AP Style Guide

In AP (Associated Press) style, a press release follows a clear, standardized structure designed to read like a news story so journalists can use it easily. It typically opens with “FOR IMMEDIATE RELEASE” at the top, followed by a headline (in title case or sentence case) and a dateline the originating city in all caps and the date leading into the first paragraph (for example, “NEW YORK, May 23, 2026 “). The opening lead paragraph should answer the key questions (who, what, when, where, why, and how) right away, since AP style favors the “inverted pyramid” structure, placing the most important information first. Throughout, you apply standard AP rules: figures for numbers 10 and above, AP date and time formats, the % symbol, and U.S. as an adjective. The release usually ends with a short “boilerplate” about the company and the symbol “###” or “-30-“ centered below the text to signal the end. So the key formatting points to remember: lead with “FOR IMMEDIATE RELEASE,” use a dateline, front-load the key facts, apply AP number and style rules, and close with a boilerplate and an end mark.

Formatting a press release in AP Style involves following a structured format to effectively convey essential information to the media. Key elements include a compelling headline, a concise summary of the news, and clear contact information.

Press release is a written official statement about a particular matter forwarded by its promoters to the media for coverage.

You should be efficient in formatting a press realease. As you know that AP Style is the best formatting guide to format a press release. So, it is better to choose this particular style for making your press release efficient and productive.

Understanding the Purpose of a Press Release

A press release is a formal statement issued by a company or individual to inform the media and public about a specific event, announcement, or development.

The goal is to provide concise, newsworthy information that will attract media attention, ensuring accurate and wide-reaching coverage.

The Importance of AP Style in Press Releases

Using AP Style in press releases lends credibility and consistency to your message. AP Style is the industry standard for journalistic writing, ensuring that your release meets professional media expectations.

Following AP Style improves readability, making it easier for journalists to incorporate your content directly into their stories.

What AP Style Suggests?

The first and foremost point is to ask yourself that the information you got has value in it or not, or is it productive or not?

Now, follow the following steps to learn how to format a press release.

1. If you want your press release to be published immediately, you can write “FOR IMMEDIATE RELEASE” in bold letters at the top left-hand side.

2. After this, you need to write your headline. You should capitalize the first letter of each major word that does not include conjunctions or articles. Your headline should be of one phrase or sentence. After headline, you can write a sub-headline but that is optional. Your sub-headline can be longer than your headline. You just have to expand your headline in your sub-headline.

3. After headline and sub-headline, you should write your city and state, along with the date. For example, ‘Miami, Fla. Sunday, Feb. 5, 2017′.

4. The next step is to write out your text that should not be a story. Remember that you are providing an authentic information to the editor or journalist. So, you have to be very specific while writing your text.

• Your press release should not be more than 400-500 words.

• You should cover the 5 W’s (i.e. Who, What, Why, Where, and When) and it should be your first paragraph. Write all important details.

• Always write in third person. Use of ‘I’, ‘me’ or ‘you’ is unacceptable.

5. After that, you should provide your company’s contact information such as your name, email address, contact number, address. This information will help them to contact you if they want to ask any further questions.

6. At the bottom, you should mention the word ‘END’ that will ensure the reader the end of your press release.

Note: Always use Times New Roman as font face for your press release.

For more information, read our AP Style Numbers and AP Style Titles.

Common Mistakes to Avoid in Press Releases

Common errors in press releases include:

• excessive length,
• lack of clarity,
• and failing to cover essential details like the 5 W’s (Who, What, Why, Where, and When).

Avoid overly promotional language, as press releases should inform, not sell. Always proofread for grammar and format to maintain professionalism and credibility.

What Did You Learn?

By understanding the purpose of a press release, adhering to AP Style guidelines, and avoiding common mistakes, you can craft a clear, professional statement that resonates with journalists and audiences alike.

Remember to keep it concise, cover the essential 5 W’s, and ensure your contact information is accessible. With these tips, your press releases will be well-prepared to make a strong impression in today’s competitive media landscape.

AP Style guidelines for writing time recommend using figures, lowercase abbreviations (a.m. and p.m.), and omitting unnecessary zeros. These conventions ensure clarity and consistency when specifying times in writing.

