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What Does a PR Firm Do? The Work

Updated September 2026 · Written and maintained by the Progression Agency strategy team

A public relations firm’s product is access, judgement and preparation. It finds the journalists who cover your world, works out why a story about you would matter to their readers rather than to you, prepares the people who will be asked hard questions, and then has no control whatsoever over whether anything gets published. That last clause is the whole discipline. It is why PR is bought on a retainer rather than per placement, why it takes three to six months to show anything, and why a firm promising you a named outlet by a named date is describing advertising.

The short answerA PR firm does media relations, message development, spokesperson preparation, press materials, crisis planning, and award and speaking submissions. It does not guarantee placements, remove negative coverage, or buy favourable stories. You are paying for relationships you do not have, judgement about what is and is not a story, and someone who has run the crisis before. Expect three to six months before coverage becomes steady, a retainer between roughly $4,000 and $25,000 a month depending on scope, and measurement built on share of voice and message pull-through rather than a count of clippings.

What a PR firm actually does
A public relations firm sells access, judgement and preparation. It does not sell placements, and any firm that promises a specific outlet by a specific date is describing advertising.

The six things a PR firm actually does

Answer first: media relations, message development, media training, press materials, crisis planning, and awards and speaking. Everything else an agency offers is usually one of these six under a different name, or it is a different discipline being sold alongside.

Media relations — Service. Pitching, relationships, timing.
Message development — Service. What you say before you say it.
Media training — Service. The interview is the deliverable.
Press materials — Service. Releases, backgrounders, fact sheets.
Crisis planning — Service. Written before it is needed.
Awards and speaking — Service. Slow, credible, under-used.

Media relations is a relationship business, not a mailing list

The valuable part is not the contact database, which anyone can buy. It is knowing that a particular reporter has covered this beat for six years, wrote something contradicting your angle last month, and does not respond to anything sent after Wednesday. That knowledge is what the retainer buys, and it is why agencies are reluctant to name their journalist relationships in a pitch meeting.

Message development happens before anyone is contacted

Most failed PR programs fail here rather than in the pitching. If the organization cannot state in one sentence what it does and why that is different, no amount of outreach fixes it. A good firm spends the first month on this and clients frequently find it frustrating.

Media training is where the money is made or lost

A placement is only as good as the interview inside it. Executives who have not been prepared will answer the question they wish had been asked, speculate about things they do not know, or deliver a quotable sentence they did not intend. The preparation is unglamorous and it is the highest-leverage hour in the process.

Press materials are infrastructure, not deliverables

A newsroom, an accurate fact sheet, current executive bios and usable photography exist so that a journalist on deadline can verify something at 6pm without calling anyone. Their value shows up as errors that never happen and stories that were not dropped.

Crisis planning is written in calm

A holding statement drafted while nothing is wrong is worth more than a war room assembled after something is. Firms that only sell crisis response, rather than crisis planning, are selling the expensive half.

Awards and speaking are slow and under-used

Submissions are administrative, deadlines are months out, and the payoff is credibility that compounds. Because none of it produces a clipping this quarter, it is the first thing cut and frequently the thing that would have mattered most in two years.

What a PR firm does not do, and cannot

Answer first: it cannot guarantee a named outlet, cannot remove coverage that already exists, and cannot buy a favourable story without disclosure. Anyone offering these is either misdescribing paid media or promising something outside their control.

What is genuinely inside a PR firm's remit
The three rows marked no are the ones prospective clients most often expect. A firm that agrees to any of them is either misdescribing paid media or promising something it cannot deliver.
Guaranteed placements — Not a service. That is advertising.
Removing coverage — Not a service. Not within anyone's gift.
Buying reviews — Not a service. FTC exposure, and it reads false.
Undisclosed sponsorship — Not a service. Disclosure is not optional.
Fixing a bad product — Not a service. PR accelerates what is true.
Instant results — Not a service. Three to six months, honestly.

Why guaranteed placements are a red flag

Editorial decisions belong to editors. Where a placement genuinely is guaranteed, money changed hands, and under the FTC’s endorsement guidance material connections of that kind have to be disclosed. That is a legitimate product — it is called sponsored content — but it is not earned coverage and it should never be priced or presented as though it were.

