Press Release Information Checklist

Please provide the following information when submitting a news release.

Provide background information.

  • Send background information on the person/grant/topic being discussed.
  • Information should be concise and submitted all at one time. This will decrease confusion and chance for error.
  • Do not include information that does not need to be published.

Provide quotes.

  • If you are submitting a story, please be willing to provide a quote if appropriate.
  • If you would like to include quotes from other subjects, provide those in the submission with the background information.

Be timely.

  • News get old fast, so timeliness is the utmost important factor in providing information.
  • If you have a story idea related to your knowledge of a topic or person, please be ready to help with information gathering. It is a timely process that requires quick communication.

Allow scheduling for an interview.

  • If a department or office must be the first point of contact for a story subject, please ask if the news writer may email or call to setup an interview that will best fit both parties’ schedules.

Provide clear information for technical speak.

  • If grant information and numbers are needed in a press release, please provide the most significant information that the common reader needs to know and understand. Most of the time, the average reader does not need to know anything beyond the basic most newsworthy information.


  • If you have access to a relevant, high resolution photo to accompany the above information, please include that as well.

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