In AP (Associated Press) style, time is written using numerals with lowercase “a.m.” and “p.m.” (with periods), such as 9 a.m. or 4:30 p.m. never “9:00 a.m.” since the zeros are dropped for on-the-hour times. Use “noon” and “midnight” instead of 12 p.m. or 12 a.m. to avoid confusion. There should be a space between the number and “a.m./p.m.”, and time ranges use the word “to” or a hyphen, like 2 to 4 p.m. For clarity, AP style avoids redundant phrases such as “10 a.m. this morning.” Following these rules keeps your writing clean, consistent, and professional.

Usually, in most of the areas, you do not need to write down the exact time. But there comes some important occasions, for which, you have to specify the time of day.

What AP Style Time Suggests?

1. In the areas where you have to mention the time of day, you should use figures for that. If you are referring noon or midnight then, you have to spell out the whole word (i.e. noon or midnight).

2. You should not capitalize the abbreviations a.m. (for ante meridiem) and p.m. ( for post meridiem).

For example,

• The event will be held at 10 a.m.

3. You should avoid using unnecessary zeroes. Like,

10:00 p.m. (Wrong)

10 p.m. (Correct)

4. Use a.m. or p.m. only once within a sentence. For instance, “7:45 – 10 a.m.”

5. If the time goes from morning into the evening or from the evening into the morning, you should mention both a.m. and p.m. For instance, “7 a.m. – 2:30 p.m.”

6. You have noticed that you should use a colon to separate hours from minutes. Like, 7:45 a.m.

7. If you are referring the units of measurement in time sequences the. You should spell out the whole words i.e. “2 hours, 10 minutes, 20 seconds.”

When to Include the Exact Time in Writing

Typically, AP Style only requires specific times for events or occasions where timing is critical, such as press conferences, meetings, or scheduled broadcasts.

For general contexts, time can often be omitted to keep writing concise and relevant.

Avoiding Unnecessary Zeros in Time Notation

When writing times in AP Style, omit “:00” to simplify the reading. For instance, write “5 p.m.” rather than “5:00 p.m.” unless specific minutes are essential for clarity. This keeps the time clear and to the point.

Formatting Time Ranges with a.m. and p.m.

For time ranges that remain within either the morning or evening, only mention “a.m.” or “p.m.” once, as in “10 – 11:30 a.m.” For ranges that cross from morning to evening, include both, like “8 a.m. – 3 p.m.”

This approach avoids redundancy and improves readability.

Check Out: How Do We Write Percent In AP Style?

Common Errors to Avoid in AP Style Time Formatting

• Avoid common mistakes like capitalizing “A.M.” or “P.M.” and adding unnecessary zeros (e.g., “7:00 a.m.”).
• Remember to spell out “noon” and “midnight” rather than using “12 p.m.” or “12 a.m.,” as these can cause confusion.
• Double-check for these details to maintain a professional AP Style format.

What Did You Learn?

Mastering AP Style time formatting is essential for clear and professional communication.

By knowing when to include exact times, avoiding unnecessary zeros, and formatting time ranges appropriately, you ensure that your writing is both precise and easy to follow. Avoiding common errors, such as incorrect capitalization and misuse of “noon” or “midnight”, will help maintain a polished, credible presentation.

With these tips, you’ll be well-prepared to write time accurately and consistently in AP Style, enhancing the readability and professionalism of your work.

Some of the academic titles examples are,

• Professor
• Chancellor
• Chairman
• President
• Dean, etc.

According to AP Style, you cannot capitalize any academic titles within sentences. Titles should be in lowercase. For example,

1. She has a master’s degree in Computer Science; she should apply as a professor at his own university.

2. The chairman is not allowed to ask questions about our personal life.

Capitalize Academic Titles

You have to remember just one rule through which you can capitalize the academic titles.

You can capitalize an academic title when used before names.

For example,

1. Professor Smith asked us to submit all the assignments before deadline.

2. If you want an appointment with Dean Smith, then I will fix a suitable time for you.

If you are confused in using abbreviations and acronyms, then continue reading the whole post to clear up your mind.

According to AP Style, you cannot use abbreviations everywhere. There are some specific or common areas to use abbreviations and acronyms. AP Style says that an abbreviation or an acronym should be common or well-known enough to be used within sentences. Otherwise, there is no need to use such abbreviations that are not recognized publicly.

