Press Release Writing Basics

A strong press release is clear, factual, newsworthy, and easy for journalists, readers, search engines, and AI-powered platforms to understand. It should not read like an advertisement. It should explain what happened, why it matters, who is involved, and where readers can learn more.

The goal is simple: help someone understand your announcement quickly and trust that the information is professional, accurate, and worth sharing.

1. Write a Clear Headline

Your headline should summarize the announcement in one clear sentence. Avoid hype, mystery, all caps, and exaggerated claims. The best headlines are specific, factual, and easy to understand.

• ✅ XYZ Corp Launches AI-Powered Inventory Platform
• ✅ GreenLeaf Organics Expands to 50 Retail Locations
• ❌ AMAZING NEW PRODUCT THAT WILL CHANGE THE WORLD!!!

2. Start With the Most Important Facts

The first paragraph should answer the core questions: who, what, when, where, why, and how. This opening paragraph is often called the lede. It gives journalists and readers the essential information before they decide whether to keep reading.

Keep the tone professional and write in third person. Avoid phrases like “we are excited to announce” unless they appear inside a direct quote.

3. Follow the Standard Press Release Structure

1. Headline — Clear, factual, and specific.
2. Subheadline — Optional supporting sentence.
3. Dateline — City, state, and release date.
4. Lead paragraph — The most important facts.
5. Body paragraphs — Supporting details, context, data, and background.
6. Quote — A meaningful quote from a company spokesperson.
7. Boilerplate — A short “About the Company” section.
8. Media contact — Name, email, phone number, and website.

4. Eight Golden Rules of Press Release Writing

5. Ten Steps From Blank Page to Finished Release

1. Choose your news hook. Decide what makes the announcement timely or important.
2. Identify the audience. Know whether you are writing for customers, journalists, investors, partners, or the public.
3. Draft the headline. Keep it factual and specific.
4. Write the lead paragraph. Cover the most important facts first.
5. Add supporting details. Explain the context, impact, and background.
6. Include one strong quote. Use a quote that adds perspective.
7. Add company boilerplate. Summarize who the company is and what it does.
8. Add media contact details. Include name, email, phone, and website.
9. Edit for clarity. Remove fluff, hype, repetition, and unnecessary jargon.
10. Submit for distribution. Choose a distribution service that matches your goals.

6. Stock Symbols for Public Companies

If your press release mentions a public company, use the correct stock symbol format near the first mention of the company. The company name should match the official listing as closely as possible.

7. Common Press Release Mistakes

Quick Press Release Checklist

• Clear headline
• Strong opening paragraph
• Third-person writing
• Newsworthy angle
• Quote from a named person
• Company boilerplate
• Media contact details
• Proofread and reviewed before submission

Continue Learning

After writing your press release, the next step is preparing it for professional review, publication, and distribution.

• Use the Press Release Template
• Review Common Rejection Reasons
• Read the Editorial Guidelines
• Explore Distribution Partners