January 25, 2025

Press Release Format | How To Write A Press Release

The press release format is essential for conveying news or announcements in a clear and professional manner. A well-organized press release makes it easier for journalists and media outlets to understand your message and increases your chances of getting coverage. Whether you are a first-time writer or looking to refine your approach, understanding the proper format is crucial. In this guide, we will break down the key components of a press release format, helping you create an effective and attention-grabbing release that resonates with both the media and your audience.

Press Release Format:

If you’re writing your own press release, it’s important to know the standard format. Here are the key parts of a typical press release:

Headline
Subheader / Lead
Dateline
Body
Quote
Company Info (Boilerplate)
Logo
Media Contact Information

How to Write a Press Release in 9 Steps:

Now that you understand the format, let’s look at how to write a press release.

1. Choose Your Target Audience
Before writing, you must first decide who your audience is and how to approach them. Different publications have different audiences, so the way you present your news will vary. Journalists are your main target, so it’s important to know who to send your release to.

2. Craft a Catchy Headline
Your headline should clearly explain what the news is about. Journalists often scan headlines quickly, so make sure it stands out and grabs attention. Focus on the most important point, and avoid adding too much detail in the headline itself.

3. Add More Information with Your Lead
The lead or subheader gives you a chance to expand on your headline. Think of it as a brief introduction to what’s inside the press release. Highlight key aspects that will make your announcement interesting or relevant to your audience.

4. Include the Dateline
The dateline is usually placed at the beginning of the body of the press release. It tells journalists when and where the news is happening. The city’s name should be in capital letters, and the date may or may not be included.

5. Provide Details in the Body
This is where you explain the core of your announcement. Make sure to answer the basic questions of who, what, when, where, and why. Keep the information clear and focused, giving journalists everything they need to understand why your announcement matters.

6. Add a Quote to Build Credibility
Including a quote can help support your message and give it more credibility. A good quote should add value by highlighting the importance of the announcement, explaining its impact, or offering a unique perspective.

7. Include Company Information (Boilerplate)
At the end of your press release, provide a short description of your company or organization. This section is like the “About Us” section on a website. Keep it brief and mention important facts, such as your company’s position in the industry or any notable achievements.

8. Add Your Logo
Including your company’s logo gives your press release a professional touch. You can place the logo at the top or bottom of the page, depending on what looks best.

9. Include Media Contact Information
At the end of your press release, provide contact details for media inquiries. This should include the name, phone number, and email address of the person handling press requests.

Common Mistakes When Writing a Press Release:

The Story Isn’t Newsworthy
Make sure your press release is about something important or timely. If the announcement isn’t interesting or relevant to the audience, it won’t be effective.
Beating Around the Bush
Get straight to the point. Journalists don’t have time to read lengthy releases, so make sure to deliver the key details right at the beginning.
Unrealistic Quotes
Ensure that quotes in your press release sound natural and believable. Avoid using overly formal or complicated language if it doesn’t match the person’s actual style of speaking.

To sum up, understanding the press release format is crucial for effectively sharing your news with both the media and your audience. By adhering to the essential steps—from crafting an engaging headline to providing clear contact details—you improve the chances of your announcement being noticed. A well-organized press release helps establish credibility and presents your message in a polished, professional manner. Whether you’re announcing a new product, company updates, or an upcoming event, mastering the right format is key to securing valuable media attention.