NEWSWIRE:  
   

Help and Requirements for Send2Press
Press Release Distribution Services

This page provides important information about our content and technical requirements for issuing any press release with the Send2Press® Newswire service, as well as standard methods and formats for the public relations (PR) industry in general.

Answers to frequently asked questions (FAQs) are also provided.

A “Quick Jump” Menu can be found on left side of page to jump to specific topics.


Note: Be aware our Extended plans changed to Premium plans as of March 1, 2014.

Minimum Content Requirements


Important: You must review this first section before submitting any press release. For full writing clients we take care of the formatting of your text to meet these requirements.

Getting Started:
You may find it useful to first click or tap the thumbnail image at right to see a visual example of what a proper press release looks like, with sections identified by numbers 1 through 5. We'll be using those numbers in a moment to explain each section as simply as possible. Generally, we follow AP Style. Example files are also found below, which you may download to review and/or use as a starting point for your own project with Send2Press®.

File Formats:
We accept MS Word (.doc/.docx), Rich Text (.rtf), OpenOffice (.odt), and text (.txt) files for submitted press releases only. We cannot use PDFs, or any design program file. If using Apple Pages or similar, please “save as” (or export) to MS Word format.

Word Length Limit Reminder:
Please remember that distribution plans have a specific word length limit which includes all of the required elements noted below. You calculate the “word length” by using the word count feature in your word processor (they all have this function).

Specifically, our “Standard” level distribution plans have a base word length limit of 800-1,200 words (no actual limit, this is recommended guideline), and our “Premium” level dissemination plans have a base word length limit of either 400 or 500 words total. You can learn more about word length limits below, this page. 300-500 words is an optimum word length for any modern press release. Word length limits are specified in our Plan Comparison Charts.

Content Requirements - Step by Step:


1The Headline:
All press releases start with a headline (or “title”). This is the main element used to link to your news online, used as the subject line in emails to media folk, and describes what it is you're announcing as news. It should contain your most important focus keywords. Headlines are now done as Initial Capped and not ALL CAPS.

NOTE: Your headline should not be longer than 20 words or Google News may skip your story entirely and it may be severely truncated when shared to social media.

Also note, only ONE secondary headline (or “subhead,” sometimes called a “deck”) is supported, which also should not be longer than 20 words for best results online. If you are submitting the same release to multiple newswires, or mixing junk free posting sites with legitimate wire services, you should change the headline and first paragraph on the junk site to avoid duplicate content problems with Google (content coming from a newswire like Send2Press is identified to Google as the “syndication source”).

2The First Paragraph:
All press releases have (following a headline and optional sub-head, as noted above) a first paragraph which is sometimes called the summary. This is primarily what is seen in social media (e.g., Twitter Card, Facebook, Google+, etc.), Google News, and most search engines related to your press release. This section always starts with the “dateline” which is the city and state where the news is originating (such as where the business/company is, or an event location).

The city is done ALL CAPS, and the state is abbreviated to AP Style and not post office abbreviations (we'll fix this if needed), and then the date the release is being issued (not a date in the past). The dateline is followed by our wire service identifier which is (SEND2PRESS NEWSWIRE) and then two hyphens, then the text of the summary about your news. See examples in next section.

3News Source Attribution:
This first paragraph section should also include your most important focus keywords (for SEO), and must have what is called “attribution,” which is the name of the news source announcing the news to make clear who is issuing this press release (Cogsworth Cog Co. in two examples below, or Neotrope in the graphic example).

For example, in a press release being issued by Cogsworth Cog Co., the agency submitting the project is not the source, nor is the product being announced. The “news source” would be Cogsworth Cog Co. No release will be issued without proper attribution (we do not accept anonymous news or fake articles about a company written in positive light). The entire summary section should generally be one solid paragraph of your most important information and never more than 80 words or less than 20 words.

Two examples follow with attribution highlighted and with example datelines:

Example One:
LOS ANGELES, Calif., July 1, 2013 (SEND2PRESS NEWSWIRE) -- Cogsworth Cog Co. today announced their new line of whacky widgets to wash wonderful rabbits for relief from wrestling....

Example Two:
CHICAGO, Ill., Sept. 1, 2015 (SEND2PRESS NEWSWIRE) -- A new line of cogs for logs shaped like dogs will be revealed at the 20th anniversary CogShow in Chicago, Cogsworth Cog Co. announced today. Cogsworth will be showing the new systems at booth #1234 in Coggy Hall, Sept. 20-24.
 

4Body of Press Release:
The body continues the first paragraph information (not repeating it), and this is the meat and potatoes of what you want somebody in the media to know about your news and why they should consider it of interest to their audience. The last paragraph in a release is often used for a “boilerplate” which is a section about the company, or about a person such as a book author along with link to a website for further information. Between the first paragraph and the boilerplate, a quote from someone at the company, or from a book author, or musician doing self-promotion, is always recommended as modern “lazy media” will often take a quote from the release and never contact you.

All quotes from a person at the company should be properly attributed to that person by real name and title, as applicable. Anonymous quotes are not acceptable or elements like According to a company executive.... A press release is news coming from you (or your client), not being written about you. Similarly, use of aliases or abbreviations for a person's name is not proper attribution. Media folk won't quote or work with people trying to hide who they are. International firms should not be shy about using real names as there is no bias in the media for a particular ethnic or non-English family name.

Multimedia:
Multimedia elements (links to image(s) or video), and social media links are often put at bottom after the main news text, and before the media contact info.

