep paragraphs short (2–4 sentences each).
- No special formatting codes (plain text only).

Table – Output Sections

Section	Content
Headline	Short, news‑worthy headline in sentence case.
Sub‑headline (optional)	One‑sentence summary that adds context.
Dateline	City, state – month day, year –
Lead Paragraph	Core news information, 2–3 sentences.
Body Paragraphs	Detailed information, supporting facts.
Quotes	Speaker name, title, and quoted text.
Boiler‑plate	Standard company description in third person.
Media‑Contact Section	Name, phone, email.
Footer (optional)	Social‑media handles or additional notes.

6. Detailed Plan & Execution Steps

Open the Press Document (PDF).
Locate the required elements – company name, announcement title, event date, location, and key messages.
- If any of these items are missing, stop and flag for manual review (see Section 8).
Read the Quote List (if provided). Record each quote’s speaker, title, and exact text.
Create the headline:
- Use the Announcement Title.
- Convert to sentence case (only the first word and proper nouns capitalized).
- Keep under 120 characters.
Draft the dateline:
- Format as “CITY, STATE – Month Day, Year –”.
- Use the Location and Release Date from the brief; otherwise use inputs from Sections 4.4‑4.5.
Write the lead paragraph:
- Combine the most important Key Messages.
- Answer the 5 Ws (who, what, when, where, why) in 2–3 concise sentences.
Write body paragraphs:
- Expand each key message into a short paragraph.
- Insert supporting facts from the Background Information.
Insert quotes (if any):
- For each quote, follow this pattern:
```
"Quote text."
— Speaker Name, Title
```
- Place the quotes at logical points in the body (after the related key message).
Add the boiler‑plate:
- Use the Company description from the brief.
- Write in third‑person, present‑tense, and keep to two sentences.
Add the Media‑Contact Section:
- List each contact’s Name, Phone, and Email on separate lines.
Perform AP‑style check (see Section 7):
- Headlines – sentence case, no excessive capitalization.
- Dateline – correct format with hyphens.
- Numbers – spell out numbers one‑nine; use digits for 10 and above.
- Dates – month spelled out, day without leading zero, year.
- Quotes – double quotes, punctuation inside.
- Abbreviations – only use if defined first.
Review the whole draft for spelling, grammar, and AP‑style compliance.
Produce the final Press Release Draft as a plain‑text document ready for distribution.

7. Validation & Quality Checks

Check	Description
Required fields present	Company name, title, date, and location must appear.
Headline length	≤ 120 characters and sentence‑case.
Dateline format	“CITY, STATE – Month Day, Year –” exactly.
Quote format	Quoted text inside double quotes; speaker name and title on a new line with an em‑dash (—).
AP style	Capitalization, numbers, abbreviations, and date format follow AP guidelines.
No placeholder text	Ensure no brackets or placeholders (e.g., [Company]) remain.
Media‑Contact completeness	Name, phone, and email are present for each contact.
Overall readability	Sentences short (≤ 30 words each), no jargon, clear flow.

If any check fails, mark the draft as “Error – Review Needed” and note the specific issue for manual correction.

8. Special Rules / Edge Cases

Situation	Action
Missing required data (e.g., no date or location)	Halt the process. Flag the item for manual review and do not generate a draft.
No quotes provided	Skip the quote‑insertion step and continue with body copy.
More than three quotes	Use only the top three based on the Position field. If positions are equal, keep the first three listed.
Date in wrong format	Attempt to re‑format to “Month Day, Year”. If impossible, flag for review.
Duplicate media contacts	Include each unique contact once; duplicate entries are ignored.
Very long key message	Split into multiple short sentences; keep each sentence ≤ 30 words.
Quotes exceed 150 characters	Truncate at a logical phrase boundary and append “...” to indicate a trim; note in a comment line for the editor.
Document is unreadable (corrupt PDF)	Halt the process, flag for re‑submission.
Language other than English	Flag for translation before proceeding.

