When the news cycle moves fast and public attention is high, a formal press statement or a ready-to-use quote can be your most efficient tools for communicating with the media. Concise, pre-planned statements allow organizations to respond quickly, stay on message, and provide journalists with credible, on-the-record content that is easy to publish.
What Is a Press Statement?
A press statement is a short, formal comment issued by an organization or spokesperson to address a specific news event, issue, or development. It is typically written in the first-person or third-person voice of a key leader and is meant to be quoted directly by the media. Unlike a full press release, which follows a structured narrative, a press statement is often just one to three paragraphs long and focused on a single message.
A quote sheet, closely related, is a document that provides a set of approved quotes from various stakeholders—such as executives, partners, or subject-matter experts—that journalists can pull from when writing a story.
When Do Organizations Use Press Statements?
Press statements are most commonly used when:
- Responding to breaking news or crises (e.g., accidents, controversies, legal updates)
- Addressing public allegations or speculation
- Acknowledging significant events (e.g., executive changes, deaths, political decisions)
- Clarifying an organization’s position quickly
- Making brief announcements that do not require a full press release
- Providing quotes to accompany embargoed news or external stories
They are especially useful in situations where time is limited and messaging must be clear, consistent, and quotable.
What Should I Include in a Press Statement?
A clear and effective press statement should include:
- Headline or Subject Line: A short title summarizing the topic (optional, but helpful).
- Attribution: The full name and title of the person making the statement.
- The Statement Itself: A short paragraph (or two) that delivers the message directly. It should be quotable, accurate, and aligned with the organization’s tone and values.
- Date and Contact Information: Optional, depending on format and use.
- Optional Context: If relevant, include a sentence or two of background after the quote for clarity.
For quote sheets, include:
- The name, title, and organizational role of each person
- A short quote (1–3 sentences) from each person
- Clear labeling of each quote by name and title
Preparing a Press Statement: Step-by-Step Instructions
Follow these steps to write a professional press statement or quote sheet:
Step 1: Identify the Spokesperson and Message
Determine who will be speaking on behalf of the organization and what the core message needs to be. If you’re preparing multiple quotes for a sheet, identify relevant stakeholders (e.g., CEO, project lead, community partner).
Step 2: Draft a Clear, Direct Statement
Use language that is confident, empathetic (when needed), and aligned with the tone of the situation. Stick to one main point per statement. Avoid jargon or overly technical phrasing unless the audience demands it.
Example:
“We are deeply saddened by today’s events and are working closely with local authorities to understand what happened and support all those affected.” — Alex Rivera, CEO
Step 3: Make It Quotable
Statements should sound natural when read aloud or quoted in print. Keep them short—one to three sentences is ideal. Use sentence structure that emphasizes action, clarity, and accountability.
Step 4: Format for Easy Use by Media
Make sure the statement is cleanly attributed and can be easily extracted into news coverage. For example:
Statement from Jordan Patel, Chief Operating Officer, Brightwave Communications:
“Today’s milestone is a reflection of the incredible collaboration between our teams and partners. We’re proud to be leading the way in next-generation media monitoring.”
Step 5: Include Multiple Perspectives (for Quote Sheets)
If you’re issuing a quote sheet alongside a press release or event announcement, gather short quotes from multiple voices—executives, collaborators, clients, etc.—and present them clearly labeled.
Step 6: Get Approvals and Prepare for Release
Confirm that all statements are approved by legal, executive, or HR teams if required. Distribute via email, media alert, or press kit—and be available to follow up if journalists need clarification or interview requests.
Final Tip
Press statements and quote sheets are most powerful when used proactively and strategically. Keep a few pre-drafted templates on file for high-risk or recurring scenarios (e.g., data breaches, leadership changes, community impact events), so your organization can respond with speed and clarity.
*Content on this page was curated and edited by expert humans with the creative assistance of AI.