How to Write A Press Release: Complete Guide with Examples

How to Write A Press Release: Complete Guide with Examples

Want to get your announcement into journalists' inboxes and in front of your audience? This guide shows exactly how to write a press release that gets read and shared. You'll learn the structure, the writing techniques, distribution tips, a ready-to-use template, common mistakes to avoid, and a checklist to finish quickly.

What Is a Press Release?

A press release is a short, written announcement meant to inform journalists, bloggers, and the public about newsworthy events related to your organization. It follows a standard format so editors can quickly understand the who, what, when, where, and why.

Think of it as a storytelling tool with facts up front; it’s designed for media pickup, search visibility, and clear messaging to your audience.

Step-by-Step Guide: How to Write a Press Release

1. Step 1 — Clarify your news angle

   Ask: why would a journalist or reader care? Your announcement should offer a clear news hook—product launch, partnership, milestone, award, event, or research finding.

   If it’s not newsy, consider alternative content like a blog post or social update.

2. Step 2 — Write a compelling headline

   Keep your headline concise (8–12 words) and benefit-focused. Use active verbs and avoid jargon. The headline must summarize the news and entice readers to continue.

   Example formula: [Company] Announces [News] That [Benefit or Impact].

3. Step 3 — Craft a supporting subhead (optional)

   Use a one-sentence subhead to add context or a secondary key benefit. This helps SEO and gives editors a second hook.

4. Step 4 — Lead with the essential facts (the lead paragraph)

   The first paragraph should answer: who, what, when, where, and why — in that order of importance. Aim for 30–50 words and make it newsworthy.

   Place the dateline (CITY, State — Month Day, Year) at the start if sending to U.S. media.

5. Step 5 — Expand in the body

   Use 1–3 paragraphs to add supporting facts, statistics, product features, partnerships, or timeline. Keep each paragraph short and focused.

   Include a brief quote from a key stakeholder to humanize the story and add authority. Make quotes useful—don’t repeat facts already stated.

6. Step 6 — Include a boilerplate

   End with a 1–2 paragraph company boilerplate: a short description of your organization, what you do, and a website link. Keep it evergreen and reusable across releases.

7. Step 7 — Add media and contact information

   Provide clear contact info: name, title, phone, email, and a link to a media kit or images. If you include multimedia (photos, logos, video), mention it and give a direct URL or attach files.

8. Step 8 — Format for readability

   Use short paragraphs, subheads, and bullets for features or stats. Keep the release to 400–600 words—longer only for complex topics.

   Follow AP style for dates, numbers, and titles to fit journalist expectations.

9. Step 9 — Optimize for discovery

   Use your target keyword naturally in the headline and lead when appropriate. Add 2–3 relevant keywords in the body and include links to high-value pages like your site or product page.

   Compress and name image files clearly (e.g., company-product-launch.jpg) to help with search and newsroom usability.

10. Step 10 — Choose timing and distribution

    Send press releases Tuesday–Thursday mornings for best pickup. Avoid late Fridays, holidays, and major news days.

    Distribute via targeted email lists to relevant journalists, a wire service for broad reach, or post to your newsroom. Follow up 24–48 hours later with a brief, personalized note.

Template / Example

Below is a complete, ready-to-use press release example and a blank template you can edit. Use it as your starting point when writing.

Sample Press Release

FOR IMMEDIATE RELEASE

SunnyTech Announces EcoCharge: A Solar-Powered Portable Charger for Remote Workers

Subhead: New lightweight device delivers 50W charging and 20+ hours of battery life for laptops and mobile devices.

SAN FRANCISCO, Calif. — February 14, 2026 — SunnyTech, a leader in portable renewable power solutions, today launched EcoCharge, a compact solar-powered charger built for remote workers and outdoor professionals. EcoCharge offers up to 50W output, 20+ hours of battery life, and a durable design for field use.

