How to Write and Distribute a Director Appointment Press Release in Indiana

What goes into a director appointment press release and who needs to see it

A director appointment press release announces a new hire to media outlets, stakeholders, and the public. In Indiana, the format and distribution depend on whether the director role is in state government, a city or county agency, a university, or a nonprofit. The core elements stay the same: who was hired, what they will lead, when they start, relevant background, and a quote from leadership.

The person writing the release is usually the communications or public relations staff member at the organization. If your organization does not have a dedicated PR person, this task often falls to the executive director, city clerk, or human resources manager. The release itself is a short document — typically 300 to 500 words — that you send to local news outlets, post on your website, and share with internal staff before the public announcement.

Timing matters. Most organizations send the release on the same day the new director's start date is announced internally, or a few days before their first day. This prevents rumors and gives media time to pick up the story before the director walks through the door.

Key Takeaways

• A director appointment release includes the hire's name and title, the organization's name, their start date, a brief biography, and a quote from the hiring executive.
• In Indiana, send the release to local newspapers, TV stations, radio news departments, and relevant trade publications or industry newsletters on the same day you announce internally.
• The release should be 300 to 500 words, written in third person, and formatted with a headline, dateline, and body text followed by contact information.
• Post the release on your organization's website and social media accounts at the same time you send it to media, so the announcement is public and searchable.
• Include a brief biography of the new director that highlights relevant experience, education, and any previous roles in Indiana or the same field.

The structure and content of the release itself

Start with a headline that names the new director and the position. Examples: "City of Indianapolis Names New Parks Director" or "Indiana University Appoints New Vice President for Research." The headline should be clear and specific — avoid vague language like "Leadership Change Announced."

Below the headline, add a dateline with the city and date: "Indianapolis, IN — January 15, 2025." Then open with a single paragraph that answers the core facts: who was hired, what organization, what title, and when they start. This paragraph should be one or two sentences and should stand alone as a complete announcement.

The second and third paragraphs provide context about the role and the organization. Explain what the director will oversee, any recent changes or priorities in that department, and why this hire matters. If the role was vacant for a period, you can mention that. If the organization is undertaking a strategic initiative, connect the new director to it.

Include a biography paragraph that covers the new director's education, previous roles, and relevant accomplishments. Keep it to four or five sentences. If they have Indiana ties or previous experience in the state, highlight that. If they have worked in the same field or industry, mention it.

Quotes and attribution in the release

Include one quote from the hiring executive — usually the mayor, city manager, university president, board chair, or executive director. The quote should be brief, personal, and explain why this person was chosen. A strong quote sounds like something a real person would say, not corporate boilerplate. Weak: "We are excited to welcome this talented leader to our team." Strong: "Sarah brings fifteen years of experience managing large municipal budgets, and she understands the specific challenges facing mid-sized Indiana cities."

You may also include a quote from the new director themselves, thanking the organization and expressing enthusiasm for the role. This quote should be genuine and specific to the organization or community, not generic. Keep both quotes to two or three sentences each.

Where to send the release in Indiana

Identify the media outlets that cover your organization or region. For a city or county hire, send to local newspapers, TV news stations, and radio news departments in that county and neighboring counties. For a state agency, send to statewide outlets and Indianapolis-based media. For a university, send to education reporters at major papers and to higher education trade publications.

Indiana's largest newspapers with statewide reach include the Indianapolis Star, the Fort Wayne Journal Gazette, and the South Bend Tribune. Many smaller cities have their own daily or weekly papers. Look up the newsroom contact or assignment editor email on each outlet's website. Some outlets have a tips line or news submission email; use that if available.

Beyond traditional media, send the release to any relevant professional associations or industry newsletters. If the director is joining a health department, send it to Indiana health officer networks. If it is a library director, send it to the Indiana Library Federation. These groups often share announcements with their members.

