Key Takeaways
- A note to the editor is a short, clearly labeled section placed after the press release body and boilerplate that provides journalists with additional context, media contacts, and resources they won’t publish but need to evaluate the story.
- Including essential elements, such as up-to-date media contact information, relevant background context, links to high-resolution images or media assets, and any embargo details, removes friction and increases the chances of coverage.
- Formatting should be simple and distinct: label it “Note to Editor,” keep it concise (typically 50–150 words), use short paragraphs, and avoid repeating information already included in the main release.
- The most common mistakes are using the note as promotional space, making it too long (over 200 words), omitting contact details, or reusing a generic template instead of tailoring it to the specific announcement.
- AmpiFire creates eight content formats from one topic and distributes them across 300+ high-authority platforms, reaching far more people than any single press release.
What Editors Actually Need From Your Press Release
A press release note to the editor is a short section at the end of a press release that provides journalists with additional context they will not include in the published story. It typically contains background details, media contact information, and supporting resources such as images or fact sheets.
Most press releases either skip this section entirely or fill it with irrelevant details, which is a missed opportunity. Editors are busy and often review dozens of pitches in a single day. A well-crafted note can be the difference between your announcement getting picked up or getting deleted.
This guide breaks down exactly what a note to the editor should include, how to format it correctly, and provides ready-to-use examples you can adapt for your own announcements right away.
Why Press Releases Don’t Work Anymore
Smart Businesses Are Moving Beyond Traditional PR
• The Problem: Press releases reach one audience through one channel, while your customers are everywhere online. Most get buried within days with poor ROI.
• The Solution: AmpiFire’s AmpCast creates 8 content formats (news articles, blog posts, interview podcasts, longer informational videos, reels/shorts, infographics, flipbooks/slideshows, and social posts) from a single topic and distributes them across 300+ high-authority sites, including Fox affiliates, Spotify, and YouTube.
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✓ Why multi-channel content delivers 10x better results than press releases
✓ How to amplify your PR efforts across multiple platforms
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What Is a Note to the Editor?
A note to the editor (sometimes labeled “Note to Editors” or “Editors’ Note”) is a brief section appended to the very end of a press release, typically positioned after the boilerplate paragraph. It is not part of the press release itself. Instead, it functions as a behind-the-scenes message directed specifically at the journalist or editor reviewing the release.
The purpose is straightforward: give the editor additional information that helps them decide whether and how to cover the story. This might include background on the company, clarification about technical terms used in the release, the availability of a spokesperson for interviews, or links to high-resolution images and video assets. Think of it as a helpful sidebar conversation with the editor rather than a sales pitch. The best notes are concise, factual, and genuinely useful.
Why Does a Note to Editor Matter?
Journalists receive hundreds of press releases every week. Many are poorly written, lack context, or force editors to do extra research before they can put together a story. A note to the editor removes those friction points and makes the editor’s job easier.
Providing contact details for a spokesperson who is available for interviews saves the editor time. Linking to downloadable images or data makes it easier for them to build a visually compelling piece. Offering a quick summary of the relevant background helps them understand why the story matters right now. Each of these small additions increases the chance your press release gets covered rather than lost in the pile.
What to Include in Your Note to the Editor
A strong note to the editor covers a few essential elements without running too long. Aim for three to five short paragraphs or a concise, well-organized block of information.
Media Contact Information
List the name, title, phone number, and email of the person who can answer follow-up questions from journalists. If your spokesperson is available for interviews during a specific window, mention that clearly. Editors work on tight deadlines, so making yourself accessible is critical. Always double-check that contact details are current before sending the release.
Background Context
Include any relevant history or context that did not fit naturally into the body of the press release. For example, if your company is announcing a product update, you might note when the original product launched and how many users it serves today. This helps editors frame the story without having to research your company themselves.
Supporting Media Assets
If you have high-resolution photos, logos, infographics, or video clips available, mention them here and include a download link or indicate how the editor can request them. Visual assets significantly increase the likelihood of online coverage, because publications need compelling imagery to accompany articles.
Embargo or Timing Details
If your press release is under embargo (meaning it should not be published before a specific date and time), the note to the editor is where you state this clearly. Always include the exact date, time, and time zone to prevent confusion. If no embargo applies, you can skip this section entirely.
How Do I Format a Note to the Editor?
Follow these steps to format a note to the editor correctly:
- Place the note after the “###” symbol that closes the press release body and after the company boilerplate.