Anchor Links:
Using anchor links (links to your website on words/phrases, or visible URLs) is allowed for up to ten links, however be aware that due to Google's guideline changes as of Aug. 1, 2013, these kinds of links will likely no longer help your SEO as they will be set as “rel=nofollow.” Visible (or “naked”) URLs/URIs are recommended. A visible URL link to your main home page will be a “dofollow” for SEO link juice. (See using anchor links section, below this page, for additional information on this topic.)

Using Charts and Tables:
It's best to avoid trying to include charts/tables in a press release as the column width varies on websites and tends to break the layout due to differences in local HTML style sheets, font sizes, etc. Copies in email which push as plain text may no longer line-up and defeat the purpose of the information. For charts — such as tables with columns and rows — using a web .jpg, or including a link to PDF, or a detailed web page, is preferable.

5Media Contact Info:
All press releases issued must have a contact person for the media; this is not optional. This includes a person by full name, company or agency, phone and valid email address. Normally this is coded “for media only” but you may also instruct us to make the information visible to all online. Note than even if coded media-only, it's no guarantee it won't be visible online. You cannot issue a release anonymously or without a point of contact for media.

Public and Media Only Contact Options:
In some cases you may want to have some contact info be for the public, and print online with all the release copies, and also have the normal “for media only” contact info which is required — and this can be totally different information. In these cases, the simplest way to let us know what should be public is to put three number signs (also called hash marks) at bottom of your text as ###. So, anything above the ### will be public, and anything below will be only for media, including any true note to editors, link to a press kit or other.

NOTE: When we send the release by email, we do put the media contact at top as per traditional practice. For online copies any public media contact goes at bottom.

Copr. © 1999-2013 by Christopher Laird Simmons and Neotrope® - all rights reserved.

Important Note about Free Proofing/Review:
Included with all of our “Standard” and “Premium” level distribution plans, we provide a review of your provided content and will attempt to correct any AP Style issues, and/or minor typographical and grammatical errors. This free review is not a revision service. On request we will provide a “checking copy” of our changes, for your review/approval. However, if you need to have us make back-and-forth changes on approval, with additional revisions to drafts, we do offer a one- or two-draft re-write service, which is an optional paid service. While we will try to catch all your mistakes with the free review, if any, we cannot guarantee we will catch all errors in provided text. Ultimately, it's your responsibility to provide properly written and error-free materials. Just for reference, on average we catch 5 typographical errors (typos) and 4 AP Style errors per project.
 

Example Press Release Files


These example file downloads show what a typical press release looks like as far as formatting, following the requirements specified above.
When you click/tap button you will need to save to your local hard disk or cloud app to open.

Example Press Releases Online:

You can review any of our client news from our Daily News Desk. To search our news archives by keyword, please visit our Archive Search page.

  View Current News Desk
  Search News Archives (2000-2014)


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Understanding Word Length Limits


The concept of having “word length limits” goes back to the days when most press releases were sent by fax, and typically a 400 word release in Times Roman font would fit on one page. So, if a release were longer than that it would require an additional page, and take longer to send by fax machine. Most newswire services would charge more for the extra page(s). hence the upcharge on word length.

Of course, today there is no intrinsic difference between a 400 or 800 word long press release when sent electronically by email or published online. However, most of the traditional newswires like PR Newswire®, BusinessWire® and others, still charge based on word length and their justification is that it covers cost of proofing and formatting.

“Standard” Level Distribution Plans:
Neotrope's Send2Press® Newswire service plans, which we call our “Standard” level plans, have a base word length limit of 800-1,200 words, which includes the headline, dateline, body of release, links to any multimedia, and the media contact info.

“Premium” Level Distribution Plans:
Because our “Premium” level plans extend our services by including additional distribution and syndication from PR Newswire®, we must charge PRN's rate for word length since they pass that fee along to us. So, we must pass that upcharge to you, as you might expect. Our Premium National PLUS and Premium National MAX plans have a 400 word base length limit, while the Premium National LITE and Premium National plans have a 500 word base length limit.

All plans with International Add-ons:
All plans with international add-ons have a base word length limit of 400 words. And there is an upcharge for the international distribution in addition to any domestic word length fee.

What is the best word length for a release?
The optimum word length for a press release is 300-500 words. Too short, and there may be some issues with Google and syndication. Too long and it may be flagged as spam by mail servers when the release is sent to editors. Remember than in the old days, a release was the main communication about the news, while today custom web sites, landing pages, and online press kits, can all be simply linked to from the release to provide in-depth backgrounders, bios, high-resolution images, video, and downloadable PDFs or other materials.

Example Upcharge by Plan Level — as of March 1, 2014
Distribution Plan LevelWord Length of Release
400 Words500 WordsAdditional Words
Standard Level Distribution Plan (U.S.) No Upcharge
Standard Level National Distribution Plans with International Add-on Option(s) No UpchargeUpcharge for each 100 words over 400, for international fee (UK, Canada, etc.)
Premium National PLUS Distribution (U.S.) No Upcharge$105 each 100 words or fraction over 400 words
Premium National MAX Distribution (U.S.) No Upcharge$195 each 100 words or fraction over 400 words
Premium National PLUS and National MAX Distribution (U.S.), with International Add-on Option(s)No UpchargeLength fee each 100 over 400 for U.S., PLUS fee for the International Circuit per 100 words over 400.
Premium National and Premium National LITE Distribution (U.S.) No UpchargeAdditional fee each 100 words or fraction over 500 words
Premium National and Premium National LITE Distribution (U.S.), with International Add-on Option(s)No UpchargeLength fee each 100 over 500 for U.S., PLUS fee for the International Circuit per 100 words over 400.
• Please contact us for help in sorting out the word length fee “insanity.”
• PRN raises their word length fee typically each year on first day of March.



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Using Anchor Links in Press Releases


Important: Our anchor link policy changed Aug. 1, 2013.

