Grantee guidelines for writing and distributing a news release about your grant
Once your grant is confirmed, send a news release to your local newspaper/s and news blogs. Also post it in your website’s News Room, on your Facebook page, tweet about it (@TGKVF1), and post a message on our Facebook page (The Greater Kanawha Valley Foundation). You do NOT need to send your news release to us. These guidelines will help you write a basic release.
Journalists prefer to receive a news release in the body of an email. Use upper and lower case letters, like this. Do not use all UPPER CASE LETTERS.
Typically, journalists do not want any attachments. If you have high-resolution photography or video with excellent audio, mention that at the top of your email.
Your email subject line should include the name of your organization and the grant amount. It should also be short. For example, in the case of this fictional grant:
LMNOP receives $10,000 grant
When the journalist opens your email, s/he should see at the top of the message area if you have photo/s available and your contact information. For instance:
Photo available
Contact: Name Name, email@address, 203-555-1234
Next, repeat and expand your email Subject headline and make the font bold:
LMNOP gets $10,000 grant from The Greater Kanawha Valley Foundation
The first paragraph echoes your headline and covers Who, What, When, Where, Why. E.g.,
LMNOP in City recently received a $10,000 grant from The Greater Kanawha Valley Foundation to support its operating costs.
The second paragraph provides more details:
LMNOP, which teaches up to 200 immigrant children and their parents English each year, directs nearly all of its budget to teaching materials. Grants and donations to its operating expenses helps it staff and run its facility at 100 Main Street in City.
The third paragraph is ideal for a quote from your executive director or board chair, such as:
“This grant will help us update our software and provide professional development training for key staff members,” said Name, title. “Grants like this help us run more efficiently so we can be even more effective.”
The fourth paragraph can provide more information about your organization. For example:
LMNOP, founded in XXXX, has helped more than X,XXX children and adults become proficient in English. It also provides after-school care for children ages 5 to 9 that includes English reading, arts expression and playtime.
The fifth paragraph is about your community foundation. Use this exact language:
The Greater Kanawha Valley Foundation’s mission is to make thoughtful and proactive investments that grow the multiple forms of wealth necessary for our community to thrive. It serves a six county region that include Boone, Clay, Fayette, Kanawha, Lincoln and Putnam Counties. The Foundation’s vision is to envision a forward thinking and closely connected community that fearlessly works together to promote prosperity for all. Established in 1962, TGKVF is one of the top 100 community foundations in the nation. For more information, visit www.gkvf.org.
The last paragraph is about your organization, for instance your mission and website address:
LMNOP teaches English to immigrant children and families to help them do well in school, perform at work, and connect with their community. It provides free classes and workbooks, and runs an after-school program for immigrant children in kindergarten through fourth grade. Visit www.LMNOP.org.
Here’s how it comes together:
Email subject: LMNOP gets $10,000 grant
In body of email:
Photo available
Contact: Name Name, email@address, 203-555-1234
LMNOP receives $10,000 grant from The Greater Kanawha Valley Foundation
LMNOP recently received a $10,000 grant from The Greater Kanawha Valley Foundation to support its operating costs.
LMNOP, which teaches up to 200 immigrant children and their parents English each year, directs nearly all of its budget to teaching materials. Grants and donations to its operating expenses help it staff and run its facility at 100 Main Street in City.
“This grant will help us update our software and provide professional development training for key staff members,” said Name, title. “Grants like this help us be even more effective at our mission to help immigrants become proficient in English and productive community members.”
LMNOP, founded in XXXX, has helped more than X,XXX children and adults become English speakers. It also provides after-school care for children ages 5 to 9 that includes English reading, arts expression and playtime.
The Greater Kanawha Valley Foundation’s mission is to make thoughtful and proactive investments that grow the multiple forms of wealth necessary for our community to thrive. It serves a six county region that include Boone, Clay, Fayette, Kanawha, Lincoln and Putnam Counties. The Foundation’s vision is to envision a forward thinking and closely connected community that fearlessly works together to promote prosperity for all. Established in 1962, TGKVF is one of the top 100 community foundations in the nation. For more information, visit www.gkvf.org.
LMNOP teaches English to immigrant children and families in City to help them do well in school, perform at work, and connect with their community. It provides free classes and workbooks, and runs an after-school program for kindergarten through fourth grade. Visit www.LMNOP.org.
END
Use this fill-in-the-blank as your guide:
Email Subject: (Your organization) receives $_____ grant
Body of Email:
(Include only if you have photo/s) Photo available
(Always include) Contact: Your Name, email@address, 203-555-1234
(Your organization’s name) receives $_________ from The Greater Kanawha Valley Foundation
(Your organization’s name) in (your city) received a $______ grant from The Greater Kanawha Valley Foundation to support its (program name/work you do/operating costs).
(Your organization’s name) (what you do) (who you help). (Why the program/work matters).
“Quote from your executive director or board chair about how this grant will be used,” said (Name, title). “Finish quote with how the grant will help your mission.”
Include more info about your organization here—year it was established, data on what you’ve accomplished to date, more details about who/what you serve, in which towns, what you provide, what you aim to accomplish.
The Greater Kanawha Valley Foundation’s mission is to make thoughtful and proactive investments that grow the multiple forms of wealth necessary for our community to thrive. It serves a six county region that include Boone, Clay, Fayette, Kanawha, Lincoln and Putnam Counties. The Foundation’s vision is to envision a forward thinking and closely connected community that fearlessly works together to promote prosperity for all. Established in 1962, TGKVF is one of the top 100 community foundations in the nation. For more information, visit www.gkvf.org.
Your “about us” paragraph goes here. Who you are, what you do, how you do it, and your website address.
END
Distributing and posting your news
- Email your release to your local newspaper/s and news blogs. Some news blogs encourage you to upload your news release and photo (setting up an account may take several days).
- If you don’t have an email address, go to the medium’s website, then click on “Contact.” Look for “News” “Editorial” or “News releases” for a name and email.
- Post the news on your own website and Facebook page, and tweet the core news (“LMNOP gets $10,000 grant from The Greater Kanawha Valley Foundation! Big boost to teach English to immigrant children, adults. @TGKVF1”)
- Post the news on your own Facebook page.
- Also post to our Facebook page (The Greater Kanawha Valley Foundation), e.g., “Thank you The Greater Kanawha Valley Foundation for the $____ grant! It will help us __________.”
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