Table of Contents
How to Format a Press Release Dateline in Different Styles
Dateline Explained
In press releases, a dateline is the line at the beginning of the release that informs the reader when and where the details were recorded. Usually, it refers to the news’s city or place of origin followed by the date. The dateline provides the reader with a broader understanding of the press release concerning the location and timing of the event.
For instance, if you are announcing a program to be held in Los Angeles on November 20, 2024, the dateline would read:
- LOS ANGELES, LA (November 20, 2024)
The dateline is written just below the headline and before the main body of information of the PR. The dateline allows the readers to evaluate the news’s significance.
- Why Dateline Holds Relevance
The dateline is indispensable because it confirms the news by mentioning when and where it occurred. It gives the news validity and helps the press place it into context, making its geographical and chronological importance clear.
There are two standard techniques for writing a dateline. However, one is typically simpler and more frequently followed: AP style. Let's explore both options.
Unique Styles of Dateline for Press Release
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Datelines in AP Style
- The AP Style (Associated Press) is the most widely recognized and used format in journalism, including press releases.
- It ensures a consistent look and is the simplest format for many media outlets.
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City Names
- The city name should be in all caps, followed by a comma and the state or country.
- For well-known cities, mentioning the state is unnecessary.
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Examples:
- LOS ANGELES (March 1, 2024)
- NEW YORK, NY (Sept. 20, 2023)
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State Abbreviations
- Use precise abbreviations for state names.
- Avoid using ZIP code-style abbreviations.
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Examples:
- Florida → Fla.
- California → Calif.
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Dates
- Use the format: month, day, and year.
- Months should be abbreviated except for May, June, and July.
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Examples:
- (Sept. 20, 2023)
- (March 15, 2024)
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Times
- Times may be included in the dateline, especially for real-time events or different time zones.
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Example:
- (Dec. 31, 2024, 10 a.m. ET)
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Newspaper Style for Datelines
- Before AP Style, press releases followed a newspaper-style format.
- This format places the location first, followed by the date.
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Geographical Specification
- Mention the city's name, followed by the state abbreviation, and then the date.
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Example:
- KANSAS CITY, MO, March 1, 2024
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This newspaper-style practice is becoming rarer but remains acceptable for press releases targeted at specific media or publications.
State Abbreviations and City Names
City names are crucial when creating a dateline. They should be written in all capital letters. If the city is well-known—New York or Los Angeles—the state or area is not always required.
Here’s a quick look at some notable exceptions:
Major Cities (Don’t need a state abbreviation):
- ATLANTA
- BOSTON
- CHICAGO
- NEW YORK
For all other cities, use the state abbreviation and make sure that all abbreviations are specified by the AP. The AP Stylebook maintains the list of abbreviations for each state, and one should always make sure by cross-referencing.
How to Format Dates in AP Style
In an AP-style dateline, dates should always be written in the following format:
Month, Day, Year (no need to add “st,” “nd,” “rd,” or “th”).
- Month: Use an abbreviation of three words for months with lengthier names, such as Sept., Oct., and Dec.
- Day: Use only numbers, with no ordinal suffix (e.g., 1, 2, 3, etc.)
- Year: Always include the full four-digit year.
Examples:
(March 3, 2024)
(Sept. 20, 2023)
Datelines with Times in AP Style
When incorporating time in your dateline, it is placed subsequent to the date, delineated by a comma, and encompasses the time zone.
Example:
(March 15, 2024, 2 p.m. ET)
(Dec. 31, 2023, midnight PT)
Using the correct time zone abbreviations is essential:
- ET = Eastern Time
- PT = Pacific Time
- GMT = Greenwich Mean Time
- CET = Central European Time
How to Compose a Professional Dateline: Formatting Tips
- Keep it Simple: Follow the AP pattern unless there are valid reasons to choose another style.
- Follow Consistency: Keep the press release consistent in format throughout.
- Run a Check: Check again to see if the times, dates, and city names are accurate. A small error in the dateline might spoil the formality of your entire press release.
Grammar Points for Datelines
- Capitalization: Be sure the city is in all caps.
- Location and Date: Always give the location and date in parentheses.
- Brackets and Parentheses: While brackets and parentheses are less common and may present some reading challenges, AP Style allows for either option. Your choices may vary, but it's important to remain consistent throughout.
What If You Have To Change A Dateline?
The date must be changed if the event is rescheduled or the original information is erroneous. A "revised" label in the dateline informs readers that the data has changed.
Create the Ideal Dateline Confidently
Though it might seem inconspicuous, a dateline for a press release is a vital factor in establishing the proper tone for your release. A correctly written dateline gives credibility and professionalism, assuring the reliability of your content among readers and reporters.
Contact experts if you need help writing the ideal dateline or are uncertain how to edit your press release. A trustworthy PR service guarantees that your press release is correctly formatted, clearly written, and aimed at the proper audience for the best effect.
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