What is Media Relations? Full Explainer & Guide [For 2025]

So, you want journalists to talk about your brand? You’re going to need media relations! But what does that actually mean?

This guide will explain how media relations works, why it matters, and how you can get started, whether you choose to manage it yourself or hire a PR agency.

Media relations is about building and maintaining relationships with journalists and other media contacts with the goal of securing coverage. It involves proactive communication, pitching stories, and responding to media inquiries.

Though media relations is a key component of public relations (PR), they’re still two distinct beasts. PR encompasses a broader range of activities, including brand reputation management, crisis communication, and internal messaging, while media relations specifically refers to securing earned media coverage.

How it works:

• Press releases: A formal way of sharing newsworthy updates, such as product launches, company milestones, or executive hires, with journalists. A well-crafted press release includes a compelling headline, key details, and quotes from relevant stakeholders
• Media outreach: The process of actively reaching out to journalists, reporters, and editors with unique story angles. This can include personalized emails, social media engagement, and direct messaging to ensure your pitch stands out
• Interview coordination: Arranging interviews with company spokespeople, executives, or subject matter experts to provide insights, commentary, and in-depth perspectives. Coordinating these interviews effectively ensures news media coverage aligns with the brand’s messaging and goals

That said, these days those lines can get a bit blurred, so often you'll see a lot of overlap between media relations and other areas of PR and even marketing. That doesn't mean it's a good idea to get those things mixed up.

We'd always recommend working out your company goals, then working backwards from there to plan out a PR strategy that helps you achieve those goals with your target audience, and then hiring in-house or an agency to work out the campaigns and tactics you'll use to get there.

Media relations is a subset of PR, focusing solely on earned media, i.e. coverage that isn’t paid for. It’s about securing press mentions and features in reputable publications through strategic journalist engagement.

PR, on the other hand, includes a broader range of activities that shape and manage a brand’s overall reputation. These include:

• Branding and messaging strategy: Crafting the brand’s voice, key messages, and value proposition to create a consistent image across all communication channels.
• Crisis communication: Managing negative press, responding to public relations crises, and mitigating damage to the brand’s reputation in times of controversy.
• Internal and corporate communication: Ensuring that employees, stakeholders, and the public receive clear, aligned messages regarding company policies, culture, and objectives.

If you're thinking there's overlap there, then you're right. The important thing is that the whole system works seamlessly together.

For example, imagine a software company preparing to launch a new cybersecurity product. Their media relations strategy might involve pitching journalists to secure articles in tech publications. Meanwhile, their broader PR efforts involve developing an internal communications strategy to educate employees about the launch, engaging influencers to generate buzz, and preparing crisis communication responses in case of security vulnerabilities.

Earned media coverage offers credibility that paid advertising cannot match. Here’s why media relations is essential:

• Builds trust: People trust journalists more than ads or advertorials, so positive coverage can build a brand’s reputation for legitimacy and reliability (and poor coverage can do the opposite)
• Increases brand visibility: Media coverage in high-profile publications exposes your brand to a larger audience, building awareness and attracting potential customers
• Attracts investors and partners: Positive media attention can serve as a powerful tool for securing funding, forming strategic partnerships, and gaining stakeholder confidence

Strong media relations come down to knowing who to pitch, how to pitch them, and when to follow up. PR professionals play a crucial role in executing these best practices and maintaining effective communication with journalists.

Here are a few ways to improve your approach and build better relationships with journalists.

• Pitch niche publications – Focus on industry-specific outlets where readers are more likely to care about your story, rather than casting a wide net
• Personalize your pitch – Show journalists you’ve done your homework by referencing their past work and explaining why your story is a good fit for them
• Follow up the right way – If you don’t get a response, a brief, polite follow-up after a few days can help, but avoid bombarding journalists with emails (learn more about how to follow-up on a pitch)
• Keep it clear and relevant – Journalists get countless pitches, so make yours short, engaging, and to the point
• Respect journalist preferences – Know their beat, how they like to be contacted, and what types of stories they actually cover before reaching out

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Decide what you want from media coverage – is it brand awareness, investor interest, industry credibility, customer acquisition? Set measurable objectives, like getting a specific degree of reach among a niche audience.

Research journalists and publications in your industry. Focus on outlets where your audience is most active, and track where competitors are being featured. These can include news sites and online magazines, as well as blogs, podcasts, video series and so on. Including print media outlets in your media targeting strategy can also help you reach a broader audience offline.

Keep it personal, concise, and relevant. Reference the journalist’s past work and explain why your story matters. For example...

Subject: Exclusive Story Opportunity on [Topic]
​​
​Hi [Journalist’s Name], I enjoyed your recent article on [related topic] and thought you might be interested in [your news]. We’re launching [event], and I’d love to offer you an exclusive first look. Would you be open to a quick chat?
​​
​Best,
​[Your Name]

Don’t just pitch – engage with journalists on social media platforms, comment on their articles, and offer useful insights. Understanding your target audiences and theirs is crucial to building stronger connections and securing better media coverage in the long run.

Use media monitoring tools to track coverage and engagement. Identify which pitches worked and refine your media strategies based on what gets results.