Formatting and sending the release

Format the release as a plain text email or a simple Word document. Use a clear subject line: "FOR IMMEDIATE RELEASE: [Organization Name] Appoints New [Title]." At the top of the document, write "FOR IMMEDIATE RELEASE" in all caps, followed by the dateline.

Keep paragraphs short — two to three sentences each. Use active voice and avoid jargon specific to your field unless it is essential. End the release with a short paragraph about the organization itself (called a "boilerplate"), which describes what the organization does, where it is located, and its mission. This gives reporters context if they are unfamiliar with your organization.

At the very end, include contact information: the name, title, phone number, and email of the person reporters should contact with questions. This is usually the communications director or public information officer. Make sure that person is available to respond on the day you send the release.

Posting the release on your website and social media

Post the full release on your organization's website, usually in a "News" or "Press Releases" section. Create a simple web page with the headline, dateline, and full text. Include a photo of the new director if one is available — this increases the chance that news outlets will use the announcement.

Share the announcement on social media accounts — Facebook, LinkedIn, and Twitter or X. You do not need to post the entire release; a short summary with a link to the full text works well. Example: "Please join us in welcoming [Name] as our new Director of [Department]. [Name] brings [X years] of experience in [field]. Read the full announcement here: [link]."

Send the release to media and post it online on the same day. This ensures that the announcement is public and searchable before reporters start calling, and it prevents the story from being scooped by internal rumors or social media chatter.

What to include in the biography section

The biography should be concise but substantive. Include the director's previous title and organization, the number of years they have worked in the field, their education (degree and institution), and one or two specific accomplishments or initiatives they led. If they have worked in Indiana before, mention that. If they have published work, received awards, or served on boards, include those if they are relevant.

Avoid listing every job the person has held; focus on the most recent and most relevant roles. If the new director is coming from outside Indiana, a sentence about why they chose to move to the state can be effective. Example: "She is drawn to Indiana's commitment to public education and excited to contribute to the state's education goals."

Common mistakes to avoid

Do not oversell the hire or make claims you cannot back up. Avoid phrases like "visionary leader" or "transformational change" without specific examples. Do not include salary information unless your organization is required to disclose it. Do not mention other candidates or the search process unless there is a specific reason to do so.

Proofread carefully. Check the new director's name spelling, title, and start date multiple times. Verify the organization's official name and any acronyms. Have someone else read it before you send it out — a fresh set of eyes catches errors.

Do not send the release before the new director has been informed and has agreed to the announcement. Do not send it to media before it is posted on your website and shared internally with staff. Reporters may call your organization with questions, and you want your team to know about the hire before they hear it from the news.

Frequently Asked Questions

Should I include the new director's salary in the press release?

Only if your organization is required to disclose it. Public agencies in Indiana must make salary information available under public records law, but you do not need to include it in the press release itself. If a reporter asks, provide the information, but do not volunteer it in the announcement.

What if the new director is an internal promotion?

The release should still follow the same format. Highlight the director's previous role and accomplishments within the organization, and explain why they were chosen for the promotion. Include a quote from leadership about their readiness for the new position. Internal promotions are often good news stories because they show career growth and institutional knowledge.

How long should I wait before sending the release if the director's start date is weeks away?

Send the release one to three days before their first day, or on the day you announce the hire internally — whichever comes first. If the start date is many weeks away, wait until closer to that date so the news is timely. Announcing a hire too far in advance can bury the story and reduce media interest.

Do I need to send the release to national media outlets?

Only if the hire is significant at a state or national level — for example, a new director of a major state agency or a university president. For most city, county, or organizational hires, focus on local and regional media. National outlets rarely cover routine director appointments unless there is a broader story angle.

What if no media outlets pick up the story?

That is common and not a reflection on the quality of the release. Local media receive dozens of press releases each week and cover only a fraction. The release still serves a purpose: it is on your website, it is searchable, and it is available to anyone who looks for information about your organization. You have created a public record of the announcement.