Using hyperlinks (anchor links, or “backlinks”) on words/phrases is allowed for up to ten links, however be aware that due to Google's guideline changes as of Aug. 1, 2013, these kinds of links will likely no longer help your SEO as they will be set as “rel=nofollow.” Visible (or “naked”) URLs/URIs (e.g., www.send2press.com) are recommended for clarity in place of links on words/phrases.

All sites syndicating/cloning our news will set anchor links to nofollow and may remove links on words/phrases entirely. Anchor links on words do not appear in emails sent Direct-to-Editors™, only visible URLs.

One “Dofollow” Link Allowed:
A visible URL link to your main home page will be a “dofollow” for SEO link juice, which is allowed per Google's guidelines for links in press release content. This link will only be dofollow on our main site. As noted above, all sites “cloning” our news will add nofollow to all links on words/phrases. Blogs or legitimate sites which may pickup your story and create an article or mention, may use dofollow links depending on their editorial/site policies, but this is understandably outside our control.

How to Specify Anchor Links:
To insert anchor links in your release on words/phrases, simply highlight the word/phrase in MS Word and right-mouse-click to select hyperlink and then insert the link you want the word(s) to link to on your website. See the built-in help in your word processor to learn how to insert hyperlinks. You do not need to insert hyperlinks on visible URLs like www.send2press.com/help/.

Example of anchor links on phrases in MS Word

While you may use anchors on any phrase in your text, we highly recommend for clarity you consider only using these three link types: a link on a CEO name to his/her bio page, a link on the company's main product in the release to the product page on website, and perhaps a link on company name to homepage. “Spammy” anchors, such as multiple links on a book title to different pages is not allowed. A visible URL cannot link to a different URL than what is shown.

Links on phrases like “California's Best Chicken Soup” serve no purpose anymore for SEO, or in helping a reader link to something relevant in your news text (however, having the phrase in the release does help the SEO for that phrase). It's highly possible Google will still follow links tagged as rel=nofollow but simply not assign value to the link (aka “link juice”).

If you want links to be visible in emails to media, and on most sites cloning news, you should only use visible URLs (e.g., www.site.com/pagename/). For very long link strings (more than 60 characters), you may want to use Google's URL Shortener service.

Tracking and Affiliate Links:
We do not allow any “affiliate links” in press releases (such as links to Amazon or iTunes with affiliate IDs in the URL). We used to disallow campaign tracking links such as myurl.xyz?utm=id1234, as they used to appear as advertising to Google. However, we now allow these links in text of a press release (all tracking links will be “rel=nofollow”). Some sites will strip these kinds of links out entirely, which may defeat their purpose.

Normal “clean” URLs are always preferred. It's best to avoid temporary landing page, or short-term campaign links of any kind in your releases.

NOTE: You cannot change out or modify links at a later point in time as a press release is not an advertising program. Any anchor links on words/phrases in press releases on SendPress.com prior to Aug. 15, 2013 have been disabled to comply with Google's requirements and to ensure existing clients do not receive any “unnatural links” warnings related to our archival content. (Thankfully, for content from 2000-2010 we didn't allow such links on this parent site anyway, only on syndicated copies.)

CAUTION: While we allow hyperlinks on words/phrases, it is entirely possible at some point Google (and/or Bing, etc.) may consider ALL such links as “spammy” links in press release content, since it's not organic material such as an article or review on a magazine or newspaper site. Be aware that if, let us say two years from now, Google suddenly decides these kinds of links are “bad” or spammy, we cannot guarantee we will have any option to remove the links from any site, including our own. Use of any such links is done entirely at your own risk. Again, as noted above, visible URLs are recommended moving forward over links on words/phrases in all press releases.



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Image Usage and Requirements


All Send2Press news distribution plans include one (1) free web-resolution photo or logo which will appear online with the story on many sites (including Google News, Twitter, G+, Facebook, Pinterest, etc.). All “National” plans include a free print-resolution image (300dpi) for media use. This is typically a product image, book jacket or music CD cover, or headshot of a new hire or company CEO being quoted in the text (cannot be an ad banner). A company logo can be used instead of a photo, if no photo is available; however, a photo is always preferred.

Images appear on Send2Press responsive layouts

Where do Images Appear?
Images with our press releases appear online on most sites syndicating the Send2Press version. With “Premium” level plans, the PRN versions appear as link to image only, unless you opt for the PRN Internet Photo Distribution option (see below, this section). Common places online showing the image with the text include (as of Sept. 2013): Google News, Twitter Cards, Facebook, Pinterest, LinkedIn, Bloomberg Current, Scoop.it, Stumbleupon, Delicious, Bing News, DocStoc, Scribd, etc. Images will appear on many sites as 400x300 pixel images, however are also set to run at 65% width for “responsive” layouts. This size works well in being enlarged or reduced in size to fit modern mobile-friendly and desktop/notebook layouts.

NOTE: that from time to time certain sites (including Google News and Facebook) have “hiccups” outside our control, and may skip image import with story content/excerpts. With Facebook this seems to happen more often when the image is a logo instead of photo due to limited color range.

Using Multiple Images:
You may optionally pay a small fee to include an additional image online and/or for print, however most sites and social media only use the “main” image, so having a second image is typically only done when there is something like a joint announcement where two CEOs each need their name (and photo) in the online release copies. Remember you can link to a press page, event image gallery, or slide show in your release to direct readers to in-depth photo coverage on your own site or media repository.

Accepted Image Formats:
We accept images in any file format (except animated GIF), up to 10MB when submitted on a project form (maximum 3MB any files sent to us by email). We prefer images provided separately from the MS Word (or other word processor) file, however we can now easily extract an image from MS Word if necessary. For books, we can also use a PDF proof provided by the publisher to grab the front cover image. We will always check and correct/optimize any images prior to issuance.

