Media use, not website copy
Customer Quotes for Press Release Approval
A customer quote in a press release goes out under a named executive, to journalists, on a fixed date. That is a bigger ask than a website testimonial, and it usually has to clear the customer’s own communications team. These emails cover the four moments: the first ask, the draft for approval, the embargo, and permission to reuse the quote afterwards.
- Start from the customer’s own words
- Draft, approval and embargo in writing
- Separate yes for reuse on your site
Email builder
Write each press quote email
Choose the stage you are at. The draft and embargo emails assume your announcement has a fixed release date; put it in the date field.
- Would you be quoted?
Subject: Would [Bluefin Logistics] be part of our announcement?
Hi [Dana], On [Tuesday 3 March] we are announcing [our new routing feature], and [Bluefin Logistics] is one of the customers who has used it most. Would [Dana Ruiz, Head of Operations] be willing to be quoted in the press release? To make it easy: if you share a few sentences in your own words through this link, we will shape them into a two-sentence quote and send it back for your approval. Nothing goes out without your written sign-off. [collection link] If your communications team needs to be involved from the start, let me know who to copy. [Jo]
Emails are assembled in your browser. Nothing you type is stored or sent.
The problem, solved
Where press quotes go wrong, and how StoryProof helps around them
StoryProof does not write or distribute press releases. It helps you start from real words and keep them for later use.
- Problem 1
We invented the quote and they hated it
A quote written from scratch by your PR team sounds like your PR team. The customer’s comms team rewrites it, or refuses.
How StoryProof solves it
Send the collection link first. The customer writes a few sentences, records a video or leaves an audio note in the browser, and you shape the quote from their own words.
- Problem 2
Their notes leaked onto our site early
Raw notes for an embargoed announcement must not appear anywhere public before the release date.
How StoryProof solves it
Nothing a customer submits goes public until you approve it, so their notes can sit in StoryProof privately until launch day or for good.
- Problem 3
We emailed the wrong person
The champion agreed, but the executive being quoted and the comms approver are two other people.
How StoryProof solves it
Keep the champion, the executive and the approver as contacts in StoryProof, so the next announcement starts from the right names.
- Problem 4
Nobody knows what the quote is cleared for
Six months later, sales finds the quote and puts it in an ad, though it was approved for the release only.
How StoryProof solves it
Tag the testimonial with what it is cleared for, such as press only or press and website. Tags are on every plan.
- Problem 5
The quote vanishes after launch week
A strong executive quote is used once in a release and never seen again, even with permission to reuse it.
How StoryProof solves it
Once reuse is agreed and the testimonial is approved, add it to the widgets on your site or your Wall of Love page.
Press quote process, before and after
Without a process
- PR drafts a quote nobody at the customer said
- Approval chased by phone the day before release
- Customer posts about it a day early
- Quote reused in an ad with no permission
With the four emails
- Quote shaped from the customer’s own submission
- Draft sent with a deadline days before release
- Embargo date stated in writing
- Reuse agreed separately and tagged
In StoryProof
From first ask to reuse
Step 1 of 5
Collect their own words
Send the collection link with two prompts tied to the announcement. Their submission stays private.
Step 2 of 5
Draft and send for approval
Shape two sentences from what they sent and email the draft with a deadline well before the release date. Expect edits from their comms team.
Step 3 of 5
Send the final release under embargo
Share the full release with the approved quote and the embargo date, so the customer knows exactly what will be published and when.
Step 4 of 5
Ask about reuse and tag the answer
After launch, ask whether the quote may appear on your site or in sales material. Tag the testimonial with the answer.
Step 5 of 5
Show it, if they said yes
Approve the testimonial and add it to the widgets where it belongs.
Before you start
What StoryProof does not do here
No press release tools
StoryProof does not draft, host or distribute press releases. Use your wire service or PR tool for that.
No approval tracking
The customer’s sign-off arrives by email to you. StoryProof stores their submission and your tags, not the approval thread.
The drafted quote is your text
StoryProof holds what the customer submitted. The polished two-sentence quote you wrote lives in your release, not as their testimonial.
Embargoes are kept by people
StoryProof keeps unapproved submissions private, but it cannot stop a customer posting early. State the embargo date in writing.
FAQ
Questions people ask
Short answers to what usually comes up next.
Is it normal to write the customer’s press release quote for them?
It is common for the announcing company to draft it, but it should come from things the customer actually said, and they must approve it word for word. Starting from their own submission makes approval much faster.
How long should a customer quote in a press release be?
Usually one to three sentences. It should say why the news matters to them, in plain language, not repeat the headline.
How much time should I leave for approval?
Ask for approval a few working days before the release date, and longer for a large customer whose communications or legal team will review it.
Can I use the press release quote on my website?
Only if the customer agrees. Approval for an announcement does not automatically cover your site, ads or sales material, so ask separately once the news is out.
Still have a question? Ask the StoryProof team or book a demo.
Start every press quote from real words
Collect what your customer actually thinks, keep it private until you decide, and reuse it when they agree. No credit card needed to start.
Last updated 2026-11-11.