For example,

• NATO > This particular abbreviation is universally recognized abbreviation. It means that it is well-known or prominent enough to be used without spelled out first.

However, there are other abbreviations that are well-known but it is necessary to use those abbreviations on second reference. It means that you have to spell out the whole word first, then you can use an abbreviation for that word.

For example,

• FWA> It is necessary to spell out the whole word, first, as Financial Women’s Association that is the full version of FWA. After that, you can use an abbreviation for Financial Women’s Association as FWA on second reference.

Got it?

So, you have to be careful in using abbreviations or acronyms. If you come across an abbreviation or acronym, search it to find out that is it a common abbreviation/acronym or not? If yes, then, should it be used on first reference or on second reference?

Check Out: How Do We Write Academic Titles in AP Style?

Some common abbreviations that you can use without any hesitation

• Mr., Mrs., Ms., Col., Gen., Maj., Rep., etc.
The above abbreviations come before a name like, Mrs. Smith, Dr. John etc.

• Ph.D., Jr., Ltd., Inc., Co., etc.
The above abbreviations come after a name like, Transport Co., Henry Clinton, Ph.D.

• You can use A.D., B.C., a.m., p.m., No. and also months (Jan., Feb., Aug., Sept., Oct., Nov., and Dec.) with figures. You cannot use the given abbreviated months alone or when only the year is mentioned. For example, 9:00 a.m., in 300 A.D., on Sept. 12, 2017, at Street No. 9 etc.

• You can use Ave., St., and Blvd. for numbered addresses. For example, St. No. 7, at 20 Jinnah Ave., etc.

What Did You Learn?

Hence, it is clear that the abbreviations or acronyms that are not common or well-known enough to be recognized quickly should be avoided to be used within sentences.

Using “a” and “an” correctly is essential for clear and effective communication in writing. Although it may seem straightforward, the rules for these articles can be nuanced, particularly when it comes to pronunciation.

A An In AP Style

According to AP style, the use is not so difficult to understand. There is one standard rule that you have to follow.

> You have to use ‘a’ before consonant sounds that are non-vowel sounds. For example,

• A traditional look.

• A one-year old boy.

Note: Though ‘o’ in ‘one’ is vowel, but it sounds like –w in ‘one’. That is why, ‘o’ is taken as a consonant sound.

> You have to use ‘an’ before vowel sounds. The letters a, e, i, o, u represent vowel sounds. For example,

• An optical disc.

• Half an hour later.

Note: ‘H’ in ‘hour’ and ‘N’ in ‘NGO‘ sounds completely like vowels (i.e. ‘h’ sounds like –a and ‘N’ sounds like –e).

‘A’ = Before Consonant Sounds

‘An’ = Before Vowel Sounds

Check Out: How Do We Use Abbreviations and Acronyms in AP Style?

Common Exceptions to the Rules

While the rules for using “a” and “an” are generally straightforward, several exceptions can cause confusion. Here are a couple of key examples.

Words Beginning with a Silent ‘H’: Use “an” before words that start with a silent ‘H’:

• An hour
• An honor

Acronyms Starting with Vowel Sounds: Use “an” before acronyms that begin with a vowel sound:

• An MBA (the ‘M’ is pronounced ’em’)
• An NGO (the ‘N’ is pronounced ‘en’)

Special Cases with Abbreviations

When dealing with abbreviations and acronyms, the rules for using “a” and “an” depend on their pronunciation rather than their spelling.

Acronyms Starting with Consonant Sounds: Use “a” before acronyms that begin with a consonant sound:

• A UFO (the ‘U’ is pronounced ‘yoo’)

Acronyms Starting with Vowel Sounds: Use “an” before acronyms that start with a vowel sound:

• An MRI (the ‘M’ is pronounced ’em’)

What Did You Learn?

The correct use of “a” and “an” hinges on consonant and vowel sounds rather than just the letters themselves. Remember to use “a” before consonant sounds and “an” before vowel sounds, including cases where the initial letter may be a consonant but produces vowel sound.

Mastering these rules will enhance the clarity and professionalism of your writing, ensuring effective communication in various contexts. By paying attention to pronunciation, you can avoid common pitfalls and strengthen your overall writing skills.