Why negative coverage cannot simply be removed

A published article belongs to the publisher. A firm can seek a correction where something is factually wrong, can supply context, and can work on what ranks around it. It cannot have a story taken down because a client dislikes it, and a firm implying otherwise is describing either a legal threat or a reputation-management service that mostly does not work.

PR accelerates what is already true

This is the least welcome thing an agency can say in a pitch and the most useful. Coverage of a product people dislike spreads dissatisfaction faster. Where the underlying problem is the product, the service or the leadership, communications makes the situation more visible rather than better.

How PR differs from advertising, content and influencer work

Answer first: control and credibility trade against each other almost exactly. You write every word of an advertisement and readers know it; you write none of a news story, which is precisely why it carries weight.

PR against the disciplines it is confused with
Control and credibility trade against each other almost perfectly. You can write every word of an advertisement, and readers know you did; you cannot write a word of a news story, which is exactly why it carries weight.
The disciplines compared on what actually distinguishes them
Who controls the wordsWhat it costsHow fastWhy a reader trusts it
Earned PRThe journalistRetainer for timeSlowA third party chose to publish it
AdvertisingYouPer impression or clickImmediateThey do not, particularly
Sponsored contentYou, with disclosurePer placementFastLess, because it is labeled
Content marketingYouProduction timeSlowIt is useful to them
Influencer marketingSharedPer creatorFastThey trust the creator, not you
Analyst relationsThe analystRetainer or feeSlowInstitutional credibility
Owned newsroomYouBuild onceImmediateIt is the primary source

The two are not alternatives

Organizations that treat PR and advertising as competing budget lines usually underperform at both. Earned coverage supplies the credibility that paid distribution then amplifies, and paid distribution puts earned coverage in front of people who would never have encountered it.

What happens between a pitch and a published story

Answer first: research, angle, pitch, silence, a reply, preparation, the interview, and publication on the outlet’s schedule. Six of those eight steps are invisible to the client, which is why the work is difficult to value from the outside.

What happens between a pitch and a published story

Silence is the normal response

The large majority of well-researched pitches to well-chosen journalists receive no reply. This is not a sign of failure and it is not usually a sign of a bad pitch; it is the base rate of a channel where one reporter receives a great many approaches a day. Firms that hide this set clients up to be disappointed by an ordinary month.

The reply is usually a hard question

When a journalist does engage, the first thing they generally want is the part of the story you were hoping to leave out. Having a prepared, honest answer is the difference between a good piece and a defensive one, and it is why the preparation step sits where it does.

What a PR firm costs and why it is a retainer

Answer first: roughly $2,500 a month for a freelance publicist up to $25,000 and beyond for a national consumer program. It is a retainer because the firm controls the research, the pitch and the preparation but never the editor’s decision, so it cannot honestly sell an outcome.

What PR retainers typically cost per month
Retainers buy time and access, not outcomes. The reason PR is sold this way rather than per placement is that the agency controls the pitch and the preparation but never the editor’s decision.
What sits inside a retainer at different levels
LevelRoughly per monthTypically includesTypically excludes
Freelance publicist$2,000-$4,000One beat, limited pitchingCrisis cover, training
Boutique firm$4,000-$8,000Media relations, materials, some contentEvents, analyst relations
Mid-size regional$8,000-$15,000Adds content, events, awards24-hour crisis cover
National consumer$15,000-$30,000Broad outreach, larger teamPaid media
Crisis standby$5,000-$12,000Availability and a written planOrdinary media relations
Project engagement$10,000-$40,000 totalOne launch or one campaignAnything after it ends

Project work rarely produces earned coverage

A three-month project is barely long enough to build the relationships the coverage depends on. Project engagements make sense for a defined event — a launch, a funding announcement, a crisis — and much less sense as a way to test whether PR works, because the test almost always concludes before the answer arrives.

How long it takes before anything happens

Answer first: three to six months before coverage becomes steady, with the first placements usually in trade press rather than national outlets. Anyone promising national coverage in month one is selling something else.

A realistic first six months with a new PR firm

Trade press first is a good sign, not a consolation

Trade coverage reaches the people who buy from you, is read by the journalists who write for bigger outlets, and is far easier to earn. A program that starts in the trades and works outward is behaving correctly; one that goes straight for a national feature is usually chasing something for the client’s board rather than for the business.

