Free Public Relations Plan Template
A public relations plan covers onboarding, messaging and materials, media outreach, issue monitoring and response, and reporting and handover.
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A headline lands wrong, a quote gets clipped out of context, and suddenly the week disappears into damage control. The public relations plan board holds the work in one place so pitch lists, approvals, follow-ups, and daily updates don’t end up scattered across docs and inbox threads, leaving you with a clear record of what was said, when, and by who.
The flow starts with sign-off and translation approvers, then moves into drafted messages and bilingual materials before any outreach goes out. Journalists and editors get approached from a targeted list with a reason for each name, replies get logged, and follow-ups keep moving until interviews or corrections are either secured or ruled out. When coverage doesn’t land, the board still captures the outreach log, monitoring hits, and recommendations, so “nothing published” doesn’t mean “nothing happened”. The deep magenta labels under Space Grotesk headings keep the board feeling like approved copy, not hype.
- Onboarding Cards cover background intake, monitoring channels, contact points, and who approves sign-off and translation before anything gets sent.
- Messaging and materials Cards track key messages, bilingual drafts, media kit items, Q&A, stakeholder notes, and spokesperson coaching prep.
- Media outreach Cards capture the pitch list with rationales, tailored emails, reply logging, and follow-ups toward interviews or corrections.
- Issue monitoring and response Cards handle daily monitoring, reactive statement and rapid Q&A drafts, and a daily update with hits and recommendations.
- Reporting and handover Cards wrap up the outreach log and coverage report, debrief outcomes, and archive final bilingual materials and approvals.
Once the board is in your workspace, you add your own dates because the columns carry the order of work rather than a calendar, then assign tasks so every draft, pitch, and follow-up has an owner.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What is on this board
5 columns carrying 19 cards. Adding it builds the whole thing as a project in your workspace, with every column and card in place.
| Column | What is in it |
|---|---|
Onboarding | The column holds cards for collecting background assets, confirming sign-off and translation approvers, and setting monitoring channels and contact points.
|
Messaging and materials | The column holds cards for drafting key messages, bilingual press materials, a media kit, Q&A and stakeholder notes, plus a spokesperson coaching session.
|
Media outreach | The column holds cards for building a targeted pitch list with rationales, drafting tailored pitches, logging replies, and following up for interviews or corrections.
|
Issue monitoring and response | The column holds cards for daily media and social monitoring, reactive statement and rapid Q&A drafts, and a daily client update with hits and recommendations.
|
Reporting and handover | The column holds cards for compiling the outreach log and coverage report, debriefing outcomes and next steps, and archiving final bilingual materials and approvals.
|
What happens when you install it
- A project is created with its board, 5 columns and 19 cards already there.
- Nothing carries a due date, because a board holds the order the work runs in rather than a calendar. The dates go on once you know when the job starts.
- Every card opens as a task with its own description, assignee, dates, subtasks and files, and columns are renamed, reordered or deleted like any other.
Who it is for
PR consultants, in-house communications teams, and founders handling media relations, crisis communications, or thought leadership when messaging needs approvals and outreach needs a trail.
Questions about this project template
What goes in a public relations plan?
A public relations plan usually covers the onboarding steps, the messages and materials that need approval, the media outreach workflow, monitoring and response, and the wrap-up report and handover. The board in this template follows that same flow across its columns.
How do you decide who to pitch in media outreach?
A pitch list works best when every contact has a reason attached, like beat fit, past coverage, audience, or location. The media outreach column includes cards for a targeted list with rationales and for tracking replies and follow-ups.
Do you need PR materials in two languages?
A bilingual workflow matters when journalists, stakeholders, or customers will read and quote the same announcement in more than one language. The messaging and materials column includes cards for bilingual drafts and for confirming who signs off translation.
What do you say when a reporter asks a tough question?
A prepared reactive statement and a rapid Q&A help you answer consistently without inventing new wording in the moment. The issue monitoring and response column includes cards for drafting both, plus a daily update with hits and recommendations.
How do you track PR work if no story gets published?
A clear outreach log and monitoring record shows what was pitched, who replied, what follow-ups happened, and what coverage or mentions came in. The board keeps those cards through reporting and handover so the outcome isn’t reduced to “nothing ran.”
How many tasks are in this public relations plan board?
The board includes 19 cards across its columns, which you can assign to whoever’s doing the work. Dates aren’t built into the board, so you add your own where you need them.
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