PR Email Templates: Press Outreach & Pitches

Press Pitch Templates

Template 1: News Announcement

Subject: [Company] launches [product/feature] to [solve specific problem] Hi [Journalist Name], I follow your coverage of [their beat] and thought this might be relevant to your readers. [Company] just launched [product/feature], which [one sentence explaining what it does and why it matters]. The key angle: [Why this is newsworthy — a trend, a first, a significant number] Quick facts: • [Key stat or feature 1] • [Key stat or feature 2] • [Key stat or feature 3] I can provide [interview with founder, demo access, exclusive data, customer case study]. Would any of these be useful for a story? Best, [Your Name] [Title, Company]

Template 2: Trend/Expert Commentary

Subject: Expert source: [topic in the news] Hi [Journalist Name], I noticed your recent piece on [topic]. [Founder/Expert Name], [title] at [Company], has a unique perspective on this: "[One compelling quote — 2-3 sentences max]" [Founder/Expert] has [credibility — years of experience, relevant background, unique data]. [He/She/They] would be available for a quick interview or to provide additional commentary. Would this be useful for an upcoming piece? Best, [Your Name]

Template 3: Data/Research Pitch

Subject: New data: [surprising finding] Hi [Journalist Name], [Company] just released [report/survey/analysis] with some findings your readers might find interesting: • [Surprising stat 1] • [Surprising stat 2] • [Surprising stat 3] The full report is [attached/available at link]. I can also arrange an interview with [expert name] to provide context. Would you like an exclusive first look at the data? Best, [Your Name]

Press Release Email Template

Subject: FOR IMMEDIATE RELEASE: [Headline] Hi [Journalist Name], Please find below a press release from [Company] regarding [topic]. The full release is also attached as a PDF. --- **[HEADLINE IN CAPS]** *[Subheadline]* [City, Date] — [First paragraph: who, what, when, where, why — the full story in one paragraph] [Second paragraph: supporting details, quotes from leadership] [Third paragraph: context, market size, trend data] **About [Company]** [Boilerplate — 2-3 sentences about the company] **Media Contact:** [Name] | [Email] | [Phone] --- I am happy to arrange interviews, provide additional assets, or answer any questions. Best regards, [Your Name]

Follow-Up Template for PR Pitches

Subject: Re: [original subject] Hi [Journalist Name], Just following up on my pitch about [topic]. I wanted to add one thing: [new angle, updated stat, or time-sensitive hook]. I know your inbox is busy. If this is not a fit, no worries at all. But if it is, I can have [assets/interview/demo] ready on short notice. Best, [Your Name]

PR Email Best Practices

• Research the journalist: Read their recent articles. Reference their work. Show you are not mass-emailing.
• Lead with the story, not your company: Journalists care about stories their readers want, not your press release.
• Keep it under 200 words: Journalists skim. Get to the point in the first 2 sentences.
• Subject line = headline: Write it like a headline they could use. Specific, compelling, concise.
• Offer exclusives: Journalists value exclusive data, early access, or first interviews.
• One follow-up maximum: If they do not respond to your follow-up, move on. Do not keep emailing.
• Make assets accessible: Include links to high-res images, logos, and fact sheets. Do not make them ask.
• Timing matters: Tuesday through Thursday mornings tend to get the best response rates from journalists.

For more templates, explore all email templates, sales templates, cold email follow-ups, and sales follow-up templates.

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