Press Release Email Template For Maximum Media Coverage

A dash of media attention to your organization can do wonders for your business. Increased website traffic, more conversions, and more significant revenue–media coverage of your press release can do free publicity to your benefit.

Well, if you have ever organized a press conference, you know garnering media attention is uncertain. Even after sending press resale emails to journalists, there's always a chance of not showing up. So, if you want maximum media coverage of your press conference, you need to learn how to write impressive press release email invites for journalists.

Everything You Need to Know About Press Release Email Template

This template has added a detailed guide on writing a press release email, best practices, and a few tips to follow. Feel free to use our free press release email template and customize it as you please.

Let's get started!

Press Release Email Template Sample

Subject: {press release title} 

Hi {first name},

I have read your article on {topic} for {company name}, and I must say I was impressed by the way you covered the topic.

I am writing this to enlighten you about a press release of {company name} and hoping it would be worth covering by {media house name}.

We just launched {product/service name} last week, and we have decided to donate $2 from every sale to an education program for {charity name}.

We are announcing this charity program on {dd/mm/yy}.

Do you think your subscribers will be interested in it? Check out this {Dropbox/Google Drive link} for more details on the launch.

You can reach out to me in this email if you have any concerns. I am looking forward to hearing from you.


{sender name}

Why Does This Template Work?

  • This email starts on a friendly, flattering note. It helps the reader empathize with the sender. Also, using the recipient's first name increases the open email rate by 20%.
  • It consists of all the information they need to make an informed decision. It is written in a clear and concise tone.
  • This template can be customized fully so that you can personalize it based on your prospect. It also uses an excellent CTA that increases the chances of reply backs.

Rate Your Template

Press Release Email Template Score

Template rating on a few factors:

·    Number of words (143)

·    Social proof (9/10)

·    Introduction (7/10)

·    Fluff (1/10)

·    Large paragraphs (2/10)

·    Single CTA (7.5/10)

·    Potential to convert (8/10)

Deliverability Score Scale

·    Spam word use (metric/10)

·    Complex sentence use (metric)

Best Practices For Press Release Emails

  • Always send a follow-up email after 24 hours of sending the press release email. Do not forget to ask them to RSVP.
  • Use a friendly tone and write the email concisely and professionally. Provide all the info that might make them interested in your proposal.
  • Always add a small CTA to your press release emails.

Takeaway Tips For Press Release Emails

  • Write the email subject line in a way that intrigues the receiver. However, do not mislead your audience with tricky subject lines. It will do more harm than good.
  • Do not use a preset template for press release emails. Pick a suitable template and customize it according to your recipient's needs.
  • Optimize your email with your branding to look professional. Use brand logos, taglines, images, templates, GIFs, etc., to customize it according to your brand voice.


1. How to email a press release?

Start your email with an attention-grabbing subject line. Greet the recipient by their first name (Hi Stacy) and congratulate them on their latest achievement/personal success. Briefly include all the information about the press release in a concise manner. Also, don't forget to add a small CTA at the end of the email.

2. Is press release still important to businesses?

Yes, be it a product launch, new release, or exciting news, press releases work wonderfully to generate online and offline business traffic. In the era of digitalization, companies look up to press releases and media coverage to build brand awareness.

3. What should be the tone of a press release email?

Press release emails are formal invitations for journalists to the press release event. So, the tone should be professional. But do not forget to add a personal flair to the email. Research your prospect and write personalized email content to attract your prospects.

Frequently asked questions

General Questions

Can I import a CSV file into an already running campaign?

Yes, you can import a CSV file into an already running campaign. To do so, follow these steps:

1. Go to the campaign that you want to import the CSV file into.
2. Click on "Edit campaign" to access the campaign settings.
3. Look for the option to upload a CSV file and click on it.
4. Choose the CSV file from your computer that you want to import.
5. Map the fields and Choose/associate a client. The system will process the CSV file and import the data into the campaign.

By importing a CSV file, you can update the campaign with new leads without interrupting the campaign's flow.

Is it possible to connect Outlook via OAuth?

Yes, it is recommended to connect Outlook via OAuth. OAuth (Open Authorization) is an industry-standard protocol that allows applications to access user data on various platforms, including Outlook, without requiring the user to share their login credentials. By connecting Outlook via OAuth, you enhance security and ensure a seamless and secure integration between your application and Outlook.

How can I connect Outlook using OAuth?

To connect Outlook using OAuth, follow these steps:

1. Open your email accounts module in Smartlead
2. Look for the option to add accounts and select it.
3. Choose Outlook as the email provider you want to connect.
4. Clicking on the Outlook logo will redirect you to the Outlook login page.
5. Enter your credentials and log in to your Outlook account.
6. Follow the prompts to authorize the application to access your Outlook account using OAuth.
7. Once the authorization is complete, your application will be connected to Outlook via OAuth, enabling secure access to your Outlook emails and data.

By following these steps, you can establish a secure and authenticated connection between your application and Outlook, ensuring seamless integration and access to your email account.

Why am I experiencing delays in fetching emails from my ESP to MI?

If you are experiencing delays in fetching emails from your Email Service Provider (ESP) to the Master Inbox (MI), there could be a few reasons for this. It is important to note that fetching emails from the ESP to the MI can take some time due to various factors such as network latency, ESP server load, and the size of the email inbox. Here are some points to consider:

1. Time interval: The Master Inbox usually fetches emails at regular intervals, which can range from 5 to 55 minutes. This interval allows the system to retrieve and process new emails periodically.

2. Fetch replies button: If you need to fetch replies immediately, you can use the "Fetch replies" button available in the Master Inbox. Clicking on this button triggers an immediate fetch of replies from your ESP's email inbox folder.

If the delays persist or you encounter any issues with fetching emails, it is recommended to reach out to the Smartlead support team for further assistance.Please note: 

Filtering or rules: Review any filtering or rules set up in your ESP that could potentially affect the delivery of emails to the MI. Ensure that emails are not being automatically sorted, archived, or blocked based on certain criteria.

Why doesn't categorizing leads, such as "Not interested," stop campaigns for them?

Categorizing leads, such as marking them as "Not interested," does not automatically stop campaigns for those leads. The purpose of lead categorization is to classify and organize leads based on their specific attributes or actions. However, categorizing a lead as "Not interested" does not halt the campaign because the system relies on replies from leads to determine if a campaign should be stopped.

In most cases, when a lead categorizes themselves as "Not interested," they may choose not to reply to the email or take any further action. As a result, the campaign continues until it reaches its completion or encounters other stopping conditions.

It's important to note that when a lead does reply to an email, the system recognizes the response and stops the campaign for that particular lead. Therefore, replies from leads serve as the primary trigger to stop campaigns rather than lead categorization alone.

In some cases,A lead might have to be categorized for various reasons even if they do not intend to reply, such as organizing their inbox or indicating their preference. Such categorization does not automatically stop the lead from receiving further emails in the campaign. In such cases the emails have to stopped manually

What type of business can use Smartlead?

No, you get access to unlimited email accounts and warmup accounts without having to pay per account. This will let you scale your email outbound and without paying a penny more.

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