Press Release Template

What’s Included

The Press Release Template provides a professional format for announcing news to journalists and media outlets. The template includes a header section with “FOR IMMEDIATE RELEASE” or embargo information, followed by location and date. The headline is designed to capture attention while clearly communicating the news in a few words, followed by a subheading providing additional context.

The opening paragraph summarizes the most important information: who, what, when, where, why, and how, following the journalistic inverted pyramid structure. Subsequent paragraphs expand on details, providing context and supporting information. The template includes guidance on incorporating quotes from company executives, customers, or partners that add credibility and interest.

The boilerplate section provides standard company information presented consistently across all press releases. Contact information is included clearly so journalists can reach you with questions. A notes section provides guidance to journalists about media availability, fact-checking, and how to access materials. The template emphasizes clarity, brevity, and focus on newsworthy information that would interest journalists and their readers.

Who This Template Is For

This template is useful for public relations professionals, marketing teams, and business owners announcing company news. It’s used for product launches, funding announcements, partnerships, awards, executive changes, and significant business developments. Startups use press releases to generate media coverage and awareness. Established companies use press releases for ongoing investor and media relations.

Nonprofit organizations use press releases to announce programs, events, and initiatives. Marketing professionals use press releases to support product launches and marketing campaigns. Public relations firms provide this template to clients developing effective media announcements. Anyone wanting to communicate company news to journalists and the public benefits from understanding press release format and conventions.

How to Use

Include “FOR IMMEDIATE RELEASE” at the top, or note if the release is embargoed until a specific date and time. Include the city and state where the release originates and the current date. Develop a compelling headline that communicates the main news in a few words and interest journalists in reading further.

Write your opening paragraph with the most important news first, including who, what, when, where, why, and how. Subsequent paragraphs provide supporting details, context, and background information. Include quotes from executives, customers, or partners that add perspective and credibility. Keep quotes natural and substantive rather than marketing-focused.

Include a standard company boilerplate describing your company, what you do, and your website. Clearly identify contact information for media inquiries including name, phone, and email. Keep your press release to one page if possible, and under two pages maximum. Use clear, journalistic writing avoiding marketing language and hype. Provide journalists with accurate, complete information they need to write a story.

Customize with GenText

GenText helps you develop compelling headlines that capture journalists’ attention. The AI can assist with writing clear opening paragraphs that contain the most newsworthy information. Use GenText to develop effective quotes that provide perspective on the announced news and to expand details logically in subsequent paragraphs. GenText can also help you ensure your press release emphasizes truly newsworthy information rather than marketing messages.