As of Q3/2013, images in our network for press release content appear as 400x300 pixel web-optimized images, so ideally any provided image should be at least this size. Print images for media are provided as link to 4x5-inch 300dpi RGB Photoshop .jpg files with quality factor of 7 to 10 (depending on image type); we will conform scanned provided images with oddball sizes (like 24-inches tall and 90dpi) to correct print-friendly format for media.

Photographer Credit:
If your image requires a photographer credit, we can put a stripe across bottom of web image identifying the credit and © if needed (this should also be in your release text with an appropriate image caption). It's your responsibility to ensure you have a signed release from the photographer for use of the image online and for replication across the internet and in social media. You assume all legal responsibility for use of image with your press release, per our Terms of Service (TOS).

Images We Cannot Accept:
We do not accept any images which look like ad banners as media cannot use them, and they would appear as advertising on sites which clone both our text and image. We also cannot use “stock” (royalty free) images, as we are unable to verify that you have the licensing rights to extend usage and publication across the internet in perpetuity (most stock image licenses only provide for your own use, not reassigning rights to others for use).

NOTE: Image(s) in press release cannot link to your website or landing page because Google requires the image “unlinked” to capture in Google News and Image Search.

Photoshop “Guru” on Staff:
One of the most under-rated value-add services which Send2Press has provided its clients the past decade has been having a Photoshop “guru” (Christopher Simmons) on staff to help do minor fixes to images, as time permits. Sometimes this is simple color correction (removing yellow or blue cast from non-studio lighting), making yellow teeth white, or fixing a photo shot at a bad angle with a low quality digital camera. While this extra free service is not always available, we do try to correct images where possible.

NOTE: Pre-approval of custom corrections not available, except at added cost of $25 per image, on request. Custom work not available for budget “Standard” Online-Only/Focus plans.

Optional PRN Photo Distribution:
With our Premium National PLUS and Premium National MAX plans, you may optionally order an add-on option which is $325 (as of March 1, 2014), which will embed your photo with the PRN copies of news announcement online, on up to 1,200+ sites worldwide and image will be downloadable for online blog/media use. Image must be at least 800 pixels in one direction (length or height) and can be photograph or logo. This option is NOT available with the Premium National or Premium National LITE plans. However, the Premium National plan includes a basic inline logo option at no added cost.

Cropped example Times Square Billboard Optional Times Square Billboard with PRN Photo Distribution:
For clients using Send2Press'Premium National PLUS and Premium National MAX plans that add distribution via PR Newswire®, you may optionally order an Time Square + Internet Photo Distribution package for $495 which will include your photo along with release text on up to 1,200 web sites including Yahoo!, MarketWatch, ABC affiliates, etc.

Additionally, the image will appear on The Reuters Sign in N.Y. Times Square. A low-resolution webcam snapshot of your photo displayed on the 23-stories tall Reuters Sign will be provided for your use after story is live, within 5 working days. Note: the example Times Square image shown above-right has been cropped and reduced in size to fit this space from the optional “high resolution” image (the low-resolution image is generally only useful for proof the story ran in Times Square). Full size example image of the high-resolution option available on request.

If you prefer, you may specify the Fashion Show Mall sign on the Las Vegas Strip in place of N.Y. Times Square.

Requirements for PRN Internet Photo Distribution package:
Provided image must be 300dpi and 9 inches on one side to meet PRN format, or it cannot be used. A Photoshop .jpeg, RGB, with quality of 7-10 is preferred (NOT web-optimized). You can send us image in advance to verify it will be accepted. For the more costly Times Square option, you cannot schedule the time it will appear in Times Square, but it will appear on multiple days in 15-second time windows.


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Overview of Basic AP Style Usage


Send2Press® Newswire follows what is called “AP Style,” which was originated by the Associated Press (AP). The common guidelines are used by most news organizations, publishers, and major legitimate newswire services. We will correct your release to AP style as appropriate.

Some of the basic guidelines include putting commas and periods inside of quotes, using the word percent in place of the % mark, and using the words inches and feet in place of inch or foot marks; and using slightly different abbreviations for dates and U.S. states. We have provided some “cheat sheets” as downloads in PDF format and also some quick reference examples below.

All U.K. English text will be conformed to U.S. English usage, for North American media.

Example Associated Press (AP) Style Guides (PDFs):

NOTE: These downloads require Adobe Acrobat Reader to open/view.
When you click/tap button you will need to save to your local hard disk or cloud app to open.

Quick Guide to AP Style U.S. State Abbreviations:

The following chart shows the general AP rules for usage of state abbreviations when used in datelines, and in the body text of a news announcement.

Don't Abbreviate Eight:
The names of eight U.S. states are never abbreviated in text: Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas and Utah.

Stand Alone:
Spell out the names of the 50 states when they stand alone in text.

Post Office Codes:
Use the two-letter Postal Service abbreviations only with full addresses, including ZIP code.

AP Abbreviations:
Ala. (AL)
Ariz. (AZ)
Ark. (AR)
Calif.(CA)
Colo.(CO)
Conn.(CT)
Del. (DE)
Fla. (FL)
Ga. (GA)
Ill. (IL)
Ind. (IN)
Kan. (KS)
Ky. (KY)
La. (LA)
Md. (MD)
Mass. (MA)
Mich. (MI)
Minn. (MN)
Miss. (MS)
Mo. (MO)
Mont. (MT)
(Continued)
Neb. (NE)
Nev. (NV)
N.H. (NH)
N.J. (NJ)
N.M. (NM)
N.Y. (NY)
N.C. (NC)
N.D. (ND)
Okla. (OK)
Ore. (OR)
Pa. (PA)
R.I. (RI)
S.C. (SC)
S.D. (SD)
Tenn. (TN)
Vt. (VT)
Va. (VA)
Wash. (WA)
W.Va. (WV)
Wis. (WI)
Wyo. (WY)
Examples:

LOS ANGELES, Calif. / ST. LOUIS, Mo. / PHOENIX, Ariz. / DALLAS, Texas

Big Bad Company, 123 My Street, Los Angeles, CA 90000.

