Fix Your Contact Information and End Marks Fast
We always add contact details where they can’t be missed. A real name, a direct email, a working phone number. No guessing games. No dead ends.
We put it top right or at the bottom, clean and clear. And when we’re done? We end it right. A simple “###” or “-30-” on its own line. Nothing more, nothing less.
It tells journalists we know the rules, we respect their time, and we’re ready to talk. These small things matter. They show we’re serious.
Want your press release to land right and read well? Keep reading. It starts and ends here.
Key Takeaways
- Always place contact info at the top right or just above the boilerplate, never buried.
- Use “###” or “-30-” to clearly signal the end of your press release.
- Proper formatting increases journalist trust, response rate, and overall clarity.
Why Clear Contact Information and End Marks Matters
There’s a moment, right after the news breaks, when someone in a newsroom scans a press release for a real person to call. If they find a clear name and number at the top right, odds are your story might get a second look. [1]
Maybe it’s a weary editor at 9:47 p.m., shuffling through a cluttered inbox, only to spot a well-formatted contact section and think, finally, someone who knows what they’re doing.
Journalists, and anyone who’s ever had to chase down a quote, know the pain of unclear contact info.
You might remember a time, like that North Dakota non-profit story in my second-year reporting class, when nobody could reach the PR head because the press release only listed a generic email.
The story never ran. A missed opportunity over a missing phone number. All of this boils down to one thing: make your press release easy to use.
That starts with contact details, formatted so a journalist can follow up without a scavenger hunt. We at NewswireJet have seen hundreds of stories make headlines simply because the right contact was easy to find, and available.
How to Format Contact Details in a Press Release
Credits: Erin Wright Writing
Getting the contact section right is less about style and more about function. You want clarity, speed, and zero confusion, the same principles that shape press release formatting and structure across the industry.
Placement: Top Right or Bottom, But Never Buried
- Top Right: The classic. Place the media contact just under the release date, aligned right. Easy to scan, hard to miss.
- Bottom (Above Boilerplate): Some prefer the contact right before the company boilerplate. If you do this, use bold labeling and spacing.
- Never in the Middle: Journalists don’t read long releases from start to finish. Don’t make them search.
Content: What to Include and Why
A good contact section covers all the basics, no fluff:
- Contact Person’s Name: A real, reachable person. Not just “PR Department.”
- Title or Role: So journalists know they’re reaching the right person.
- Direct Phone Number: Ideally, a cell. Journalists work odd hours.
- Email Address: Use a professional, monitored inbox. Avoid “info@.”
- Optional Extras:
- Company website
- Fax (rare, but sometimes used in government or legal releases)
- Relevant social media
- Backup contact if primary is unavailable
A straightforward example:
Media Contact:
Sam Rivers
Public Relations Lead
NewswireJet
Phone: (312) 555-0187
Email: sam.rivers@newswirejet.com
Website: www.newswirejet.com
Clarity and Labeling
- Use a header like “Media Contact:” or “Press Contact.”
- Make sure the font matches the rest of the document, usually 10-12pt in Arial or Times.
- Left-justify, but position along the right margin for visibility.
- Use single spacing, and separate from the main body with a line break.
Multiple Contacts and Backup Plans
If the news is big, say, a product recall or executive shakeup, list a backup contact. Label them clearly:
Media Contacts:
Jane Lee, Chief Communications Officer, (213) 555-0199, jane.lee@company.com
Or
Alex Kim, Media Relations Specialist, (213) 555-0200, alex.kim@company.com
Don’t make journalists guess who’s on duty. We recommend that whoever is listed will actually be available for the next 24–48 hours after the release.
Format for Accessibility
- Avoid clutter. Don’t pack in every social handle unless it’s truly useful.
- Use clear, bolded section headers.
- Keep line spacing consistent, extra lines make skimming easier.
- Never bury the contact details in a footer or attach as a separate file.
Why Formatting Matters
In a 2022 survey, 67% of journalists said they’re less likely to follow up if contact info is hard to find. That’s two out of three opportunities lost.
We see this every day at NewswireJet: releases with clear, top-right contact details get more calls and emails.