1. Mass emailing generic pitches: Journalists can quickly identify impersonal pitches and often disregard them. Always take the time to personalize your message based on the journalist’s work and interests
2. Ignoring journalist preferences: Each journalist has a specific niche and preferred format for pitches. Research their past work, read their guidelines, and align your pitch with their coverage area
3. Not following up: Journalists receive hundreds of emails daily, and your pitch may get lost. A well-timed follow-up can significantly improve response rates. However, be respectful – don’t bombard them with repeated messages
4. Focusing only on your brand: Journalists are interested in stories that fit broader industry trends. Tie your pitch to a larger movement, recent news, or a compelling problem your brand is solving

You can easily follow up on campaigns with Prezly’s media relations tools and resources.

Working with the press is a big part of media relations, and it requires a strategic approach if you want to build and maintain mutually beneficial relationships with media professionals. Here are some tips to help you make it work:

• Understand what journalists need – Research their beats and interests so you can pitch relevant, newsworthy stories that will help save journalists time
• Respond quickly – Journalists work on tight deadlines. A fast, helpful response makes you a reliable source
• Offer exclusive content – Giving early access or unique insights makes your story more appealing
• Be professional and respectful – Treat journalists as partners, not as a means to an end
• Follow up the right way – If you don’t hear back, send a short, polite follow-up, but don’t overdo it
• Provide value – Offer useful data, expert commentary, or trend insights to position yourself as a go-to resource
• Think long-term – Focus on building lasting relationships, not just securing one-off stories
• Stay informed – Keeping up with industry trends helps you pitch timely, relevant stories

By working with journalists in a thoughtful, professional way that benefits you both, you’ll increase your chances of media coverage and build lasting connections based on trust.

If you have media experience and industry connections, managing media relations yourself can save money. ​ But if you’re short on time or unsure how to navigate the media, hiring a PR agency can help you work out the best strategy for your goals and get the right results faster. Here are a dew things to consider.

• You’re launching a product and need media coverage
• You want to attract investors or announce funding
• Your competitors are getting press, but you aren’t
• You need to manage a crisis or negative publicity
• You lack media connections or PR expertise
• You want to build relationships with key journalists
• Your brand needs stronger media presence or thought leadership
• You’re expanding into a new market and need visibility
• You have a major company announcement requiring broad coverage
• You need consistent press outreach but lack the time or resources

Agencies tend to have strong, long-standing relationships with a whole array of journalists, editors, and influencers within specific industries. These established connections help them to secure media exposure much faster and more effectively than in-house teams building these relationships up from scratch.

No one, not even an agency, can guarantee you coverage just because they know someone who knows someone. The reason that a history of media relationships matters is because it proves that the agency you're working with understands who to pitch for what story, and has a whole roster of contacts who trust them to find that right fit rather than wasting their time with irrelevant pitches.

Who you know is particularly valuable for securing high-profile placements in major publications or niche outlets where the media landscape is highly competitive.

PR agencies bring years of expertise in media relations and communication strategy. They don’t just send out press releases willy-nilly (well, the good ones don't). They craft comprehensive media campaigns that are aligned with your business goals. They understand how to position your brand or product, choose the right media channels, and create compelling story angles.

This strategic approach is what makes your media relations efforts cohesive, targeted, and as impactful as possible, with the bonus of saving you time by handling the heavy lifting of campaign execution.

Agencies often have access to (and experience using) advanced tools and media databases that let them track journalists, coverage, and trends in real-time. These tools can help identify the best media contacts for specific stories, monitor the performance of campaigns, and refine your messaging based on data.

Understand how your media contacts are engaging with your pitches and press releases with Prezly.

PR agencies often specialize in specific industries, such as tech PR agencies, healthcare PR, finance, or lifestyle. It’s important to choose an agency with a proven track record in your sector because they will understand your market, your target audience, and the media landscape specific to your industry.

Agencies with industry experience also tend to have pre-existing relationships with key journalists and influencers, which can be a major advantage when trying to secure media coverage.

Before selecting an agency, review their client testimonials, case studies, and examples of previous media placements. This will give you a sense of their ability to execute successful media relations campaigns.

Look for agencies that have secured coverage in high-profile publications relevant to your business (that doesn't always mean the biggest paper – it can be a well-respected publication in a tiny targeted niche).

It’s crucial to find an agency that not only understands your industry but also shares your brand’s values and goals. A good agency will take the time to learn about your brand, your mission, and your vision to ensure they communicate your message accurately and authentically. Make sure they understand your long-term goals so you can work together on building a comms strategy that helps you achieve them.

The agency should also be aligned with your communication style and brand tone, since they'll be the ones representing you to the media and the public.

It’s also helpful to speak with current or past clients to get feedback on their experience working with the agency, the results they achieved, and their satisfaction with the agency’s approach and communication.

A PR agency should be able to think outside the box and provide fresh, new ideas for how to tell your brand’s story. Look for agencies that are proactive, creative, and able to generate unique story angles. Take the time to check out their past campaigns, and how these changed public perception for the brands they worked with.

Their ability to develop compelling narratives and engaging media materials can make the difference between securing one-off placements and building long-term, meaningful media relationships.

Media relations requires patience, persistence, and strategy. Whether managing it in-house or hiring an agency, the goal remains the same: building relationships, growing brand reputation, and earning media coverage.

Prezly makes it easy to manage and scale your media outreach.

• Keep media contacts organized and nurture journalist relationships
• Send personalized, multimedia press releases and pitches
• Track press coverage and campaign performance in one place
• Follow up with your media contacts to stay on their radar

Try Prezly free for 14 days and see how much smoother media relations can be.