9. Example

Input

Press Document (PDF) contains:
- Company Name: BrightTech Solutions
- Announcement Title: “BrightTech launches the first AI‑powered home security system”
- Event Date: July 20 2024
- Location: San Francisco, CA
- Key Messages:
  - AI‑enabled cameras detect intruders with 99.9 % accuracy.
  - Available nationwide from July 22 2024.
  - Priced at $299 (including installation).
- Background: BrightTech, a leader in consumer electronics, is expanding into home‑security with AI technology.
Quote List:
1. Speaker Name: Maria Gomez Role/Title: Chief Technology Officer, BrightTech Quote Text: “Our AI‑powered system sets a new benchmark for home safety, giving families peace of mind.”
2. Speaker Name: James Lee Role/Title: CEO, BrightTech Quote Text: “We’ve combined cutting‑edge AI with easy‑to‑use hardware to protect what matters most.”
Media Contact List:
- Name: Laura Patel Phone: +1‑415‑555‑0192 Email: l.patel@brighttech.com
Release Date: July 20 2024
Location: San Francisco, CA

Output (Press Release Draft)

BrightTech launches the first AI‑powered home security system

San Francisco, CA – July 20, 2024 – BrightTech Solutions announced today the launch of its AI‑powered home security system, promising 99.9 % accuracy in intruder detection. The new system will be available nationwide beginning July 22 2024 for $299, installation included.

The AI‑enabled cameras instantly detect unusual activity and alert homeowners via a mobile app. The system integrates with existing smart‑home devices and offers a user‑friendly interface.

“Our AI‑powered system sets a new benchmark for home safety, giving families peace of mind.”
— Maria Gomez, Chief Technology Officer, BrightTech

“We’ve combined cutting‑edge AI with easy‑to‑use hardware to protect what matters most.”
— James Lee, CEO, BrightTech

About BrightTech Solutions
BrightTech Solutions is a global leader in consumer electronics, delivering innovative technologies for everyday life. The company’s mission is to enhance daily living through intelligent, reliable products.

Media Contact:
Laura Patel
Phone: +1‑415‑555‑0192
Email: l.patel@brighttech.com

Appendix A – FAQ

What if the press document does not contain a release date? If the date is missing, the process stops and the draft is not generated. Add the date and re‑run the process.
How many quotes can I include? Up to three quotes are allowed. Additional quotes should be added in a separate release.
What is the correct dateline format? City, state (abbreviated) – month day, year – (e.g., “Chicago, IL – July 20, 2024 –”).
Should I capitalize every word in the headline? No. Use sentence case: only the first word and proper nouns are capitalized.
Can I add a sub‑headline? Yes, a single sentence can be placed directly under the headline to give additional context.
What if a quote has a typo? Do not correct the quote; it must appear exactly as provided. If the typo is critical, note it in a comment for the editor.
How do I handle multiple media contacts? List each contact on a separate line with name, phone, and email.
What if the background information is too long? Only include the most relevant facts (2‑3 sentences) in the body. Remove extraneous details.
Should I include the company's website? The website can be added in the boiler‑plate if not already included.
What if the document is in a language other than English? The document must be translated to English before using this SOP.

Appendix B – Glossary

Term	Definition
AP style	The writing and formatting style defined by the Associated Press, used by journalists worldwide.
Dateline	The opening line of a press release that lists the city, state, and date of the announcement.
Headline	A short, news‑worthy title that summarizes the news.
Boiler‑plate	Standard, often‑reused paragraph that describes the company in third‑person.
Quote	Exact words spoken by a person, presented within double quotation marks.
PR Specialist	A professional who creates and distributes communications on behalf of a company.
Sentence case	Capitalizing only the first word of a sentence and proper nouns.
Media contact	Person responsible for handling press inquiries.
Quote insertion	The placement of a quoted statement within the body of the release, prefixed by the speaker’s name and title.
Media outlet	Publication or broadcast channel that distributes news to the public.
Key message	Core point of the announcement that must be communicated.
Target audience	The specific group of readers, journalists, or customers the release is intended for.
Date format (AP)	Month spelled out, day without leading zero, and year (e.g., July 20, 2024).
1‑9 spelling rule	Spell out numbers one through nine; use numerals for 10 and above.

