How to Write a Public Relations Statement

A Public Relations Statement Is Short and to the Point

Write a Statement
Getty Images / Kathleen Finlay

Why release a statement to the media? Because it can come in pretty handy when you're on a story that just broke or you're dealing with a company crisis. You might want to remark on the big news that your company just announced. Maybe it was just purchased by a major rival, or you're the quarterback for the Raiders and you just got traded to the Giants. Maybe you're a big time author who has switched publishers.

A statement can usually be released much more quickly than a traditional press release because it's easier to write, and sometimes it's just more appropriate. Sending a press release would be silly and pointless in the above situations because people probably already know what happened. They don't need – or want – a pre-packaged version of the overall story. 

What they want and what they need are quotes – from you. That's all a statement is: one long quote from the same source, but not too long. It shouldn't exceed two paragraphs. 

How to Write a Statement

Statements are always written in the first person. You don't have to use quotation marks because the whole thing acts as a quote in itself. Italics are fine if you want to set off the text. Here's an example:

Statement by Joe Football about his trade to the Giants

Playing for the Giants is a dream come true for me. I appreciate my time as a Raider and all the support the organization has given me, but with a new head coach and general manager coming, I can see why they'd want to install their own system and bring in different people. 

The Giants are a good fit for my skills and it's a pleasure to find a home here. I met with the coaches and players this morning and they're excited to have me on the team. The doctor has said that my shoulder has healed up fine and I'm not worried about losing any time due to injury this year. I feel good about our chances to make the playoffs this season and take a shot at another Super Bowl.

# # #

For interviews, contact:
Fred Johnson, Giants Vice President / Public Relations
202-555-1212
johnson.fred@giants.nfl.com

A statement is more likely to be picked up because it is exactly what a reporter wants: quotes from the subject of a hot breaking story.

Key Things to Remember When You're Writing a Public Relations Statement

Keep it short. Don't get long-winded, but makes sure your statement includes the most vital information that people will want to know. In the case of Joe Football, readers might immediately wonder about his shoulder, so that should be included. But going into a complete medical description isn't necessary. You don't want to include a quote from the doctor, either, because the statement is, after all, your quote. It should not include information imparted by two separate people. 

Remember that your statement is public record so select your words carefully. If you're unsure about something, consult with legal counsel before you make an announcement to the world.