- Label it clearly with “Note to Editor:” or “Notes to Editors:” in bold so it stands out at a glance.
- Use short paragraphs and direct language throughout.
- Avoid repeating anything already covered in the press release body. The note should add value, not create redundancy.
- Keep the word count between 50 and 150 words. Include only what an editor would genuinely find useful.
Press Release Note to Editor Examples
Below are two practical examples you can adapt for different types of announcements. Customize the bracketed sections with your own details.
Example 1: Product Launch
Note to Editor: [Company Name] launched its original [product] in [year] and has since served over [number] customers across [number] countries. CEO [Name] is available for interviews on [dates]. High-resolution product images and a 60-second demo video are available for download at [link]. For media inquiries, contact [Name] at [email] or [phone number].
Example 2: Event Announcement
Note to Editor: The [event name] is in its [ordinal number] year and has attracted [number] attendees annually. Press passes are available upon request. A media kit including speaker headshots, event logos, and the full agenda can be downloaded at [link]. For press credentials or interview requests, please contact [Name] at [email].
Both templates cover common scenarios, but the format is flexible. Adjust the content based on what an editor would genuinely find helpful for your specific announcement. Anticipate the questions a journalist might have and answer them proactively.
Common Mistakes to Avoid
The most frequent mistake is treating the note to the editor as extra marketing space. Editors will ignore anything that reads like an advertisement. Keep the tone neutral, factual, and genuinely helpful rather than promotional.
Another common error is burying important contact information or leaving it out entirely. If an editor cannot quickly find a phone number or email to follow up with, they will likely move on to the next story in their inbox. Similarly, avoid making the note too long. If it exceeds 200 words, you are probably including details that belong in the press release body itself or in a separate media kit document.
Finally, avoid copying and pasting the same generic note across every press release you send. Each note should be written for that specific announcement. A note that references spokesperson availability for a product launch should look different from one supporting a partnership announcement or a company milestone.
Why AmpiFire Delivers Better Results Than a Traditional Press Release
Even with a perfectly written note to the editor, a traditional press release has a fundamental limitation: it reaches one audience through one channel. Most press releases get published on a wire service, sit on a page for a few days, and then disappear. The return on that investment is often disappointing for businesses that need consistent organic traffic across multiple online platforms.
At AmpiFire, we take a completely different approach. Instead of relying on a single press release, our AmpCast AI platform transforms a single topic into eight content formats: news articles, blog posts, videos, interview-style podcasts, social media posts, infographics, slideshows, and short-form video clips. We then distribute that content across 300+ high-authority sites, including Fox affiliate sites, Spotify, Apple Music, YouTube, and Pinterest.
This multi-channel strategy generates organic traffic from search engines, social media, video platforms, and podcast directories simultaneously.
The difference is simple: instead of hoping one editor picks up your press release, AmpiFire puts your message in front of audiences across the platforms they already use every day. For businesses looking to go beyond the limitations of traditional PR, our system provides a cost-effective alternative to expensive agencies and in-house content teams. And because content marketing produces stronger results the longer you maintain the strategy, AmpiFire is designed to support ongoing campaigns that build momentum over time.
Frequently Asked Questions (FAQs)
Where does the note to the editor go in a press release?
The note to the editor is placed at the very end of the press release, after the closing “###” symbol and the company boilerplate. It should be clearly labeled with “Note to Editor:” in bold so journalists can identify it without scanning the entire document.
How long should a note to the editor be?
A note to the editor should typically fall between 50 and 150 words. It needs to be long enough to provide useful context and contact details, but concise enough for editors to scan in a matter of seconds.
Can I include a note to the editor in an email pitch?
Yes. If you are pitching directly to a journalist via email, you can include a brief note at the bottom of the email below the press release text. The same principles apply: keep it short, factual, and focused on what the editor actually needs.
Is a note to the editor the same as a boilerplate?
No. The boilerplate is a standard paragraph describing the company that appears in every press release. The note to the editor is a separate, optional section that provides context, media assets, or contact details specific to that particular announcement.
How does AmpiFire help businesses go beyond traditional press releases?
AmpiFire creates eight content formats from a single topic and distributes them across 300+ high-authority platforms using our AmpCast AI. This multi-channel approach reaches audiences on search engines, social media, video sites, and podcasts simultaneously, delivering far broader and longer-lasting exposure than any single press release can provide.
