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Press Release Note

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Press Release Note

Parties

Recitals

WHEREAS, Client wishes to prepare and distribute a press release titled ; and

WHEREAS, Agency is engaged to draft, clear, and distribute the press release and related materials through identified channels, subject to the terms and conditions set forth in this Note;

WHEREAS, the parties agree that release is to occur on at and any earlier disclosure is prohibited absent written consent.

Scope of Work

Agency will perform the following services in connection with the press release. Agency will draft, edit, obtain approvals, coordinate distribution, and provide post-release reporting in accordance with this Note.

Payment Terms

As consideration for the services described herein, Client shall pay Agency pursuant to the schedule below. All amounts are payable in United States Dollars unless otherwise agreed in writing.

Term and Termination

This Note commences on the Effective Date and continues until the completion of the services described in the Scope of Work, unless earlier terminated as provided herein. The parties may terminate this Note for convenience or for cause as set forth below.

Effective Date:    End Date:

Either party may terminate for material breach if the breach remains uncured for days after written notice. Termination shall not relieve Client of obligation to pay for work performed through the effective date of termination.

Confidentiality and Embargo

All non-public drafts, materials, and communications related to the press release delivered by either party and designated as confidential, or which by their nature are confidential, shall be held in confidence by the receiving party and used solely to perform obligations under this Note. The parties acknowledge and agree that the embargo date and the content of the embargoed release are confidential until the stated release time, and any unauthorized disclosure prior to that time constitutes a material breach entitling the non-breaching party to injunctive relief and damages.

Representations, Warranties, and Indemnity

Each party represents and warrants that it has the authority to enter into this Note and to grant the rights granted herein. Client warrants that the factual information provided for the press release is accurate to the best of Client's knowledge and that Client has obtained any third-party consents required for the use of third-party trademarks or materials. Client shall indemnify and hold Agency harmless from any claims arising from factual inaccuracies, unauthorized use of third-party materials, or breaches of Client's representations.

Governing Law

This Note shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law principles.

Entire Agreement

This Note, including any attachments, exhibits, and approved final release text, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. Any modification to this Note must be in a written instrument signed by both parties.

Miscellaneous

Notices required under this Note shall be sent to the addresses set forth above and shall be deemed given when delivered in writing. The parties acknowledge that monetary damages may be insufficient to remedy a breach of the confidentiality or embargo provisions and agree that injunctive relief may be sought in addition to any other remedies.

Client Printed Name:

By:

Date:

Agency Printed Name:

By:

Date:

Enter text✕

What a Press Release Note Is and When to Use It

A Press Release Note is a concise written summary that accompanies a formal press release or serves as a short standalone announcement for media, partners, or stakeholders. It typically highlights the core news point, provides a brief context or dateline, lists a primary contact, and records distribution or embargo instructions. Organizations use a Press Release Note to coordinate approvals, document who authorized the message, and preserve a clear, time‑stamped record for communications and compliance purposes. The document is useful both for public distribution and for internal audit or legal review.

Why a Clear Press Release Note Matters

A well‑prepared Press Release Note helps ensure message consistency, documents approvals and embargo status, reduces media confusion, and creates a retrievable record for compliance and internal review.

Why a Clear Press Release Note Matters

Who Typically Creates and Reviews a Press Release Note

Final distribution usually follows documented approvals; archived notes support later audits, regulatory requests, or internal inquiries.

  • Corporate communications teams responsible for external messaging and brand consistency.
  • Legal, compliance, and investor relations for regulatory and disclosure review.
  • PR agencies and media relations staff preparing distribution lists and media outreach.

Core Parts of a Professional Press Release Note

A compact Press Release Note should capture the essentials so recipients and reviewers quickly understand the announcement, the timing, and who to contact for follow up.

Headline

One clear sentence summarizing the announcement so reviewers can confirm accuracy and prominence at a glance.

Dateline

City and MM/DD/YYYY effective or distribution date, plus embargo time if applicable to control release timing.

Summary

Two to three sentences describing the core news, why it matters, and any immediate actions for media or partners.

Boilerplate

Short company description (2–3 sentences) for consistent background information used across related releases.

Contact Information

Primary media contact name, role, phone, and email; secondary contact and availability window for interviews.

Approvals

Names, titles, and timestamped signoffs or eSign records showing who authorized the message and when.

