Press Release Format - Guidelines & Free Examples
The press release is one of the easiest ways to get media coverage. If written and formatted correctly, it is a perfect tool to increase brand awareness.
In a press release writing, it is important to follow the standard press release format to ensure you get the formatting right.
It would be impossible for you to get media coverage if you are not following the accepted press release formatting guidelines.
Table of Contents
- 1. What Is Press Release?
- 2. Press Release Format
- 2.1 Add Documents Settings
- 2.2 Add Your Company Logo
- 2.3 Add Contact Information
- 2.4 Add the Dateline/Release Date
- 2.5 Make Your Headline
- 2.6 Add A Subheader
- 2.7 Add Location & Date
- 2.8 First Body Paragraph
- 2.9 Remaining Section
- 2.10 Write Boilerplate
- 2.11 End Notation
- 2.12 Add Endnote
- 3. Press Release Format Examples
If you don’t know how to format a press release, give this blog a thorough read and find the perfect formatting guidelines so that your story gets noticed by important publication.
In addition to guidelines, you will also find a sample template and examples to make sure you nail the formatting every time.
So without any further ado, let’s start with the basics.
1. What Is Press Release?
A press release is a useful tool to announce something newsworthy about your company and its product or service. It is also known as a news release or media release.
A 1-3 page document that is specifically designed to inform journalists and reporters about your organization’s recent developments.
In simpler words, it is something that a company does to let the target audience know about your new stuff.
Here are the following benefits that you can get from the press release:
- To get coverage on media sites and blogs
- Get traffic to your website
- To show up your company in Google News
- To improve your rankings on Google
- To boost your company’s credibility and trust
Keep in mind that your press release is not going to magically get featured if you are starting up a new and small business. It is one of the best content marketing strategies. Therefore, if done right, a press release can be a powerful tool to share new stuff that your company is doing.
1.1 Press Release Example
Before heading towards press release format guidelines, here is an example of a great press release that you can explore for your better understanding.
2. Press Release Format
The important step in learning how to write a press release is to understand and employ the correct press release format. Here is a step by step guide that you can follow to ensure your press release conforms to a format that a reporter or journalist is familiar with. In this way, you can increase your chances of getting published.
Let’s get right into it.
2.1 Add Documents Settings
Typically a press release is written in Times New Roman. Also, one inch-margins should be set for all sides of the paper. Keep in mind that you can change the settings according to your requirements.
2.2 Add Your Company Logo
First, you need to add your company logo at the top and center of your press release.
2.3 Add Contact Information
Right after the logo, add contact information so the journalists or publication you are sending your press release can contact you. Include all the ways so that they can contact you in a manner they are most comfortable with.
2.4 Add the Dateline/Release Date
A release date is one that you specify for your press release to get published. This can be handled in a number of ways, depending on the timing and intent of your press release. Add the timeline in the top left corner of your page all in caps.
If your press release is all set to distribute, you should include “For Immediate '' at the top of your page. If you want the news outlets to hold on your press release but you are sending it so that they can receive it before the specified date. In that case, include “Embargoed for Release '' and then include the date and time you want your press release to go live.
2.5 Make Your Headline
A headline is written at the top of your press release but below your company logo, contact information, and date.
Since the headline is what creates a reader’s interest, it should be written in a way to compel people to read your press release.
A good approach for a perfect press release is to keep it short and on point. The good word limit for a press release headline is between 60-80 characters.
2.6 Add A Subheader
Written below the headline, a subheader helps you to grab the reader’s attention and help them to understand the main purpose of your press release is all about. Subheading provides you a great chance to plan your news story ahead. Ideally, the subheadings are 120 characters in length and should be formatted in Times New Roman size 12 all in title case.
2.7 Add Location & Date
At the start of your first paragraph, show the location and date your press release is coming from. To separate it from the first body graph, put a dash. Both date and location should be bolded.
2.8 First Body Paragraph
Now it is time to craft the first body paragraph of your essay. It is the section where you should present the answers of five important 5Ws (what, who, when, why, and, how) of your press release. Consider it as a summary to provide a brief idea of what the press release is all about. The body copy should be single-spaced throughout.
2.9 Remaining Section
The part of the body section should include various media content such as photos, audio, and video clips. Media content helps you to stand out on both search engines and social media. You should avoid adding more than two of these media contents in your press release. If you are sending your press release through email, add links to the attached media contents so that they can be accessed in their original forms.
For distributing a press release with a distribution service like PR Newswire. Keep in mind that each distribution has its own guidelines for formatting these content.
You can also use quotes to emphasize the important parts of your press release. Including a quote helps you to add another perspective in support of your story.
2.10 Write Boilerplate
Boilerplate is the last short paragraph of the press release. Consider it as your “About section” placed at the end of your press release. Here you have to include background information about your company or anything else that might be of interest to your readers. The ideal length for a boilerplate is within 100 words.
2.11 End Notation
Your press release should end with three-pound signs (also known as hash) to show your readers that they have reached the end of the document. It will look something like this: ###
2.12 Add Endnote
Repeat the contact information at the end of your press release. It is a good idea to add an endnote to that the readers can reach out to you in case of any query or to acquire any important information. A single sentence similar to “For more information, contact us at [phone number] or [email address].” would be appropriate to use.
3. Press Release Format Examples
Let’s close this guide with some useful press release format examples to better understand the techniques so that you can get your company the attention it deserves.
3.1 Press Release Format AP Style
When writing an AP style press release, it is essential to follow the AP style format structure. There are many publications and media outlets that expect to see this format so that they can easily find important and relevant information. Here is an AP Style press release template that you can follow.
3.2 Press Release Email Format
If you are using an online medium rather than print to send your press release, you better refer to the following email format. It provides all the aspects that a standard email press release format should have.
Now you know all the required steps that you need to come up with an amazing press release and get the recognition your brand deserves.
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