What you have to supply for it to work

Answer first: fast answers, genuine access to executives, bad news shared early, and quick approvals. Agencies fail more often on client silence than on bad pitching, and this is the part no retainer can buy.

Answer within the news cycle — Client side. Hours, not days.
Give real access to executives — Client side. Ghost spokespeople fail.
Share bad news early — Client side. Agencies cannot defend surprises.
Approve materials quickly — Client side. Approval delay kills stories.
Bring the agency in before decisions — Client side. Not after.
Accept that pitches fail — Client side. Most of them do.

Approval delay is the most common cause of a lost story

A journalist working to a deadline will not wait two days for a quote to clear legal. Where approvals genuinely need several people, agree in advance who can sign off within the hour and what they are permitted to sign off on.

Surprises are unrecoverable

An agency that learns about a problem from a reporter cannot defend you. Sharing bad news early, internally, is the single most valuable habit a client can have, and it is the one most often absent.

How to judge whether it is working

Answer first: share of voice against named competitors, whether your framing survived into the copy, the quality rather than the count of outlets, referral behavior, and enquiries that cite coverage. A clip count measures activity, not effect.

Share of voice against rivals — Measure. Comparative, not absolute.
Message pull-through — Measure. Did your framing survive.
Quality of outlet, not count — Measure. One trade beats ten aggregators.
Referral traffic and its behavior — Measure. Did anyone act.
Inbound enquiries citing coverage — Measure. Ask on every call.
Search visibility for your name — Measure. Coverage moves it.
Measurement worth using, and what each one tells you
MeasureWhat it answersHow to collect itWhat a bad number means
Share of voiceAre we present where rivals areTrack named competitors monthlyWrong beats, or nothing to say
Message pull-throughDid our framing surviveRead the coverage against the platformThe message is not landing
Outlet qualityDoes the audience matterJudge by readership, not domain metricsVolume is being chased
Referral behaviorDid anyone actAnalytics on coverage linksCoverage is not reaching buyers
Enquiries citing coverageDid it produce demandAsk on every enquiryReach without relevance
Search visibility for your nameDid it move the recordTrack branded queriesCoverage is thin or old
Spokesperson readinessAre we preparedCount trained, in-date executivesInterviews are a risk

Advertising-equivalent value is not a measurement

Pricing a piece of coverage as though it were the advertising it displaced misstates both. It ignores that nobody would have bought that space, that the credibility differs entirely, and that a hostile mention would score positively. Firms still quoting it are describing effort, not effect.

What a PR agency does month to month, week to week

Answer first: the rhythm is roughly a third relationship work, a third preparation, and a third reacting to things nobody scheduled. Asking what does PR agency do on an ordinary Tuesday is a more useful question than asking what it delivers in a quarter.

A typical month inside a PR retainer
CadenceActivityWho it involvesWhat it produces
DailyMonitoring coverage and rival mentionsAccount executiveEarly warning, share-of-voice data
DailyResponding to journalist queriesAccount leadQuotes, data, interviews
WeeklyPitching a specific angle to specific reportersAccount leadMostly silence, occasionally a story
WeeklyClient call and approvalsBoth sidesUnblocked materials
MonthlyMedia map refreshAccount teamNew beats, staff changes at outlets
MonthlyReportingAccount directorShare of voice, pull-through, enquiries
QuarterlyAward and speaking submissionsAccount teamCredibility that lands months later
As neededCrisis responseSenior teamThe reason the retainer exists

The unscheduled third is what the retainer really covers

A journalist calling at four on a Friday about something you did not know was a story is not an exception; it is the recurring case the arrangement is designed for. Firms priced purely on planned activity tend to handle it badly, because nothing in the scope pays for it.

Agency or in-house?

Answer first: in-house is cheaper at steady volume and knows the business better; an agency has a broader media map and surge capacity for the weeks nobody scheduled. Most organizations past a certain size end up with both.