Step-by-Step: Preparing and Approving a Press Release Note

Follow these core steps to produce a press release note that is accurate, approved, and ready for distribution or archiving.

  • 01
    Draft: Compose headline, lead paragraph, boilerplate, and contact details for initial review.
  • 02
    Legal Review: Submit to legal/compliance for regulatory or claims review and suggested edits.
  • 03
    Approval: Capture signoffs from designated approvers and record eSignature or dated initials.
  • 04
    Distribute & Archive: Send to distribution channels and save the final note with audit log in records.

How to Configure a Digital Approval Workflow

Settings to streamline reviews and preserve an immutable approval history when using an online document workflow.

Template Create a reusable Press Release Note template to standardize fields and reduce errors.
Approval Flow Set sequential or parallel approvers and define required signers to prevent unauthorized distribution.
Authentication Choose email or SMS code authentication; use stronger methods for regulated disclosures.
Embargo Scheduling Enable scheduled release times and lock editing until approvals are complete.
Distribution List Store approved media lists and distribution channels to minimize manual handling.

Where to Send the Press Release Note and Final Release

Decide distribution endpoints based on audience, regulatory obligations, and whether the release is public or restricted under embargo.

  • Media List: Send to targeted reporters and outlets identified in the approved distribution list.
  • Wire Service: Upload to press wire services when broad public distribution is required.
  • Company Website: Post to the corporate newsroom or investor relations page for archived access.
  • Regulatory Filing: For public companies, consider concurrent or prior SEC disclosures where Reg FD applies.

Technical and File Requirements for Digital Distribution

Choose a platform that preserves an audit trail, stores final versions, and supports common formats to simplify compliance and recordkeeping.

  • File Formats: PDF preferred; DOCX accepted for drafts and redlines.
  • Integrations: Connectors with CRM and cloud storage speed distribution and archiving.
  • Authentication: Use email or two‑factor authentication for approvers when available.

Typical Timelines, Deadlines, and Processing Expectations

Common timing guidelines for drafting, review, embargo management, and post‑distribution follow up to keep stakeholders aligned.

Approval Turnaround:

Allow 24–72 hours for legal and leadership signoff depending on complexity.

Embargo Lead Time:

Set embargo windows at least 24 hours before distribution when coordinating interviews.

Wire Submission Window:

Confirm wire service cutoffs; many require submissions before midday ET for same‑day pickup.

Regulatory Disclosure:

Public companies should align with internal disclosure schedules and Reg FD considerations.

Post‑Distribution Follow Up:

Plan 24–48 hours for media inquiries and update the note with outcomes.

Common Mistakes When Preparing a Press Release Note

  • Failing to confirm embargo time zone leads to premature publication and potential media confusion or breach.
  • Using inconsistent boilerplate or headline variants causes brand and reporting inconsistencies across outlets.
  • Missing or incorrect contact information delays interviews and can result in lost media opportunities.
  • Omitting documented approvals creates compliance gaps and increases risk in regulated disclosures.

Risks and Consequences of Inaccurate or Improper Releases

Regulatory Risk: Material misstatements can trigger securities inquiries.
Breach of Embargo: Premature release may sever reporter relationships or violate agreements.
Reputational Harm: Inaccurate facts erode trust with stakeholders.
HIPAA Exposure: Disclosing protected health information risks HIPAA penalties.
Contractual Breach: Violating negotiated media or partner terms can incur damages.
Recordkeeping Gaps: Missing audit trails complicate later investigations or audits.

How a Press Release Note Differs From a Full Press Release

A brief comparison to help decide whether a short note or a full press release is the appropriate deliverable.

Criteria Press Release Note Press Release
Length short summary full narrative
Audience internal and targeted media broad public and media
Purpose record & quick notice comprehensive public announcement
Approvals minimal documented signoffs formal, multi‑party approvals

eSignature Vendor Comparison for Approvals and Signing

Basic pricing and feature differences among common eSignature providers. signNow appears first as the initial column for comparison.

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 Varies Varies Varies Varies
Bulk Send Yes (Business Premium) 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 Varies Varies Varies

FAQs and Troubleshooting for Press Release Notes

Answers to common questions about eSigning, embargoes, approvals, retention, and correcting errors in press release notes.


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