Example Dateline:
LOS ANGELES, Calif., July 1, 2013 (SEND2PRESS NEWSWIRE) --
Months in dateline, and AP date abbreviations:
Spell out months when used alone or with either a date or year but abbreviate them to the following when used with a date and year. All months with five letters or less are never abbreviated. Never abbreviate days of the week.
January ‐ Jan.
February ‐ Feb.
March ‐ March
April ‐ April
May ‐ May
June ‐ June
July ‐ July
August ‐ Aug.
September ‐ Sept.
October ‐ Oct.
November ‐ Nov.
December ‐ Dec.
Examples:

Brooks went missing on Tuesday, Jan. 31, 2012.
The game will be held in mid-October.
The results were posted Saturday, December 5 for review.

Copr. © 1999-2013 by Christopher Simmons and Neotrope® - all rights reserved.

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News Content We Won't Accept


Because Send2Press® Newswire syndicates news across multiple high-quality news sites as well as traditional information systems like Lexis Nexis, we hold our content to a higher standard than most. This means we turn away most of the news content “allowed” by the junk free posting sites, and all-you-can-eat services which don't work with major syndicators.

Specifically, we will not accept any of the following content:

  • Stock Opinions (unless from U.S. registered broker)
  • Stock Round-ups / Pumping
  • Multi-level Marketing (MLM) and make money at home
  • Promoting affiliate link sites
  • Any content promoting racial or religious hate
  • Anonymous political action committees (PACs) promoting a candidate
  • Cigarettes and e-cigs
  • Content written as biased third-person article and not as news announcement with proper attribution
  • Software which bypasses Google copy-protection, such as capture of YouTube videos
  • Promoting sites which are nothing more than affiliate stores hosted by Amazon
  • Press release distribution services (competing with us)
  • Payday loans or credit cards
  • Lawsuits with no facts in evidence or wild allegations
  • Casino and gambling (exception would be charity “casino nights” which are not the same as professional gaming)
  • Promoting any site clearly fraudulent or deceptive
  • Diet pills or body part enhancement nutraceuticals

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Deadlines and Scheduling


With all Send2Press targeted distribution plans (both “Standard” and “Premium” plans), you may specify when you want your release to push to the media and post online, as either “ASAP” (default), or a future date/time. The Premium National LITE and Standard Online Post plans can only be scheduled for next morning or future date, and not same day.

All news is scheduled based on Eastern Time (EST/EDT) and must be specified as such. EST is Eastern Standard Time. EDT is Eastern Daylight Time (aka “Daylight Saving Time”).

As of today, we are currently in Daylight Saving Time.

Our Normal Business Hours:

Pacific Time PST/PDT Mountain Time MST/MDT Central Time CST/CDT Eastern Time EST/EDT
9 a.m. to 5 p.m. 10 a.m. to 6 p.m. 11 a.m. to 7 p.m. 12 p.m. to 8 p.m.
Open Monday through Friday; Closed Weekends (Sat. and Sun.) and holidays.
Daylight Saving Time begins at 2 a.m. local time on the second Sunday in March. On the first Sunday in November areas on Daylight Saving Time return to Standard Time at 2 a.m. The names in each time zone change along with Daylight Saving Time. Eastern Standard Time (EST) becomes Eastern Daylight Time (EDT), and so forth. Arizona, Puerto Rico, Hawaii, U.S. Virgin Islands and American Samoa do not observe Daylight Saving Time.
NOTE: You may order and submit projects 24/7 365 days a year.

U.S. Holidays:
Neotrope/Send2Press is open most U.S. “bank holidays” (observed Presidential birthdays) but we are closed for all major U.S. holidays such as Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas, and New Year's Day. When a holiday falls on a Tuesday or Thursday, we will be closed the Monday or Friday as part of the “long weekend” for that holiday. You can order plans and submit projects while we are closed, however nobody will personally confirm your project(s) until the next business day.

Same Day Distribution:
Typically we can issue a properly-formatted release (per our “requirements”) within 1-3 hours during our normal business hours. In certain instances, such as last/first day of the month, this may actually be longer depending on work load. We can issue news the same day if received by 2 p.m. PST/PDT (5 p.m. EST/EDT). Items received after 2 p.m. PST/PDT will be set-up for the following morning, typically for 8 a.m. EST/EDT (Eastern Time). We are closed weekends and major U.S. holidays.

We issue news in the order received and asking for “rush” service is not applicable to our service, as all same-day news is considered time-sensitive.

For the fastest possible service, please ensure:

  • Your release meets our requirements for proper headline, dateline, attribution, and media contact.
  • Is fully proofed for common spelling errors (run spell-check).
  • Conform things like Cogsworth Co., Inc. and CogsWorth Co. Inc. to consistent format for capitalization and commas.
  • Check that the word length matches, and does not exceed, the base word length limit for your chosen plan — especially “PREMIUM” level plans which normally have a 400- or 500-word length limit.


Next Day or Future Day/Time Distribution:
When you submit a project for distribution, you can specify any future day/time (per the chart found below). While the “Premium” level plans may be set for any day/time 24/7, the “Standard” level plans can typically only be scheduled for mornings (based on our legacy 2005-2013 system; upcoming mid-2014 system will support any time 24/7).

