Press Release Template
A press release is a concise, newsworthy announcement distributed to media outlets to generate coverage for an event, product launch, partnership, or milestone. Journalists receive hundreds of press releases daily, so yours must follow the standard format, lead with the most important information, and provide enough context for a reporter to write a story without additional research. The inverted pyramid structure ensures that even if an editor cuts your release from the bottom, the essential message survives. Our AI-powered template helps you craft a professional press release that grabs attention from the headline through to the boilerplate. It covers the critical elements journalists expect: a compelling headline, a lead paragraph answering the five Ws, supporting quotes, and complete contact information. Whether you are announcing a startup funding round, a product update, a corporate partnership, or a community initiative, this template ensures your news reaches the right audience in the right format.
Template Structure Guide
Follow this structure to create a professional press release.
Headline & Subheadline
Write a clear, attention-grabbing headline that communicates the core news in 10 words or fewer. Follow it with a subheadline of one to two sentences that adds context or highlights a key detail. The headline determines whether a journalist opens or ignores your release, so prioritize clarity and newsworthiness over cleverness.
- Use active voice and present tense in the headline to convey immediacy
- Include the company name and the primary news hook in the headline itself
Lead Paragraph (5 Ws)
Answer who, what, when, where, and why in the opening paragraph. This paragraph should be a complete summary of the news so that if a reader goes no further, they understand the full story. Keep it to three to four sentences and front-load the most newsworthy element.
- Start with the city, state, and date in standard press release format
- Avoid superlatives like groundbreaking or revolutionary; let the facts speak for themselves
Body & Supporting Details
Expand on the lead paragraph with additional context, data, and background information. Use the inverted pyramid structure, placing the most important details first and less critical information later. Include statistics, product specifications, or event details that a journalist would need to flesh out their story.
- Keep paragraphs short — two to three sentences each — for easy scanning
- Include hyperlinks to relevant resources, product pages, or research that journalists can reference
Quote from Spokesperson
Include one to two direct quotes from a relevant company executive, project leader, or partner. Quotes provide a human voice and offer perspective that straight facts cannot. They should express enthusiasm, explain significance, or provide forward-looking statements, not merely repeat information already stated in the body.
- Attribute the quote with the spokesperson's full name, title, and organization
- Write quotes that a journalist would actually want to use — avoid generic corporate language
Boilerplate & Contact Info
End with a standard company boilerplate — a short paragraph describing who you are, what you do, and where readers can learn more. Below the boilerplate, provide complete media contact information including a name, email, phone number, and website URL. This section enables journalists to follow up quickly.
- Keep the boilerplate under 100 words and update it regularly to reflect current company positioning
- Include both a primary and secondary media contact to ensure timely responses
Writing Tips
Keep the entire press release to one page, approximately 400 to 600 words; journalists rarely read beyond the first page.
Write in the third person and use an objective, journalistic tone throughout the document.
Avoid jargon, buzzwords, and excessive adjectives — clarity and facts earn media coverage, not hype.
Include a dateline at the top of the release with the city and release date in standard AP format.
End the release with the traditional press release ending symbol (###) centered below the last paragraph.
Distribute on a Tuesday, Wednesday, or Thursday morning before 10 AM local time for maximum journalist attention.