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PR Guide
How to Write a Press Release (with Template)
Write a press release by leading with the news in a clear headline and first paragraph, then supporting it with facts, a quote and context in descending order of importance. Keep it to one page, write it as news rather than an advertisement, and end with concise boilerplate and press contact details.
By Monali Dutta
Strategy & PR Head
How do you write a press release?
Write a press release by leading with the news in a clear headline and first paragraph, then supporting it with facts, a quote and context in descending order of importance. Keep it to one page, write it as news rather than an advertisement, and end with concise boilerplate and press contact details.
What makes a press release work
A press release is a short, factual announcement written in news style and sent to journalists so they can quickly understand and cover a genuine development. It is not an advertisement. Reporters cover the story, not the format, so the news value and the clarity matter far more than adjectives or hype.
The strongest releases answer the reporter's first question, why does this matter, in the headline and opening line. They lead with what is genuinely new, put the most important facts first, and make it effortless for a busy journalist to file an accurate story without chasing you for the basics.
The inverted pyramid structure
News writing puts the most important information first and the least important last, a shape called the inverted pyramid. It works because editors cut from the bottom, and because readers and AI systems both reward content that answers the question up front.
The headline states the news plainly. The first paragraph covers who, what, when, where and why in two or three sentences. The body adds detail, a human quote and supporting facts. The boilerplate describes the company in a couple of neutral sentences, and the contact block tells the reporter exactly who to call.
Step by step
How to write a press release, step by step
- 1
Confirm the news is genuinely newsworthy
Before writing, check that the announcement is new, relevant and interesting to someone other than you. A launch, a result, a funding round, an appointment or original data usually qualify. A minor internal update usually does not, and sending it anyway erodes your credibility with reporters.
- 2
Write a plain, specific headline
State the news in one clear line a journalist could publish as is. Avoid clever wordplay and buzzwords. A specific, factual headline that names what changed will always beat a vague, promotional one that hides the story behind adjectives.
- 3
Nail the first paragraph
Answer who, what, when, where and why in the first two or three sentences. Assume the reader will get no further, and make sure the core news survives even if the rest is cut. This paragraph is what gets quoted and what AI systems lift.
- 4
Add facts, then a human quote
Follow the opening with the supporting facts in descending order of importance, then a genuine quote from a named spokesperson that adds insight rather than empty praise. A quote should sound like a person, not a marketing slogan.
- 5
Close with boilerplate and contacts
End with a short, neutral company description that stays the same across releases, and a clear press contact with a name, email and phone number. Make it obvious who a reporter should reach and how, so nothing slows the story down.
- 6
Edit ruthlessly and keep it to one page
Cut every sentence that is not doing work. Remove hype, tighten the language, and check every fact, figure, name and date. A tight one-page release respects a reporter's time and is far more likely to be used than a padded two-page one.
At a glance
A reusable press release template outline
| Section | What goes here |
|---|---|
| Headline | The news in one clear, specific line a journalist could publish as is |
| Dateline and lead | City and date, then who, what, when, where and why in two or three sentences |
| Body | Supporting facts and context in descending order of importance |
| Quote | A named spokesperson adding genuine insight, not empty praise |
| Boilerplate | Two or three neutral sentences describing the company, kept consistent across releases |
| Contact | Press contact name, email and phone number, so a reporter can reach you fast |
Questions, answered
Lead with the news in a plain headline and a first paragraph that answers who, what, when, where and why. Follow with supporting facts and a genuine quote in descending order of importance, then close with short boilerplate and clear press contact details. Keep it to one page and write it as news, not an advertisement.
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