Appendix C – Reference Material

A. AP Style Quick Reference

Capitalization
- Titles (e.g., “Chief Executive Officer”) – capitalize all major words in the title, but keep prepositions and conjunctions lowercase unless they begin the title.
- General nouns – lowercase unless a proper noun.
Numbers
- Spell out numbers one through nine. Use numerals for 10 and higher.
- Use “percent” for percentages; combine numeral and percent sign (e.g., 99.9 %).
Dates
- Month is always spelled out.
- Day has no ordinal suffix (e.g., “July 20”).
- Year is four digits.
Abbreviations
- Define on first use (e.g., “Artificial Intelligence (AI)”).
- Use standard AP abbreviations for states (e.g., “CA” for California).
Punctuation
- Place periods and commas inside quotation marks.
- Use an em‑dash (—) for speaker attribution (e.g., “— John Smith”).
Datelines
- Format: “CITY, STATE – Month Day, Year –”.
- Example: “SAN FRANCISCO, CA – July 20, 2024 –”.
Headline style
- Use sentence case: only the first word and proper nouns capitalized.
- No period at the end.
- Keep under 120 characters.
Quotes
- Begin with a capital letter, end with punctuation inside the quotation marks.
- Attribution line (speaker name, title) starts on a new line after the quote.
Boiler‑plate
- Two‑sentence, third‑person description of the company.
- Include the company’s mission, industry, and any notable achievements.
Media‑contact format
- Name on a separate line.
- Phone on the next line, preceded by “Phone:”.
- Email on the next line, preceded by “Email:”.

B. Quote Formatting Guidelines

Quotation marks – Use double (“ ”) for all quotes.
Punctuation inside – All punctuation (period, comma, question mark) goes inside the closing quotation mark.
Speaker line – Place an em‑dash (—) directly before the speaker’s name and title. No ““” or other symbols.
Speaker name – First‑name and last‑name (no titles before the name).
Title – The speaker’s role or position, capitalized as appropriate (e.g., “Chief Technology Officer”).

Example

“Our AI‑powered system sets a new benchmark for home safety, giving families peace of mind.”
— Maria Gomez, Chief Technology Officer, BrightTech

C. Press Release Template (Fill‑in Guide)

Section	What to include
Headline	One‑sentence, sentence‑case, < 120 characters.
Sub‑headline (optional)	One‑sentence, adds context or “How”/“Why”.
Dateline	CITY, STATE – Month Day, Year –
Lead paragraph	Who, what, when, where, why, how; 2–3 sentences.
Body Paragraph 1	First key message, supporting detail.
Quote 1	Quote text, speaker line.
Body Paragraph 2	Second key message, supporting data.
Quote 2 (if any)	Same format as Quote 1.
Body Paragraph 3	Additional detail, statistic, or customer quote.
Boiler‑plate	Two‑sentence company description (no jargon).
Media Contact	Name, phone, email (each on its own line).
Footer (optional)	Social‑media handles or website URL.

D. Prohibited Items (for internal compliance)

Unverified claims – All statements must be verifiable.
Excessive adjectives – Avoid superlatives unless supported.
Internal jargon – Use plain language understandable to a broad audience.
Personal data – Do not include personal identifiers beyond those required for media contact.

E. Example of a Full Draft (Template)

Headline

Sub‑headline (optional)

DATELINE –

Lead paragraph.

Body paragraph 1.

“Quote.”
— Speaker Name, Title

Body paragraph 2.

“Quote.”
— Speaker Name, Title

Boiler‑plate

Media Contact:
Name
Phone:
Email:

Additional Notes

Keep all information in plain text. Do not add markdown symbols, HTML tags, or special characters except those required for AP style (e.g., em‑dash).
When any step fails, document the reason (e.g., “Missing date – please provide”) and halt the process.
Review the final draft for readability before forwarding to media outlets.
This SOP can be reused for any press release; just replace the input document and quote list as appropriate.

Benefit	Time Saved	Quality Boost
Draft generation	Hours per release	Uniform AP style
Quote integration	Seamless insertion	Accurate attribution
Boilerplate inclusion	Instant	Brand consistency

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