In-house — Cheaper at steady volume. One salary, no margin.
In-house — Knows the business deeply. No ramp-up.
In-house — Narrow relationships. One person's contact list.
Agency — Broader media map. Many beats at once.
Agency — Surge capacity. Crises are not scheduled.
Agency — Costs more per hour. You are buying access.
Where each one is genuinely stronger
In-houseAgency
Cost at steady volumeLowerHigher
Depth of business knowledgeHighBuilds over months
Breadth of media relationshipsOne person’s listMany beats
Surge capacity in a crisisLimitedReal
Speed of internal approvalsFastDepends on the client
Objectivity about bad newsHarderEasier
ContinuityEnds with the hireTeam can change too

What a PR firm does in a crisis

Answer first: it uses the plan written beforehand, puts one prepared person in front of the story, states what is known and what is not, and never speculates about cause. Communication is not the remedy; visibly fixing the thing is.

Have the plan before — Crisis. Not during.
One named spokesperson — Crisis. Multiple voices compound harm.
Say what you know — Crisis. And what you do not yet.
Never speculate on cause — Crisis. It becomes the headline.
Update on a stated cadence — Crisis. Silence is read as guilt.
Fix the thing, visibly — Crisis. Communication is not the remedy.

Silence reads as guilt

A stated cadence — an update at a named time, even when the update is that there is nothing new — holds the narrative better than waiting until everything is known. The gap you leave is filled by someone else.

One voice, consistently

Multiple spokespeople produce contradictory statements, and the contradiction becomes the second story. Name one person in advance, make sure they are trained, and route everything through them for the duration.

How to choose a firm, and what to ask

Answer first: ask what they would refuse to do for you, which journalists they know by name on your beat, who will actually staff the account, and how they measure. The answers separate firms quickly.

Signs you are talking to a firm worth hiring
The first row is the strongest single signal. A firm that opens by asking what could go wrong is thinking about your risk; a firm that opens with a list of logos is thinking about the sale.
Who will actually work on this? — Ask them. Not who pitched.
Which journalists do you know on this beat? — Ask them. Names, not outlets.
What would you refuse to do for us? — Ask them. Reveals the ethics.
How do you measure it? — Ask them. Beyond clip counts.
What went wrong on a recent account? — Ask them. Everyone has one.
What do you need from us monthly? — Ask them. PR fails on client silence.

The strongest single signal

A firm that opens by asking what you would least want published is thinking about your risk. A firm that opens with a wall of client logos is thinking about the sale. Both are normal in a pitch; only one of them predicts the working relationship.

  1. Write down what you want people to believe, in one sentence
  2. Establish whether that is currently true, honestly
  3. Decide whether you need earned coverage or paid distribution
  4. Ask three firms who will staff the account, by name
  5. Ask each what they would refuse to do
  6. Ask each to name journalists on your beat, not outlets
  7. Ask how they would measure it beyond clip counts
  8. Agree the approval chain and its speed before signing
  9. Budget for six months before judging anything
  10. Share the bad news in the first meeting, not the fourth

Not sure whether you need PR or something else?

A good deal of what people want from a PR firm is actually search visibility, content or paid distribution, and a good deal of what they need from marketing is genuinely PR. We are happy to tell you which one your problem is, including when the answer is that you do not need us.

Talk to us

The owned assets that make earned coverage easier

Answer first: a newsroom, an accurate fact sheet, current bios and photography, published data, and a drafted holding statement. These are the things a journalist checks at 6pm, and their absence loses stories quietly.

Your newsroom — Owned. Where journalists check facts.
Executive bylines — Owned. Slow, credible authority.
A proper media kit — Owned. Photos, bios, boilerplate.
Data you publish — Owned. The most pitchable asset there is.
A crisis holding statement — Owned. Drafted in calm.
An accurate fact sheet — Owned. Prevents errors in copy.

Published data is the most pitchable asset there is

Original numbers that nobody else has — from your own operations, a survey you ran, an analysis of something public — give a journalist a reason to write rather than a request to. It is slow to produce and it outperforms every other kind of pitch.

Frequently asked questions about what a PR firm does

Public relations, communications and measurement talks from their publishers

Publicly available sessions on public relations, communications and marketing measurement. None of these are ours; each is credited to its channel by name and upload date, every identifier was checked live before publication, and each tile loads its player only when clicked.

By industry and by situation

Agencies and agents: what each actually does day to day

What a public relations agency does, in the plainest description, is manage the relationship between an organization and the people who write about it. What public relations agencies do concretely, week to week: monitor coverage and issues, develop the messages and materials, pitch stories to named journalists, prepare spokespeople, manage announcements to a timetable, and handle the response when something goes wrong. What a PR agent does is narrower and the term carries a different connotation — an agent, in the entertainment and personal-brand sense, represents an individual rather than an organization and works on personal placement, appearances and profile rather than corporate reputation. The two are frequently conflated, and the mismatch shows up quickly: a corporate communications firm is a poor substitute for a personal publicist and vice versa.

