How to Write a Press Release Writing Guide for Beginners

press release

You don't have to pay for press coverage, and the best part is that you can write your own release. A well-written PR will not only increase interest in what you're doing but also help get it printed across many different publications!

Writing a press release is an important skill for marketers of all sorts. Whether you're a professional or starting your own business, it's crucial to spend some time thinking on what type of content will reach potential customers through social media.

Keep reading the blog till the end to explore everything about a press release.

Press Release Definition

A press release is a powerful tool for any company or individual looking to publicize its latest project. It's the perfect way of getting your name out there and generating interest from print, and broadcast media outlets!

Small businesses can benefit from getting their name out there on the internet. Having a well-crafted press release will help provide all the important information, and answer the five “W” questions. (5 ‘W’s―who, what, when, where, or why)

When writing a press release, it is important to think about your target audience. The press release should announce interesting or newsworthy information in a way that will capture the attention of your target audience.

A press release is a communication tool that can be used to share the news with the media. The information in a press release can often be found in the news. A press release can be used to create a certain reputation for an individual, project, or company with a specific target audience.

A press release should not have an advertising-style headline. Press releases are used to provide information that is newsworthy.

Elements of Press Release

What makes a great press release?

Here are the elements of a successful press release:

  • Headline
  • Dateline
  • Summary
  • Lead paragraph
  • Contact information
  • Boilerplate

There are many ways to let people know about your story or business. One way is to send a press release to the media. If you are sending it to press outlets, you can either send it individually or use a press release distribution service.

How Long Should a Press Release Be?

A press release should be around 300-400 words long so that reporters can read it in a few minutes.

If you want to get media coverage, write a press release. But be careful not to put too much information in it - keep it short and to the point. Most press releases are longer, but if you can't communicate your message in a shorter format, you may need to rethink your strategy.

In general, there are a set number of words you can use in a text. Within those words, there is a specific format you must follow.

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Types of Press Release

There are different types of press releases for different occasions. A press release is a way to share your story with the right people.

Here are some common types of press release writing.

  • Event press release
  • Product press release
  • Book press release
  • New hire press release
  • Partnership press release
  • Award press release
  • Expert position press release

There are key rules that apply to all press releases, regardless of what kind of press release you are writing.

To write an effective press release, you must include key elements such as a strong lead and an attention-grabbing headline. Be sure to follow the inverted pyramid to put the most important information first in the release. This will ensure that readers will get the most important information first.

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How to Write a Press Release?

How do you write a killer press release?

A press release is an effective way to get the word out about your company and its news. This can help your business grow.

Here are the steps you need to take when creating a press release that will help improve your SEO or when you want to create content for marketing purposes.

  1. 1. Create an Interesting Headline

    Now that you have your announcement printed, it is time to write the words. Your press releases need attention-grabbing headlines that make the release stand out from all the others.

    If you want to write a one-line headline, it is easy to do if you use creative words. Use verbs that have power, make language simple and keep the length short.

    You can use keywords in your headline to help your website rank higher in search engines. This also makes it easier for journalists to find your press release.

    When sending a press release, make sure that your subject line stands out. You want to make sure that people will see it and be interested in reading it. To do this, use your headline as the subject line.

  2. 2. Convey the News Value

    If you want to get your news shared by journalists, reporters, followers, or influencers, make sure it is relevant and important. Journalists are not public relations professionals, so use a journalistic style of writing throughout.

    ‘The company has recently announced an update, launch, or development’ - this sentence provides the facts that reporters need in order to relay information to readers.

    The most important information should be at the beginning of the press release. This is followed by less important information and finally, details. There is no need to add any new details in the end.

  3. 3. Include a Quote

    After you set the scene, including a quote around the given announcement will help you to understand how the news affects your company. The quotes come from many different people.

    The people who need to know about your big news are your executives, project leads, and the people who will be directly affected by it. When you share your news, make sure to include a quotation that emphasizes the most important information.

  4. 4. Provide Some Background Information

    Now that you have given the reader most of the information they need, it is tempting to write background details and facts about your announcement. However, remember that people do not want to read the same thing multiple times.