NOTE: While it should be self-evident, it's worth noting that if you submit a project after hours, you obviously cannot schedule it to go out prior to when we open the next day. Similarly if you submit a project on Sunday, it cannot go out prior to when we open on Monday.

Example Scheduling Options by Plan Level
Standard PlansPremium Plans
May be scheduled for:
• ASAP (default)
• 6/7/8/9 a.m. EST/EDT*
Monday through Friday
*(half hours or quarter hours not supported)
• 8 a.m. EDT/EST Saturday or Sunday
May be scheduled for:
• ASAP (default)
• Any time 24/7 EST/EDT*
*(half hours and quarter hours supported;
example: 8:15 a.m. EST)
“ASAP” typically means within 1-3 hours, during our normal business hours of 9 a.m. to 5 p.m., Monday through Friday, Pacific Time (PST/PDT). Standard Online Post plan and Premium National LITE plan can only be scheduled for next monrning or future date. For Premium National plan, allow 4 hours for PRN version to push.

International Add-on Options:
With our “Premium” level plans, or selected “Standard” plans, we have additional options for international distribution. For the U.K. and Canada, news in English will push at approximately the same time as the U.S. version. For other countries, such as Japan, there may be 1-2 day delay for the professional translation and local approvals and when markets are open. (Pre-approval of translation not available.)

Hold for Call Option:
In some instances you may wish to submit your finalized release and have us prepare it to be "ready to go,” while you're waiting for a website update, an app to be approved by the App Store, or a book to be added to Amazon, or similar event. When you submit any distribution project, or hire us to write and distribute your release, you may specify to hold for call. This means we'll keep the release on hold until you're ready. When you're ready to go, you can simply email us and specify your desired push time, per the above noted scheduling (e.g., “ASAP” or future day/time).

Best Day/Time for Distribution:
With modern social media and instant syndication of news, there is no longer a “best day” for news to go out, contrary to what you may be told by some folks. One PRSA (Public Relations Society of America) study in early 2013 implied that sending news later in day got better response from daily media (e.g., newspapers/broadcast), while our experience as of 2013 has shown no specific time of day is best. The exception is financial news which should always push/post start of day (e.g., 7 a.m. EST/EDT) whenever possible. Newspapers typically want event news at least 14 days in advance of an event.

Optional Embargo Time for Premium Level Plans:
Please note that with all of our “Premium” level distribution plans, which push via PR Newswire® in addition to Send2Press®, we will normally push the S2P version an hour ahead of the PRN version to minimize overlap with some wire systems which pull news and syndicate from both wire services. Specifically, this means that if you schedule a release for 7 a.m. EST/EDT, some copies will begin to appear online 1-2 hours ahead of that push time; this is normal.

In some rare instances, you may need to specify an “embargo time” such as where you may be doing a product reveal at a specific time at a trade show, or similar event and don't want anything to appear prior to that time. You can specify the embargo time for “Premium” plans, on the project form when submitting your press release.

Concierge Style Service:
Please remember that our “concierge style” news distribution service doesn't require you to paste your text into an online system and do all the work. With our service, we proof and edit your text from your original word processor file then conform that to AP Style, and then format for email and online versions. We also need to set-up any photo/logo, verify hyperlinks actually work, and run the final version through a second spell check prior to issuance before adding to our two systems for dissemination (email and online syndication). This all takes a little bit of time, as you might expect. Since we cannot fully “retract” a press release once it's “in the wild” we try to ensure the news announcement is as error-free as humanly and technically possible.


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Answers to Top Frequently Asked Questions (FAQs)



New Customers FAQs

All Send2Press® services are pre-paid and ordered online from our Secure Order Center. You submit your release text/image(s) on our required Project Form after checkout (payment) is completed. We have no annual membership fee, or set-up fee for our “Standard” and “Premium” distribution plans. We accept all major credit cards, and optionally PayPal. For writing projects, our lead editor will contact you once your project is submitted, during our normal business hours.

You must review our minimum content requirements prior to submitting any press release distribution project.
The Send2Press® service plans are designed to be fairly simple once you understand that we have basically only a few plans, but we have two types of plans. Our Standard plans feature services unique to Send2Press, while our Premium plans “extend” what we do with additional services from PR Newswire® (PRN). Our value-add packages give you more features at a lower cost than using PRN directly, with no monthly or annual fees.

  View Plan Comparison Charts

Standard Level Distribution
Distribution by Send2Press® Newswire to U.S. daily media (newspapers, broadcast), national trade media (magazines), online media, social media, news syndicators, Google News, search engines, clipping services.
Premium Level Distribution
Distribution by Send2Press® Newswire, plus distribution via PR Newswire® to up to 5,000 online media points, PRN daily media in one U.S. state, national magazines (“comp trades”), and more.

Example Standard Plan Levels
State Plan:
Target daily media in ONE state, plus social media.
4-States Plan:
Target daily media in up to four states, social media, and national trade pubs.
National Plan:
Target daily media nationwide, plus social media and national trade pubs.
Industry Focus:
Target daily media in ONE state, social media, and national trade pubs.
Online Focus:
Target online sites, social media. Not sent to daily or trade media.
Example Usage
If you wish to primarily reach national trade publications by industry (such as computing, finance, or medical), you might consider the Industry Focus Plan. If you need to reach daily media in all U.S. states, and applicable national magazines, then of course you would consider the National Plan. If you want to reach daily media in multiple states (e.g., NY+NJ+CT) along with national trade pubs, then you'd consider the 4-States Plan. If you are simply announcing a local event and don't need to reach trade pubs, then our State Plan is for just such announcements. And, if all you care about is online placement, our Online Focus plan does that.

