The exact format used by thousands of companies to get media coverage. Includes tips from journalists on what they actually want to see.
400-600
Ideal word count
1
Announcement per release
3-5
Paragraphs in body
1-2
Quotes maximum
The Complete Press Release Template
FOR IMMEDIATE RELEASE
[Always include this or specify an embargo date]
💡This tells journalists they can publish immediately.
Headline
[Company] [Action] [Result/Benefit]
Example:
TechCorp Launches AI-Powered Analytics Platform, Cuts Data Processing Time by 90%
💡Keep it under 100 characters. Lead with the most newsworthy element.
Subheadline (Optional)
[Additional context or key benefit]
Example:
New platform processes 1TB of data in under 60 seconds, available to enterprises today
💡Use this to add a secondary angle or key statistic.
Dateline
[CITY, STATE] — [Date] —
Example:
SAN FRANCISCO, CA — January 15, 2026 —
💡Use AP style for dates and locations.
Lead Paragraph
The first paragraph answers WHO, WHAT, WHEN, WHERE, and WHY. This is the most important paragraph—many journalists only read this far.
Example:
TechCorp, a leader in enterprise data solutions, today announced the launch of DataStream AI, an analytics platform that reduces data processing time by up to 90% compared to traditional methods. The platform is available immediately to enterprise customers.
💡Front-load the news. Assume readers only read this paragraph.
Body Paragraphs
Expand on the announcement with supporting details, statistics, and context. Each paragraph should cover one idea.
Example:
DataStream AI uses proprietary machine learning algorithms to optimize query patterns in real-time. In beta testing with 50 enterprise customers, the platform consistently processed complex analytics jobs 10x faster than existing solutions.
The platform integrates with existing data warehouses including Snowflake, Databricks, and BigQuery, requiring no migration or infrastructure changes.
💡Include specific numbers and data. Journalists love statistics.
Quote
Include a quote from a company executive that adds perspective or emotion—not just restating the facts.
Example:
"Data teams spend 80% of their time waiting for queries to complete," said Jane Smith, CEO of TechCorp. "DataStream AI gives them that time back to focus on insights that actually move the business forward."
💡Quotes should sound human, not corporate. Avoid "We are excited to announce."
Boilerplate
A standard paragraph about your company that appears at the end of every press release.
Example:
About TechCorp: TechCorp is an enterprise data solutions company helping organizations process and analyze data faster. Founded in 2020, TechCorp serves over 500 enterprise customers including Fortune 500 companies. Learn more at techcorp.com.
💡Keep it to 3-4 sentences. Update it quarterly.
Contact Information
Media Contact:
[Name]
[Title]
[Email]
[Phone]
Example:
Media Contact:
Sarah Johnson
Head of Communications
press@techcorp.com
(555) 123-4567
💡Use a dedicated press email. Respond within 2 hours during business days.
###
[Standard end mark for press releases]
💡This tells journalists they've reached the end.
Common Mistakes to Avoid
❌ Don't
• Start with "We are excited to announce..."
• Use jargon or buzzwords
• Write more than 600 words
• Include multiple announcements
• Forget the contact information
• Use a generic subject line when emailing
✓ Do
• Lead with the news
• Include specific numbers and data
• Make it easy to skim
• Include a human-sounding quote
• Provide contact for follow-up
• Personalize outreach to journalists
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