    Experts recommend that a good press release should be informative, helpful, and concise.

  5. 5. Answer the Questions

    Answering the questions of your audience ahead of time shows that you have thought about their needs. Your press release will be more interesting and capture more attention if you answer all the W’s. This will give a good impression of your organization to all readers.

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Press Release Format

When you are writing a press release, it is important to make sure that it follows the standard format. This will make it easier for journalists to understand and publish.

The following is a description of each element of a press release:

  • Company Logo

    The most important thing to add to your page is your company’s logo. This will help make sure that your company’s name stands out.

  • Contact Information

    In order to make it easy for publications to get in touch with you, be sure to include your media contact information at the top of your press release. This should include your name, email address, and phone number.

  • Release Date

    If you have completed your press release earlier, add the date that it will be published. This helps other people know when to expect your news and act accordingly. Add the date to the left margin of the page after the company logo.

    It should be stated as 'Release on [date] at [time]'. or 'For immediate release.’

  • Headline

    The headline is what gets the reader's attention. Make sure your headline is captivating and makes the reader want to read more. The headline should be placed in the center of the page. The text should be bold, and the font size should be 14 points.

  • Sub Headings

    The deck is a summary of your press release, which allows you to give more information about your news story. Use subheadings to organize your paper into sections that are easy for your reader to follow.

    Ensure that your headings do not repeat information already given in the body of your text.

  • Dateline

    This is the body of the report. The date and location are noted at the beginning. Remember to use a dash to separate the two. The address should be written in capital letters.

  • First Body Paragraph

    The answers to all the Ws questions should be included in the first body paragraph. It is displayed beneath your summary bullet points. Rather than providing dragged information, it should concentrate on stating the facts and using strong verbs.

  • Remaining Body Paragraphs

    In this section, you must summarize the story that you introduced in the first paragraph of your press release. Use a journalistic tone so that this text can be used as it is. This section can be enhanced with media, quotes, and hyperlinks.

  • Boilerplate

    In order to write an effective boilerplate press release, you will need to include some factual information about your company. This section is critical in order to give readers a better understanding of what your business does.

  • Final Note

    Add a final note to provide companies with additional information for contacting you. It will say, "If you need more information on the subject, please contact us at [phone number], [email address]."

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Press Release Template

Here you can find a template for a press release. This is a guide that will help you write your own press release.

Press Release Template (PDF)

Press Release Template

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Press Release Examples

Press release example is a good way to see how to write a press release. You can look at it to see what the format is and how to write it.

Press Release Sample pdf (PDF)

Press Release Sample pdf

Press Release Example (PDF)

Press Release Example

Looking at these examples of press releases will help you understand what makes an effective press release.

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Press Release Distribution

Once you have finished writing your press release, it is time to start distributing it. Distributing a press release is like sending your product to reporters and journalists.

Here are the steps for distributing a press release:

  • Locate journalists to receive your press release.
  • Look for the journalist's contact information.
  • Create an email pitch.
  • Send out your press release, and follow up on it if necessary.

If you want to write a press release that will be successful, make sure to follow the guidelines listed above. This will increase your chances of the press release being picked up by news outlets.

We can write a perfect press release for you and distribute it to the right journalists and publications if you are not sure how to do it yourself.

Our team of skilled writers at knows how to write a press release that will reach the public successfully. They have an educational background in journalism and understand what it takes to produce a high-quality press release.

If you need a press release, we can help you. Our writers know how important and impactful press releases can be. They will write an attractive press release that will convey your message and stay in line with your marketing goals!


What is a press release in journalism?

A press release is an announcement written to be sent to journalists or media publishers with the goal of them publishing the news. Press releases are usually written by communications or PR professionals.

Is a press release the same as a news release?

Press releases are tools used to announce events. They can also be used to share newsworthy topics with the community, like research findings, interviews, or eyewitness accounts.

What is a press release used for?

The purpose of a press release is to get people's attention and create interest in your company or product. Press releases are a factual and efficient way to share company news.