How to Write a Press Release: Complete Guide With Examples

Knowing how to write a press release can help your business announce important news in a clear, professional way.

A good press release should quickly explain what happened, why it matters, who is involved, and where readers can learn more.

Whether you are announcing a product launch, company expansion, partnership, award, event, or milestone, using the correct press release format makes your announcement easier for media outlets and readers to understand.

What Is a Press Release?

A press release is an official written announcement shared with media outlets, journalists, news websites, and other audiences.

Businesses commonly use press releases to announce:

• Product or service launches

• Company expansions

• New partnerships

• Awards

• Events

• Funding

• New locations

• Executive appointments

• Business milestones

• Research or reports

The strongest press releases focus on a clear and timely announcement rather than simply promoting the company.

Press Release Format

A standard press release usually includes the following sections:

1. Headline

The headline should clearly explain the main announcement.

Keep it specific, factual, and easy to understand.

Example:

ABC Technologies Launches New AI Platform for Small Businesses

Avoid headlines that sound overly promotional or make exaggerated claims.

2. Subheadline

A subheadline is optional, but it can add useful context.

Example:

New platform helps small businesses automate customer support and administrative tasks.

3. Dateline

The opening paragraph normally begins with the location and date.

Example:

AUSTIN, TX — October 6, 2026 —

4. Opening Paragraph

The first paragraph should summarize the announcement.

Try to answer:

• Who?

• What?

• When?

• Where?

• Why?

Readers should understand the main story without needing to read the entire release.

5. Supporting Details

The next few paragraphs should provide more information about the announcement.

You can include:

• Background information

• Product details

• Statistics

• Dates

• Locations

• Business impact

• Supporting facts

Keep the language clear and objective.

6. Quote

A quote can add context or explain why the announcement matters.

Quotes usually come from:

• Founders

• Executives

• Company representatives

• Partners

• Experts

Example:

“Businesses are looking for practical ways to reduce administrative work,” said Jane Smith, CEO of ABC Technologies. “This platform was developed to help teams manage routine tasks more efficiently.”

7. Company Boilerplate

The boilerplate is a short description of the company.

It normally appears near the end of the release.

Example:

About ABC Technologies

ABC Technologies is a software company based in Austin, Texas. The company develops business automation tools for small and midsize organizations. For more information, visit the company website.

8. Media Contact

Finish the release with contact information for media inquiries.

Include:

Media Contact
Name
Company
Email
Phone
Website

Simple Press Release Template

Here is a basic press release template you can follow:

Headline

Clear announcement explaining the main news.

Subheadline

One sentence providing additional context.

CITY, STATE — DATE — Company Name today announced [main announcement]. The first paragraph should explain the most important details and why the news matters.

The second paragraph should provide additional background, supporting details, or information about the announcement.

“Include a relevant quote explaining the importance of the announcement,” said Name, Title at Company Name.

Add another paragraph with useful information such as launch dates, availability, company milestones, event details, or other supporting facts.

About Company Name

Add a short three- to four-sentence description of the company, what it does, and who it serves.

Media Contact

Name
Company
Email
Phone
Website

Press Release Example

Here is a short press release example:

BrightPath Software Launches New Project Management Platform for Small Businesses

New platform combines task tracking, team communication, and reporting in one workspace.

DENVER, CO — October 6, 2026 — BrightPath Software has launched a new project management platform designed to help small businesses organize projects, communicate with teams, and track deadlines from one dashboard.

The platform includes task management, shared calendars, team messaging, project reporting, and automated reminders.

“Small teams often use several different tools to manage the same project,” said Sarah Miller, founder of BrightPath Software. “The new platform brings the most commonly used functions into one workspace.”

The platform is now available to businesses across the United States.

About BrightPath Software

BrightPath Software develops productivity tools for small and midsize businesses. The Denver-based company focuses on software designed to simplify everyday business operations.

Media Contact

Sarah Miller
BrightPath Software
[email protected]
www.example.com

Tips for Writing a Press Release

When writing a press release, keep these best practices in mind:

• Focus on one clear announcement

• Write in third person

• Keep the headline factual

• Put the most important information first

• Avoid excessive promotional language

• Use short paragraphs

• Include a relevant quote

• Verify names, dates, and statistics

• Include company background information

• Add complete media contact details

How Long Should a Press Release Be?

Most press releases are approximately 400 to 600 words.

The goal is not to make the release as long as possible.

It should contain enough information to explain the announcement without including unnecessary background or promotional content.

What Should You Avoid in a Press Release?

Avoid:

• Excessive sales language

• Unsupported claims

• ALL CAPS

• Too many links

• Keyword stuffing

• Long company histories

• Misleading headlines

• Repeating the same information

• Writing entirely in first person

A press release should read more like a news announcement than an advertisement.

Should You Add Links?

Yes, but links should be relevant.

Common links include:

• Company website

• Product page

• Event registration page

• Research page

• Press kit

Avoid adding unnecessary links throughout the release.

Do You Need an Image?

An image is not always required, but it can make the release more visually useful.

Good options include:

• Product photos

• Company images

• Event photos

• Executive headshots

• Charts or graphics related to the announcement

Use a high-quality image that directly relates to the news.

Frequently Asked Questions

How do you start a press release?

Start with a clear headline, followed by an optional subheadline and a dateline. The opening paragraph should immediately explain the main announcement.

Should a press release be written in first or third person?

Press releases are generally written in third person. First-person language is normally reserved for direct quotes.

How many words should a press release be?

Around 400 to 600 words is common for most business announcements.

What makes a good press release?

A good press release has a clear news angle, factual headline, concise opening paragraph, supporting details, a relevant quote, company boilerplate, and media contact information.

Can I write my own press release?

Yes. Businesses can write their own releases by following a standard press release format. However, professional writing can help if you are unfamiliar with editorial requirements or news-style writing.

Need Help Writing or Distributing a Press Release?

Get Featured provides press release writing and distribution services for businesses, organizations, agencies, and entrepreneurs.

If you already have a draft, it can be reviewed before distribution. If you need help writing one from scratch, a press release can be prepared based on your announcement and company information.

View our press release writing and distribution options to get started.