Public relations industries, in the sense of the sectors where PR is a permanent function rather than an occasional purchase, cluster where reputation directly affects revenue or license to operate: healthcare and pharmaceuticals, financial services, energy, technology, food, entertainment and anything heavily regulated. In those categories the work is continuous and defensive as much as promotional, which is a different retainer from a launch-driven one.

Frequently asked questions

What does a PR firm do, in one sentence?
It builds and uses relationships with journalists, decides what about your organization is genuinely a story, prepares your people to be questioned about it, and manages what is said when something goes wrong.
What does a public relations firm do that marketing does not?
Marketing controls its own message and pays for distribution. PR gives up control of the wording in exchange for the credibility of a third party choosing to publish. The disciplines overlap heavily now, but that trade is the distinction.
Can a PR firm guarantee coverage?
Not earned coverage. Where a placement is genuinely guaranteed, money has changed hands and it must be disclosed as sponsored content. A firm guaranteeing named outlets in a pitch is either selling paid media or overpromising.
Can a PR firm remove negative articles?
No. A published article belongs to the publisher. A firm can seek a correction where something is factually wrong, supply context, and work on what appears around it, but it cannot have accurate coverage taken down.
How much does a PR firm cost?
Roughly $2,000 to $4,000 a month for a freelance publicist, $4,000 to $8,000 for a boutique, $8,000 to $15,000 for a mid-size regional firm, and $15,000 upwards for national consumer work. Crisis standby retainers are priced for availability rather than activity.
Why is PR sold as a retainer rather than per placement?
Because the firm controls the research, the pitch and the preparation, but never the editor’s decision. Selling per placement would mean selling something the seller cannot deliver, which is why the firms that do it are usually selling advertising.
How long before a PR firm produces results?
Three to six months before coverage becomes steady, with the first placements usually in trade press. Month one is normally audit, positioning and media mapping, which clients frequently find frustrating and which determines everything afterwards.
What does a PR company do in the first month?
An audit of existing coverage and reputation, positioning and message development, a media map of the journalists who actually cover your area, building or fixing the newsroom, and preparing spokespeople. Very little outreach happens.
Is trade press coverage worth less than national?
Usually it is worth more. Trade outlets reach the people who buy from you, are read by journalists at larger outlets, and are far easier to earn. A national feature that reaches nobody relevant flatters a board and does little else.
What is media training and do we need it?
It is preparing the people who will be interviewed: anticipating hard questions, practising honest answers, and learning what not to speculate about. Yes, if anyone at your organization will speak to a journalist. The placement is only as good as the interview inside it.
What is a holding statement?
A short, pre-drafted statement used in the first hours of an incident, saying what is known, what is not yet known, and what you are doing. Written while nothing is wrong, it prevents the improvised first response that causes most of the damage.
Should we have one spokesperson or several?
One, named in advance and trained. Several voices produce contradictions, and the contradiction becomes the second story, which typically runs longer than the first.
What does the client have to do for PR to work?
Answer within the news cycle, give real access to executives, share bad news early, and approve materials quickly. Agencies fail more often on client silence and slow approvals than on poor pitching.
Why did our pitch get no reply?
Because that is the base rate. Journalists receive a large volume of approaches daily and most well-researched pitches to well-chosen reporters are never answered. It is not usually evidence the pitch was bad.
How should PR be measured?
Share of voice against named competitors, whether your framing survived into the copy, the quality of the outlets rather than the count, referral behavior from coverage links, enquiries that cite coverage, and branded search visibility.
Is advertising-equivalent value a real metric?
No. It prices coverage as the advertising it supposedly displaced, ignoring that nobody would have bought that space, that credibility differs entirely, and that a hostile mention scores positively. Firms still quoting it are reporting effort, not effect.
Should we hire in-house or use an agency?
In-house is cheaper at steady volume and understands the business faster. An agency brings a broader media map and surge capacity for crises. Organizations past a certain size usually end up running both, with in-house owning the message and the agency owning reach.
What is the difference between PR and reputation management?
PR is largely about earning and shaping coverage. Reputation management, as usually sold, is about what appears in search results for your name. They interact, but a firm describing the removal or suppression of accurate results is describing something that mostly does not work.
Do we need a PR firm if our product is not ready?
No, and it can be actively harmful. Coverage accelerates whatever is already true, so a program that succeeds in front of an unfinished product spreads dissatisfaction faster than silence would have.
What are awards and speaking submissions worth?
They are slow, administrative and credible, and they compound. Because they produce nothing this quarter they are usually the first thing cut, which is frequently a mistake at the two-year horizon.
Can a small business afford PR?
A full retainer is often out of reach, but the underlying work is not. A clear message, an accurate newsroom, published data, local trade relationships and a prepared spokesperson are achievable in-house and are most of what a firm would build first.
What is the difference between a PR firm and a publicist?
Scale and breadth. A publicist is typically one person with a specific set of relationships, usually in one sector. A firm brings several beats, more capacity, and continuity when one person leaves, at a correspondingly higher cost.
What should we ask a PR firm before hiring them?
Who will actually staff the account, which journalists they know by name on your beat, what they would refuse to do for you, how they measure success, and what went wrong on a recent account. Every firm has an answer to the last one; the useful signal is whether they give it.
What is the biggest mistake companies make with PR firms?
Judging it at month two, when the work so far has been positioning and media mapping, and canceling immediately before the relationships built in months one to three start producing.
What does a public relations agency do?
Monitors coverage and issues, develops messages and materials, pitches stories to named journalists, prepares spokespeople, manages announcements to a timetable, and handles the response when something goes wrong. The pitching is the visible part; the preparation is most of the actual work.
What does a PR agent do, and is that different?
Yes. An agent in the entertainment and personal-brand sense represents an individual, working on placement, appearances and personal profile. An agency represents an organization and works on corporate reputation. Hiring one when you needed the other is a common and quickly obvious mistake.