NOTE: As of March 1, 2014, we began rolling out a simpler plan matrix, led by our new for 2014 “Premium” level plans which replace and simplify our old and now retired “Extended” plans.

The specific time and day are no longer critical due to the emergence of social media, news syndication on hundreds of websites within the first hour of issuance, and the ongoing shift of traditional print media to online and digital formats. Any time between 7 a.m. and 5 p.m. EST/EDT, Monday through Friday is perfectly fine. Financial news is best issued early morning.
With our “Standard” and “Premium” plans we provide an initial Clear Time report, followed by an early edition SiteWatch™ report with initial links to your story on our sites, partners and syndication network (150+ sites in report is typical for Standard plans, 450+ for Premium plans), social media hand-work, as well as custom search string for Google News.

A next day “final” SiteWatch report provides some updated information including initial reads tracking across multiple sites and our Engagement Score which quantifies the initial views of your news which we can verify. Reports with distribution also include list of example media your news was sent to by email Direct-to-Editors™. NOTES: (1) This is NOT a “media monitoring” service. (2) Our PRTrax™ Dashboard is being re-tooled for 2014, and is currently offline.

All plans include a custom PRpurls™ click-through tracking dashboard for the story shortcode, which shows how many click-throughs are generated from our social media campaign for your story. This shows ROI of actual full text reads vs. simply being shared on social media.

Our Premium National PLUS and Premium National MAX plans also include enhanced Visibility Reports with metrics on which media have read story, geo data, and readership on the PRN network.

An example report will be provided on request, provided it's not from a free (anonymous) email account.
The “Premium” level distribution plans have a lower word length limit than our ”Standard” level plans because they extend what we do by providing additional distribution and syndication via our strategic partner PR Newswire® and PRN charges based on word length. They have an “upcharge” for each 100 words or fraction over 400 words (or 500 words with certain plans) and so we must pass that fee on to you.
Yes. Included with all of our “Standard” and “Premium” level distribution plans, we provide a review of your provided content and will attempt to correct any AP Style issues, and/or minor typographical and grammatical errors. We are happy to provide a “checking copy” for review/approval of our changes. However, this free review is not a revision service with back-and-forth drafts. While we will try to catch all your mistakes with the free review, if any, we cannot guarantee we will catch all errors in provided text. Ultimately, it's your responsibility to provide properly written and error-free materials.

If you need to have us make changes on approval, with additional revisions to drafts, we do offer a one- or two-draft re-write service, which is an optional paid service.
Yes.We were the first newswire service to include free photos with every story, and which appeared in places like Google News and social media. We have also always allowed embedded videos from YouTube (owned by the person/company issuing the release only), which appear inline with the story to create a Video News Release. We also support modern Vimeo videos which are HTML5 compatible.
If you need links to additional rich media, simply put link to the landing page in your release text (e.g., SoundCloud playlist, Flickr gallery, etc.).

Send2Press 3.0 System for 2014:
With our upcoming 2014 news system revamp we will also support SoundCloud inline with text, as well as photo galleries and additional multimedia features at no added cost.
A word about media response from
Christopher Simmons, CEO Neotrope/Send2Press.:

The response your news receives is directly related to how “newsworthy” the receiving media outlet considers it to their respective audience, and is NOT related to the high quality of our distribution service. The response varies wildly as it's not the same as direct marketing, since you're not targeting potential customers, but are reaching out to the media who can be highly jaded and even biased on certain topics.

I have seen clients get calls from The Hollywood Reporter the same day, get called by CNN for an on-air expert appearance 3 months after a release goes out, and one book author got interviewed a year after a release by the Christian Science Monitor (who called us to track down the author after his media rep took a hike).

I also know one teenage poetry author who issued a release in early 2013, then called his local paper and they said, “Hey! We were just reading your press release and were going to call you about an interview.” The same young poet called another paper, and they told him they had already run a story about him in their paper. Two weeks later an online magazine did an article about him. Needless to say, he was highly ecstatic over all of this. But your mileage may vary. Some folks get no media response whatsoever — which is the nature of doing press releases.

Your release should be considered an “invitation” to the media to consider your news, and it's entirely up to the receiving person to decide what, if anything, to do with it. So, please remember it can take hours, days, weeks for somebody to actually use your news in many cases; it doesn't often “explode” in the first couple of hours unless it's truly remarkable or unless one major outlet like AP runs with it.

Note that magazines have 1-3 month lead times for print editions (changing with shift to online and digital media), newspapers can sometimes post online if no print space and need 14-21 days for event news, broadcast outlets tend to take only human interest or offbeat news, and online sources are difficult to measure (some “clone” stories, some make short mention on a page with ten other news snippets, and so forth). So-called “advertorial” news gets very little - if any - response (“we're having a sale/promotion/giveaway”).


Pricing and Payments FAQs

Yes. With our “Standard” level distribution plans we offer quantity discounts, which can be viewed on the purchase page for each plan in our Secure Order Center. With most plans you can get a 10% discount when ordering three (3) of any single plan at once; 15% discount when ordering five (5) of any single plan; and 20% discount when ordering ten (10) of any one plan at once.

Plans don't expire, so you can plan a campaign for the year (such as doing one release per month), or for agencies you could use plans for multiple clients. Discounts only apply when the quantity purchase is made on the same order, not cumulative single orders over time, or back-dated purchases.

We also provide quantity discounts on “Premium” level plans which is typically a 10% discount when you purchase three (3) plans at one time. Inquire for assistance.
Standard Level Plans:
For agencies and resellers who prepay at $999 per month, you may have us distribute up to ten (10) of our “Standard” level distribution plans per month. For clients using our National plans, that would effectively be a 50% discount.

