Headline
A concise, factual headline that summarizes the announcement and sets expectation for the lead; avoid slogans or promotional superlatives.
A concise, well-structured PR document reduces misreporting, creates a consistent public record, and simplifies clearance and distribution. It clarifies responsibilities, establishes timing (including embargoes), and supports audit trails for regulatory or legal review.
Various internal and external stakeholders collaborate to produce and approve PR documents; roles differ by organization size and structure.
Coordination across these roles ensures accuracy, reduces legal risk, and speeds distribution while maintaining a clear approval trail.
A concise, factual headline that summarizes the announcement and sets expectation for the lead; avoid slogans or promotional superlatives.
Dateline includes city and date; lead paragraph answers who, what, when, where, and why in the first two sentences for immediate context.
Supporting details, background information, and statistics presented in descending importance so editors can trim without losing key facts.
Attributions with signer's name, title, and organization; include written consent for quoted third-party statements when required.
A standardized organization description providing consistent factual context about the company for all releases.
Name, role, phone, and email for a designated media contact; list alternative contacts for after-hours or embargoed releases.
| Field | Configuration |
|---|---|
| Signature Field | Require signer name and date stamp |
| Authentication | Email link or SMS code for approvers |
| Order | Define sequential or parallel signers |
| Retention | Enable automatic archive with audit log |
Choose platform features based on distribution volume, authentication needs, and integration points with your media CRM or newsroom tools.
Verified integrations and standard formats reduce manual steps; choose a platform that preserves an audit trail and supports the file types your distribution partners require.
Save the signed release as a flattened PDF/A where possible to preserve layout and include the audit trail metadata for legal reproduction.
Keep a DOCX source file for internal revisions and version control; do not circulate editable copies to media to avoid accidental edits.
Retain the platform's certificate of completion (timestamps, IP addresses, signer emails) alongside the release for evidentiary support.
Archive media lists, consent forms, and third-party approvals to maintain a complete documentation package for later review.
Set exact release time and date in MM/DD/YYYY HH:MM format.
Establish a final sign-off cutoff 24–72 hours before distribution.
Confirm wire submission deadlines with chosen distributors.
Schedule outreach within 24–72 hours after publication for best coverage.
Resolve factual correction requests within seven business days.
Initial text and supporting facts finalized for review.
Legal and privacy confirmations completed and documented.
Final sign-off and signature captured before distribution.
Release sent to media and archived with audit trail.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | No | No | Yes, limited | Yes, limited |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | No cap | No cap | No cap |