How to Write a Damage Controlling Press Release

The public relations department is wholly responsible for establishing and maintaining the companys reputation and ensuring that they swiftly and tactfully deal with crisis situations if or when they occur.

Whether the crisis is completely unexpected and happens out of the blue, or whether its a crisis that the company knew about beforehand but were hoping would never come to light, its about what the companys PR department writes in its damage control press release which will ultimately decide the fate of the companys future with its customers.

The press release is the main tool in any PR departments damage control management kit that can be used for the only purpose of completely turning a companys hellish scenario on its head. This is all well and good for big companies that have the money to provide a good PR department, but what about smaller companies? Some may use the help of a PR company on a consultation basis, but if that is also an unaffordable option then they may have to write one themselves.

So, how do companies write an effective damage control press release? Here are some guidelines on what it should include.

1 – State the facts and speak the truth

The press release needs to provide the public and press with the meaningful facts about the crisis, in response to what may already exist in the press or is about to be released. Denials and fabrications of the truth should be avoided at all costs as this could have serious implications. Be careful if there is the possibility of a possible lawsuit as a consequence of the crisis, or already just because this could irrevocably damage the companys reputation if the truth comes to light at a later date.

2 – Take responsibility

in any case the situation, if the company is responsible for what happened then it is basic that they take responsibility for their actions. already if the crisis is a consequence of the actions of one individual employee, the company should nevertheless shoulder the responsibility so that the public does not think that the company is simply scapegoating or shrugging off the problem in order to keep the brand image squeaky clean.

Not shouldering the responsibility is more likely going to weaken the publics opinion of the company further.

3 – Express concern and take action

The kind of language used is of extreme importance. The company needs to express empathy and concern at just the right level so that their customers, the public, and the press understand that the company is apologetic and concerned about their customers instead of just about the negative impact the crisis is having on their business.

The company needs to explain what appropriate action they are taking in order to bring the crisis to a satisfactory conclusion. If the crisis is one that has resulted in health and safety concerns or has an environmental impact, then the public needs to be reassured of their immediate and future safety. Depending on the character of the crisis, the company should also mention any compensatory measures that they are taking or have in place.

At the end of the damage controlling press release, the company should include positive details about their business in order to remind their loyal customers why they choose to do business with them. The company should also include details about what they have learned from this bad experience and the future proofing steps they are taking or have already put in place to ensure a crisis of that character never happens again.