Drafting a Press Release
Use this page when a launch, award, partnership, event, or campus dining update needs a formal announcement or media-ready summary.
Choose the format
Press release or media alert?
Press release
Use it for a complete announcement.
A press release shares news, updates, partnerships, milestones, awards, new products, operational changes, or other stories that need more context, quotes, and narrative.
Media alert
Use it to invite media to something timely.
A media alert is a short advisory with the essential who, what, when, where, why, on-site expectations, and media contact for an event or activity.
Use both
Pair them for time-sensitive news.
Use the alert for logistics and attendance. Use the release for the deeper story, quotes, and background that help a reporter cover the moment well.
Quick comparison
Know what each format needs.
Media Alert
- Best for
- Inviting media to events or sharing high-level details for time-sensitive news.
- Includes
- Who, what, when, where, why, what media can expect on-site, and the contact for more information.
- Style
- Short, logistical, and easy for reporters to scan quickly.
Press Release
- Best for
- Major news, updates, announcements that may not be time-sensitive, or stories that need more detail.
- Includes
- A formal announcement, story context, quotes, proof points, and relevant background.
- Style
- More complete and narrative-driven, with enough detail for a story or broadcast mention.
Templates
Start from the closest example.
Use these existing templates and toolkits as a starting point, then customize the draft for the specific campus, announcement, quote, and timing.
Headline lab
Make the headline sound like news.
A strong headline should carry the announcement, the action, and the reason it matters. Use the subheading for the detail that makes the story easier to understand.
Chartwells Higher Education Partners with The Jed Foundation to Foster a Sense of Community and Belonging
"Joy-Ful" campaign returns for a third year to help students feel supported as they navigate through a new school year.
New Data Finds Student Demand for Low-Impact Meals Increases After Climate Labeling Menu Additions
Results from Chartwells Higher Education's partnership with HowGood show positive correlations between climate labels and sustainable choices.
Chartwells Higher Education Sponsors First-of-its-Kind National Student Dining Advisory Board
IGNITE aims to encourage student thought leadership and collaboration across the country.
Headline builder
Shape the headline one decision at a time.
Move through the eight checks before finalizing the headline and subheading.
Step 1 of 8
Be Clear and Concise
Make the headline easy to understand on the first read.
- Use clear, straightforward language to convey the announcement.
- Keep it concise and avoid jargon.
Focus on the News Angle
Lead with the part a reporter or reader would immediately care about.
- Highlight the most newsworthy aspect of the announcement.
- Answer the who, what, when, where, and why as simply as possible.
Use Action Verbs
Action verbs make the headline feel current and specific.
- Use words like launch, introduce, reveal, expand, partner, or celebrate.
- Avoid passive language when a stronger verb can do the work.
Highlight Benefits or Impact
Show why the announcement matters beyond the internal team.
- Connect the news to students, campus community, guests, or the broader dining experience.
- Make the positive outcome or impact easy to spot.
Use Numbers and Statistics
Numbers can add credibility and make a headline more concrete.
- Use relevant data points when they strengthen the announcement.
- Examples: X% increase, 10 million students reached, first year results, or number of campuses.
Consider the Length
A headline should carry the main point without making people work too hard.
- Keep the headline short enough to scan quickly.
- Use the subheading for useful context that would overload the headline.
Maintain Consistency
The headline should match the story you actually tell in the release.
- Make sure the headline aligns with the content of the release.
- Keep tone and style consistent across the headline, subheading, and body.
Add a Useful Subheading
Use the subheading to give the reader one more reason to keep going.
- Add extra context, timing, audience, or impact.
- Keep it supportive, not repetitive.