The Meaning and Use of End Marks (e.g., ###) in Press Releases
It’s one of those things most people never notice until it’s missing. The little trio of pound signs, “###”, or the old-school “-30-” sits quietly at the end of almost every press release. But it’s not just tradition. [2]
What Are End Marks?
End marks are symbols, like “###”, “-30-”, or sometimes just “END”, that signal the absolute finish of a press release. They’re not decorative. They serve a very specific purpose for journalists and editors.
- “###” is the most common in the US.
- “-30-” is a holdover from telegraph days.
- “END” is rare, but sometimes used for international audiences.
Where to Place End Marks
- Always after the final paragraph and any boilerplate.
- Place them alone on a line, centered or left-aligned.
- Leave a blank line before and after for visibility.
Like this:
[Boilerplate]
###
Why They Matter
- Signals Completion: Editors know the story is over. No missing pages.
- Prevents Confusion: Especially with multi-page releases, where “more” can be used at the bottom of each page except the last.
- Aids Automation: Many newsrooms use clipping software, these marks help the machines know when to stop.
Digital and Print Traditions
It started in print, but digital releases still use end marks for the same reason. An email press release without “###” can look unfinished. Even in a digital world, these small signals say, “We know how this works.”
Multi-Page Releases and the “More” Notation
If your release runs longer than a page:
- Place “-more-” or “more” at the bottom center of each page except the last.
- Only put the end mark on the final page.
What Happens If You Leave Out the End Mark?
- Journalists might think there’s a missing page.
- Important details could get lost in transmission.
- Your release could look less professional, especially to seasoned editors.
Conclusion
Contact information and end marks might seem like small details. But in journalism, it’s the details that set you apart. Every release you send is a chance for your news to travel further, faster, and with more credibility.
At NewswireJet, we see these best practices pay off every day, sometimes in the form of a phone call from a national network. Use our professional press release writing and distribution services.
FAQ
Where should I place contact info in a press release?
The best practice for where to place contact info is at the top right under the release date or just above the boilerplate. Either location keeps press release contact details visible and easy to find.
Never bury them in the middle or footer. Always use clear contact info labeling like “Media Contact,” and keep the font consistent.
Formatting matters, contact info at top right often gets quicker media follow-up. Whether you're including social media contacts or just the basics, visibility and clarity are what count.
What should be included in press release contact information formatting?
Your contact information formatting should cover a contact person name, title, press release phone number, and press release email address. Avoid using generic emails like “info@.”
Use contact phone formatting that’s easy to dial, and keep contact info font size readable. If needed, list multiple contacts in the press release, but keep it simple.
Add a backup media contact if the story is big. Everything should be current, accurate, and accessible, clear contact details save journalists time and make your release look professional.
Why is clear contact info important for journalists and follow-up?
Clear contact details help journalists get what they need fast. Whether it’s a quote, a correction, or scheduling an interview, your contact info for journalists must be easy to spot. Use proper contact email formatting and contact info alignment to avoid confusion.
A journalist working against a deadline will skip a story if your contact for media inquiries looks incomplete or outdated. Good contact info best practices include keeping names current and making sure someone actually replies.
What is the meaning of end marks like ### in press releases?
The meaning of end marks is simple: they show the release is finished. The use of ### in press releases or the -30- symbol tells editors they’ve reached the final word. It prevents confusion, especially in multi-page press release end indication situations.
Place the end marks after the boilerplate, centered or left-aligned, with space above and below for clarity. The importance of end marks remains, even in digital formats, they signal professionalism, help editors, and assist newsroom automation.
Are end marks still used in digital media releases?
Yes. Even in a digital world, end marks in digital releases remain a standard. They serve the same function as in print, showing a clean, complete stop.
Use press release end marks like “###” or “-30-” to maintain press release formatting standards. Skipping them might confuse editors or make your release seem incomplete.
For clarity, especially when using a boilerplate and end marks position combo, keep the end mark location clear and easy to scan. It’s an old rule that still works.
References
- https://www.forbes.com/councils/forbescoachescouncil/2022/03/08/why-the-press-isnt-interested-in-your-press-release/
- https://www.forbes.com/councils/theyec/2019/08/19/dont-forget-these-five-essential-elements-in-your-next-press-release/
