How to Write a Press Release (Format, Template and Tips)
A press release is a short, newsy document you send to journalists to announce something: a product launch, an event, a new hire, an award or a big milestone. Reporters get dozens a day, so the ones that get read are clear, factual and easy to turn into a story.
Here is how to write a press release step by step, the standard format, a simple template you can copy, and tips for getting it in front of the right people.
Quick answer: To write a press release, start with a release line (“For Immediate Release”) and a clear, newsworthy headline. Begin the first paragraph with a dateline (city and date) and answer who, what, when, where and why in two or three sentences. Put the most important facts first, add one or two real quotes, and end with a short “About” paragraph on your organization, your media contact details and “###” to mark the end. Keep it to about one page.
What Makes Something Newsworthy?
Before you write, ask whether a reporter’s audience would care. Good press release topics include new products or services, company openings or expansions, events, awards, partnerships, research results, community projects and notable hires. Routine updates rarely get coverage, so look for an angle that is new, local, surprising or useful.
Press Release Format
According to Ohio State’s strategic communication writing guide, a standard press release includes:
- Release line: “Press Release” at the top, plus “For Immediate Release” or “Embargoed Until” a specific date.
- Contact information: A media contact name, phone and email, often at the top right.
- Headline: A short, clear statement of the news. An optional subheadline adds detail.
- Dateline: The city and date at the start of the first paragraph.
- Lead: A summary of the most important facts.
- Body: Supporting details in inverted pyramid order, from most to least important.
- Quotes: At least one or two, ideally one from your organization and one from a customer, partner or attendee.
- Boilerplate: A short “About” section describing your organization.
- End mark: “###” centered at the bottom.
How to Write a Press Release Step by Step
1. Write the headline
Use plain language and an active verb. “Riverside Bakery Opens Second Location in Downtown Springfield” works better than “Exciting News From Riverside Bakery!” Aim for under about 12 words.
2. Write the lead paragraph
Start with the dateline, then answer who, what, when, where and why in two or three sentences. If a reporter only reads this paragraph, they should still understand the story.
3. Add supporting details
In the next two or three paragraphs, add context: numbers, background, what makes this different, and what happens next. Keep sentences short and avoid jargon or hype words like “revolutionary” or “game-changing.”
4. Include quotes
Quotes add a human voice. Make them sound like something a real person would say, and use them to share opinions or feelings, not facts you already stated.
5. Add the boilerplate and contact
Write a two or three sentence “About” paragraph you can reuse on every release. Then list a media contact who will actually answer the phone or email.
6. Proofread and keep it short
One page is ideal. Check names, dates, links and spelling twice. A single error can hurt your credibility.
Simple Press Release Template
PRESS RELEASE FOR IMMEDIATE RELEASE Media Contact: [Name], [Phone], [Email] [Headline: Clear Statement of the News] [Optional subheadline with one key detail] [CITY, State, Month Day, Year] - [Lead: who, what, when, where, why in 2 to 3 sentences.] [Paragraph with supporting details and context.] "[Quote from a spokesperson]," said [Name], [Title] at [Organization]. [Paragraph with more details, numbers or next steps.] About [Organization] [2 to 3 sentence description.] ###
How to Send a Press Release
- Build a short list of reporters and outlets that cover your topic or area.
- Paste the release into the body of the email rather than only attaching it.
- Write a short, personal subject line and a one-line note on why it matters to their readers.
- Send it a few days before an event, or under embargo for big announcements.
- Post the release on your website’s news page too.
- Follow up once if needed, but do not spam.
Common Mistakes
- Burying the news in the third paragraph.
- Writing like an ad instead of a news story.
- Using vague quotes that say nothing.
- Forgetting contact details.
- Sending the same release to every outlet without tailoring it.
Writing other business documents? See our guides on how to write a memorandum and how to start a newsletter.
Frequently Asked Questions
How long should a press release be?
About one page, or roughly 300 to 500 words.
What does ### mean at the end of a press release?
It signals the end of the release so editors know nothing is missing.
Should a press release be written in first person?
No. Write in third person, like a news story. Use quotes for first-person voice.
Can a small business write its own press release?
Yes. A clear, local, newsworthy release written in plain language can get coverage, especially from local news outlets.
The Bottom Line
To write a press release, lead with real news: a clear headline, a dateline and a first paragraph that answers the 5 Ws. Add details in order of importance, include genuine quotes, and close with a boilerplate, contact info and ###. Keep it to one page and send it to reporters who care about your topic.
