Best Tools to Use When Writing and Distributing Press Releases

In 2025, writing and distributing press releases is no longer just about crafting a well-worded announcement. It’s about speed, strategy, SEO, multimedia, and global reach—especially for brands in the Caribbean looking to cut through the noise and capture the attention of media across the diaspora and beyond.

At CaribPR, we’ve seen firsthand how the right tools can elevate a press release from a simple notice to a major newsmaker. Whether you’re a startup, a government agency, or an event organizer, here are the top tools you should be using at every stage of your press release campaign:

1. Grammarly + Hemingway Editor (For Polished Writing)

Clear, concise, error-free writing is still the gold standard.

• Grammarly ensures grammatical accuracy, flags passive voice, and helps keep tone appropriate.

• Hemingway Editor improves readability by simplifying complex sentences and highlighting jargon.

Bonus tip: Aim for a Grade 8 reading level or lower to ensure your message is easily understood across global audiences.

2. Ubersuggest or Semrush (For SEO Optimization)

A well-optimized press release can continue driving traffic long after it’s published.

• Ubersuggest (by Neil Patel) is a user-friendly tool that helps identify high-volume keywords and long-tail search terms.

• Semrush offers deeper competitive analysis, backlink tracking, and real-time SEO scoring.

Use Case: A Trinidad-based tech startup can include SEO-rich terms like “Caribbean fintech innovation” to target both regional and international outlets.

3. Canva or Adobe Express (For Visual Content)

In today’s media environment, press releases with strong visuals perform better.
Use Canva or Adobe Express to create:

• Infographics

• Quote cards

• Branded headers

• Event flyers

Why it matters:

Releases that include images or multimedia have a 45% higher engagement rate, according to our partner, CISION PR Newswire, which allows you to get your press releases globally.

CaribPR Wire (For Caribbean + Global Distribution)

CaribPR is uniquely positioned to deliver your news directly to:

• Caribbean and diaspora media

• Global wire services through PR Newswire

• Government, business, and community leaders across the region

Features:

• Multi-country targeting

• U.S. and UK reach with regional relevance

• Built-in editorial review for accuracy and compliance.

• ChatGPT (For Brainstorming and Drafting Support)

  AI isn’t replacing human storytelling—but it’s an excellent co-pilot.
  Use ChatGPT to:

  • Generate draft headlines and lead paragraphs

  • Repurpose press releases into social media posts or blog intros

  • Translate content into multiple languages (with human review)

  Pro Tip: Always human-edit AI-generated text for tone, facts, and brand alignment.

• Mailchimp or Brevo (For Direct Email Pitching)

  Beyond wire distribution, email pitching remains powerful—especially to key media contacts and stakeholders.

  Use Mailchimp or Brevo (formerly Sendinblue) to:

  • Send personalized press release blasts

  • Segment lists (e.g., tourism reporters vs. tech editors)

  • Track open and click rates for better follow-up.

    Google Alerts + Mention (For Monitoring Pickup)

    Don’t just publish—track your impact.

    • Google Alerts can notify you when your brand, headline, or CEO name appears online.

    • Mention offers more robust real-time monitoring across news, blogs, and social media.

    • Final Takeaway: Strategy + Tools = Results

      The power of a press release today lies not just in its words, but in how it’s structured, optimized, distributed, and tracked. These tools empower Caribbean brands to compete globally—on budget and on message.

      Want help crafting your next release or reaching more media?
      Reach out to CaribPR—your PR gateway to the Caribbean and diaspora markets.