PREMIUM Level Plans:
There is no flat-rate for “Premium” plans, as those plans include premium PR Newswire® services which are charged per project, and already include a 20% discount on PRN's rates.

Send2Press 3.0 Dashboard Posting Plans (mid-2014):
For clients who wish to post their own news into our system for placement online across search engines, social media, the Neotrope® News Network, and syndication on up to 500 websites worldwide, we offer a flat-rate monthly program (coming Q4/2013). This system provides a PRTrax™ reader metrics dashboard as well as 24/7 news scheduling. Unlike many all-you-can-eat plans, this program still includes content review and sign-off from our accredited expert editorial staff.
Yes! Neotrope® has supported U.S. charitable 501(c)3 non-profit organizations “doing good” for more than 30 years. When we spun-off the Send2Press® service in 1999/2000, we continued that tradition by offering a 15% discount on our “Standard” level distribution plans.

How to Apply:
To obtain the discount code, your organization simply needs to provide the IRS confirmation letter showing your org's 501(c)3 charity status and EIN (you are required to provide this document on request). Well-funded trade groups supporting large companies will not qualify for the discount, nor will so-called “not-for-profit” groups not recognized as 501(c)3 charities, or political action committees (PACs).

Additional Discounts:
We offer a 10% discount on writing (keep in mind we pay our writers per project). We also offer a 10% discount on “Premium” level plans. Note these plans already include a 20% discount off PRN's services when added in addition to our own. This program is being revised Spring 2014 (pardon the mess!).

NOTE: Non-profit discounts are provided at our sole discretion and subject to verification of 501(c)3 charitable status. Services are pre-paid and ordered online through our secure order system.
No. Some other services offer a “free trial” because they require you to open an account, and self-post your content, then they simply press the ”go button” for the story to appear online. It costs them nothing to press a button. That type of service doesn't include targeted delivery to editors, professional review and content correction, or any of the custom value-add services we provide such as custom social media hand-work, Photoshop image set-up, etc.

The Send2Press® Newswire service is more of a traditional wire service, based on our traditional PR offerings, and 30+ years in the business of news distribution. With our accredited staff of public relations professionals, working journalists and content creators, we offer more of a “concierge service” than a simple online posting service. We spend a minimum of one hour on every project, if not longer. Those cheap all-you-can-eat services, don't offer our level of expertise. Send2Press was launched in 1999 as a spin-off of Neotrope, which has been in this industry since 1983.

Or, put another way, we're more in the wedding cake business than the burger flipping business.
No. We accept all major credit cards, and optionally you may choose to pay from your checking account using PayPal.

Without boring you with the back-story, we require pre-payment for all projects to keep costs down, maintain a focus on client interaction and not managing collections, and pre-payment is also used as a security verification function. If you wish to “pay over time” without using a credit card, you can opt to use the alternate PayPal payment method at checkout (which offers credit terms separate from our service) instead of using a personal or company credit card.


Existing Customers FAQs

What account are you trying to log-in to?

Secure Order Center:
If you need to place an order you will note at top and bottom of all pages on our website the links to “Order Services.” This takes you to our Secure Order Center, where you can log-in to place an order by adding a service to your cart, completing checkout (payment), and then submitting your project after checkout. You can also look up past orders (later than 2010), and print order receipts if needed.
Submit a Project Form:
Our Project Form to submit a press release does not require a log-in, but it is not a public page and cannot be reached from the site navigation. A link to the project form page is found in your order receipt(s), and is shown on the checkout complete page. If you cannot find the link in your receipt(s), please contact us for assistance during our normal business hours. All services are pre-paid and ordered online before submitting a project form.

If you have pre-paid for an agency/multi-pack, or multiple plans in advance, or are a recipient of our Non-Profit PR Grants™ program, your welcome letter should have the link to the project form. If you have misplaced that, or never saw it in your email box, please contact us to re-send, or email you the link to the project form.

PRpurls™ Social Media Click Through Tracking
A link to your per-story click tracking is provided in each clear time confirmation email and your SiteWatch™ reports. There is no central account to log-in to in order to view all your click-tracking from single account. Tracking will be integrated into our PRTrax™ system at some point in 2014 (in development).

PRTrax™ Reader Metrics Dashboard:
Our classic PRTrax Reader Metrics dashboard offered from 2007-2012 is no longer available, and was retired due to the current privacy settings in modern web browsers making its tracking system largely irrelevant. A new version of this system, using server-side tracking, will be integrated into the Send2Press 3.0 Posting Plan system for 2014 and will not require a separate log-in for posting plan clients.

Send2Press 3.0 Dashboard Posting Plans (2014):
If you have a “beta” log-in to the new 3.0 dashboard, this would have been provided in your program welcome email. If you have lost that link, please contact us to re-send. Once this new system is out of beta for 2014, a link will be part of the main site navigation for ease of use.
 
Our Secure Order System sends you copies of your order receipt by email at checkout, just like any ecommerce system. If you didn't save these receipts or forward to your book keeping person/company, you may simply log-in to your account to print out any past order receipts (later than 2010). If you lost your username and/or password, you can request that online, or simply contact us to reset the password. The new password will only be sent to the person/company on file as the account holder and not to any third party (such as an accountant).
No. You are not hiring Neotrope® as a consultant. If you need to slot your expenses into a category, you should consider all press release distribution services to be the same as “advertising” expenses (like Google AdWords). All of our income is reported to the IRS via our merchant providers (First Data Corp., and American Express Merchant Services) on a 1099-K form. Sending us a 1099-MISC would be redundant and perhaps imply duplicate income, which is why we don't use them from clients. Note: Send2Press® is not a company, it is a service and dba of Neotrope.


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