"We've heard from thousands of remote workers who need reliable power on the go," said Maria Lopez, CEO of SunnyTech. "EcoCharge blends high performance with sustainable energy so people can stay productive without relying on outlets."

Key features include:

• 50W USB-C PD output for fast laptop charging
• Integrated 30W solar panel for extended off-grid use
• IP67-rated chassis for water and dust resistance

EcoCharge is available for pre-order today at $199. Shipping begins March 15. For press images and a full spec sheet, visit: https://example.com/mediakit

About SunnyTech: SunnyTech creates portable solar power products for professionals and adventurers. Founded in 2016, SunnyTech has shipped products to customers in over 25 countries. Visit https://sunnytech.example for more information.

Media Contact:
Jordan Lee
Public Relations Manager, SunnyTech
jordan.lee@sunnytech.example
(555) 123-4567

Blank Template

FOR IMMEDIATE RELEASE

[Headline: Short, active, benefit-driven]

[Subhead: One sentence that adds context or secondary key point]

[CITY, State — Month Day, Year] — [Lead paragraph: who, what, when, where, why. 30–50 words.]

[Second paragraph: supporting details, stats, or context. 1–3 sentences.]

"[Quote from a company leader or partner that adds insight and perspective]," said [Name, Title].

[Additional details or bullets of key features/benefits (if applicable).]

[Availability, pricing, and where to learn more. Include direct URL if possible.]

About [Company]: [1–2 sentence boilerplate describing mission, founding, and website link.]

Media Contact:
[Name]
[Title]
[Email]
[Phone]

Common Mistakes to Avoid

• Mistake: Writing a sales pitch instead of news.

  Fix: Emphasize novel facts and objective details. Keep promotional language to a minimum and focus on information journalists can use.

• Mistake: Long, rambling headlines and leads.

  Fix: Trim to one strong sentence for the headline and a tight lead paragraph. If unsure, aim for 8–12 words in the headline and one short lead paragraph.

• Mistake: Missing contact information or media assets.

  Fix: Always include a named contact with email and phone. Host images and logos on a public URL or attach them when requested.

• Mistake: Ignoring journalist relevance and targeting.

  Fix: Build a targeted media list and personalize outreach. Don’t blast every reporter—pick those who cover your industry or beat.

• Mistake: Not proofreading or checking originality.

  Fix: Run a final edit for clarity and grammar. Use tools like Rephrasely’s AI writer to draft, then check uniqueness with the plagiarism checker and run content through an AI detector or humanizer if needed.

Checklist: Quick Press Release Workflow

• Confirm a clear newsworthy angle before writing.
• Write a concise headline and optional subhead.
• Lead with who/what/when/where/why in first paragraph.
• Include a relevant quote that adds perspective.
• Keep overall length 400–600 words; use bullets for features.
• Add boilerplate and complete media contact details.
• Attach or link to images, logos, and a media kit.
• Optimize headline and lead for search (use keywords naturally).
• Send to a targeted media list on Tue–Thu morning; follow up once.
• Measure pickups, traffic, backlinks, and mentions; iterate.

Measuring Success and Next Steps

Track results to learn what works. Important metrics include the number of media pickups, referral traffic to your site, backlinks, social shares, and direct inquiries generated by the release.

If you plan to produce multiple releases, create a simple template and editorial calendar. Consider using Rephrasely’s AI writer to speed up drafts and then refine them manually.

Frequently Asked Questions

How long should a press release be?

Keep it concise—typically 400–600 words. Aim for one page; only extend if the story requires additional context like research findings or regulatory details.

When is the best time to send a press release?

Send on Tuesday through Thursday mornings (local time) to maximize pickup. Avoid late Fridays, holidays, and times when major news events dominate the media cycle.

Can I use AI to write my press release?

Yes. AI tools can speed up drafting and generate strong headlines or quotes. Use AI-generated drafts from tools like Rephrasely, then refine the tone, verify facts, and check originality with the plagiarism checker and quality with the AI detector or humanizer to ensure the release reads naturally.