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  164. Schema.org: MusicRecording
  165. Schema.org: HowTo
  166. Schema.org: FAQPage
  167. Schema.org: Organization
  168. Google: video best practices
  169. Google: video structured data
  170. CapCut
  171. Adobe Premiere Rush
  172. DaVinci Resolve
  173. Canva
  174. Descript
  175. VEED
  176. Kapwing
  177. Otter.ai
  178. Later
  179. Buffer
  180. Hootsuite
  181. Sprout Social
  182. Google Analytics
  183. Google Search Console
  184. Google Analytics developer docs
  185. GA4: events and conversions
  186. Matomo
  187. Plausible Analytics
  188. Similarweb
  189. UK Information Commissioner’s Office
  190. Office of the Privacy Commissioner of Canada
  191. Australian OAIC
  192. European Data Protection Board
  193. EU data protection
  194. EU Digital Services Act
  195. Ofcom
  196. FCC
  197. AIGA
  198. Nielsen Norman Group
  199. Smashing Magazine
  200. web.dev
  201. MDN: web media
  202. MDN: the video element
  203. ISO 21001 (reference)
  204. Buma/Stemra (Netherlands)
  205. STIM (Sweden)
  206. Teosto (Finland)
  207. Koda (Denmark)
  208. TONO (Norway)
  209. IMRO (Ireland)
  210. SGAE (Spain)
  211. ZAiKS (Poland)
  212. KOMCA (South Korea)
  213. MCSC (China)
  214. CISAC
  215. World Intellectual Property Organization
  216. TikTok: creating videos
  217. TikTok: exploring videos
  218. TikTok: privacy settings
  219. TikTok: growing your audience
  220. TikTok Creator Academy
  221. TikTok Effect House
  222. TikTok for small business
  223. Instagram: Reels help
  224. YouTube: Shorts best practice
  225. How YouTube recommends
  226. Pinterest Predicts
  227. Snapchat for Business
  228. Hootsuite blog
  229. Social Media Examiner
  230. Marketing Week
  231. Adweek
  232. FTC — the Endorsement Guides: what people are asking
  233. FTC — endorsements, influencers and reviews
  234. SEC EDGAR — company filings
  235. PR Newswire — news releases
  236. Business Wire — newsroom
  237. GlobeNewswire — newsroom
  238. US Bureau of Labor Statistics — public relations specialists

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