Grenada's newsrooms are small. A radio station may have a handful of journalists covering the whole country; a weekly newspaper may have fewer. That makes them more dependent on press releases than large foreign outlets, and more likely to run a good one almost word for word. It also means they have no time to rewrite a confusing release or chase basic facts that should have been included.
This guide explains how to write a release that works in that environment: what goes in, how to structure it, when to send it and what to leave out. It applies to businesses, NGOs, churches, sports clubs, schools and anyone else trying to get information to the public through Grenadian media.
Start with the news, not the organisation
The most common failure in releases sent to Grenadian media is burying the news. A release that opens with the history of the organisation, a statement of its mission and a list of its partners forces an editor to hunt for the point. Many will not bother.
Instead, the first paragraph should answer the basic questions: what is happening, who is involved, when and where. If a credit union is opening a new branch in Grenville, say so in the first sentence, along with the date. If a sports club has won a regional tournament, lead with the result. Context, history and quotes come later.
A useful test: could a radio newsreader read your first two sentences on air and give listeners the essential information? If not, rewrite them. Grenadian radio remains one of the main ways people get news, and many releases end up being read out in bulletins with little editing. Writing for the ear, with short sentences and clear names, makes that easier.
The structure that works
A release does not need to be creative to be effective. A standard structure helps busy editors find what they need quickly.
- Headline: a clear statement of the news in plain words, not a slogan.
- Dateline: the place and date, for example St George's, followed by the date of release.
- Opening paragraph: the who, what, when and where in two or three sentences.
- Second paragraph: why it matters to people in Grenada, Carriacou or Petite Martinique.
- Quote: one or two short quotes from a named, senior person, saying something meaningful rather than repeating the facts.
- Details: practical information such as times, venues, eligibility or how to take part.
- Background: a short paragraph about the organisation, kept to the end.
- Contact: a named person and email who can answer questions on the day the release goes out.
Length, language and tone
One page, or roughly 300 to 500 words, is enough for most releases. Longer documents can be attached as background, but the release itself should be short enough to read in a couple of minutes. Editors who receive a four-page release usually cut it heavily or ignore it.
Write in plain English. Avoid jargon, acronyms that are not explained and corporate phrases such as "pleased to announce" or "proud to partner", which add nothing. Use full names and titles on first mention, and check spellings of people's names and places carefully; mistakes in names are noticed quickly in a small country where many readers know the people involved.
Keep the tone factual. A release is not an advertisement. Superlatives such as "the best" or "the first ever" invite scepticism and, if inaccurate, can damage credibility. If a claim matters, support it with a fact that a journalist could check.
Photos and other material
Send usable photos. Newspapers and online outlets need images. Send two or three high-resolution photos, properly lit, with a caption identifying people from left to right.
Get permission. Make sure people in the photos, particularly children, have agreed to appear. Schools and parents are increasingly careful about images of minors.
Avoid heavy logos. Photos of a banner or a cheque handover with the organisation's name dominating the frame are less likely to be used than natural shots of people doing something.
Offer audio or video. Radio stations may welcome a short audio clip of a spokesperson, and television stations may use video, provided the quality is good and the clip is brief.
Keep files manageable. Huge attachments can clog inboxes. Send reasonable file sizes, or offer a download link in your email while keeping the release itself in the body of the message.
Timing and distribution
Timing matters as much as wording. Daily radio and television news bulletins have morning and evening cycles, while weekly newspapers have deadlines several days before publication, often early in the week for a Friday edition. Find out deadlines for the outlets that matter most to you and send material well before them.
Avoid sending important releases late on Friday afternoon or on the eve of a public holiday, when newsrooms are short-staffed. Major national events, such as the budget, Independence on 7 February, or Spicemas in August, can crowd out other news, so plan around them unless your story is linked to them.
Send releases by email to named journalists and editors where possible, rather than generic addresses only. Put the release in the body of the email as well as in an attachment, since some journalists read on their phones. Many Grenadian media workers are also active on messaging apps, but a formal release should still go by email so there is a clear record.
Embargoes, exclusives and corrections
An embargo asks journalists not to publish until a stated date and time. It can be useful when a release is sent in advance so newsrooms can prepare, for example before an official launch. Mark the embargo clearly at the top, and be realistic: in a small media market, an embargo depends on trust, and broken embargoes are hard to police. Do not embargo information that is already circulating publicly.
Exclusives, offering a story to one outlet first, can work for significant news, but they can also annoy other newsrooms. If you offer an exclusive, do so to one outlet only and tell others when they will receive the release.
If a release contains an error, send a correction quickly, marked clearly as a corrected version, and say what changed. Do not quietly send a new version and hope nobody notices. Editors are far more forgiving of honest mistakes that are corrected promptly than of errors that are left to circulate.
Mistakes that get releases ignored
Editors in small newsrooms see the same problems repeatedly:
- No date or location, leaving the editor unsure whether the news is current.
- No contact person, or a contact who cannot be reached on the day of release.
- Sending a release after the event, with no news angle beyond the fact that it happened.
- Quotes that simply thank sponsors or repeat information already given.
- Spelling mistakes in names of people, places or ministries.
- Expecting a release to be published as an advertisement would be, unchanged and on a particular date. Editorial decisions remain with the outlet.
- Sending the same release repeatedly, or calling editors to demand to know when it will run.
- Attaching the release only as a scanned image or PDF of a letterhead, so editors cannot copy the text and must retype it.
- Overloading the release with every sponsor and partner, which pushes the actual news further down the page.
Government and official releases
Government ministries and agencies in Grenada usually distribute information through the Government Information Service, which issues releases, organises press briefings and produces its own programming. If you are working with a ministry on a joint initiative, coordinate with the ministry's communications staff early. Releases involving government may need approval, which takes time.
Private organisations can also ask GIS to cover events with national significance, such as a major investment launch or a community project opened by a minister, although coverage is not guaranteed. Whatever the partner, make sure everyone agrees on the facts, figures and names before the release goes out, so different versions do not circulate.
Joint releases with government often follow a set format and may need to include specific titles and protocol. Allow for that in your schedule, and agree in advance which side will distribute the final version and answer media questions, so journalists are not passed back and forth between offices.
Frequently asked questions
How long should a press release be for Grenadian media?
About one page, or 300 to 500 words, is usually enough. Put the essential facts in the first paragraph, include one or two meaningful quotes, and attach any longer background material separately rather than making the release itself long.
When is the best time to send a press release in Grenada?
Send it early in the day and well before the deadlines of the outlets you want. Avoid late Friday afternoons, holiday eves and the days around major national events such as the budget or Spicemas.
Should you include photos with your release?
Yes, if they are good quality. Send two or three high-resolution images with captions naming people from left to right, and make sure everyone pictured, especially children, has agreed to appear.
Will the media publish your release exactly as written?
Some outlets may use much of it, but editors decide what runs and in what form. If you need guaranteed wording, timing and placement, that is advertising, which is bought separately.
Who handles government press releases in Grenada?
The Government Information Service distributes official information, organises briefings and produces government programming. Ministries also have communications staff, who should be involved early in any joint announcement.
