If you’re launching a new product, hosting an event, or announcing major company news, a well-crafted press release can help you amplify your message, build credibility, and gain media coverage. But writing a press release that actually grabs attention and gets picked up by journalists? That takes more than just a few paragraphs of copy.
Read this guide, to get a better understanding of how to write the perfect press release, step-by-step, including expert tips and real-world examples to help you get started.
What Is a Press Release?
A press release (also known as a media release or news release) is an official statement delivered to members of the news media to provide information, make an announcement, or issue a statement.
It’s not an advertisement—it’s a piece of public relations content designed to inform journalists and editors so they can share the news with their audience.
Structure of a Perfect Press Release
A well-structured press release follows a standard format and includes the following elements:
1. Headline
A clear, concise, and compelling title that communicates the essence of your announcement.
Example:
Google Launches AI-Powered Productivity Tool to Revolutionize Remote Work
2. Subheadline (Optional)
Adds context or detail to the headline; often used to hook the reader.
Tool already adopted by over 5,000 businesses during beta phase
3. Dateline
The city where the news originates and the release date.
SAN FRANCISCO, June 8, 2025 —
4. Lead Paragraph (The 5 Ws)
Immediately answers: Who, What, When, Where, and Why. This is where journalists decide whether your story is worth reading.
Acme Corp today announced the public launch of TaskFlow AI, a productivity platform designed to streamline task management for remote teams.
5. Body Paragraphs
Expand on the details. Include quotes from executives, customers, or partners. Use facts, statistics, and background info.
6. Quote(s)
Quotes give a human voice to the release and add authority.
“TaskFlow AI represents the future of work,” said Larry Page, CEO of Google. “We’ve combined powerful automation with a user-first design to give teams back hours of productivity each week.”
7. Boilerplate
A short paragraph about the company, its history, mission, or offerings.
About Google
Founded in 2001, Google is a leading provider of workplace technology solutions, helping teams in over 50 countries collaborate more effectively.
8. Media Contact Information
Include name, phone number, email, and company website for follow-ups.
Tips for Writing a Press Release That Gets Noticed
Keep It Newsworthy
Only write a press release when you have something genuinely newsworthy: product launches, company milestones, funding rounds, partnerships, research findings, etc.
Write Like a Journalist
Use an objective tone. Avoid marketing fluff and buzzwords. Focus on facts and clarity.
Be Concise
Stick to 400–600 words. If it’s too long, it won’t get read.
Use Keywords Strategically
Incorporate SEO-friendly keywords in your headline and first paragraph to increase discoverability online.
Include Multimedia
If possible, add images, videos, or infographics to your press release. These assets increase engagement and are more likely to be shared.
Press Release Template (Copy & Customize)
FOR IMMEDIATE RELEASE
[Headline: Describe the news in a concise and attention-grabbing way]
[Subheadline: Optional — provide additional context or detail]
[City, State — Date] — [Introductory paragraph answering who, what, when, where, and why.]
[Paragraph 2: Expand on the news with additional context. Include data or metrics if available.]
[Paragraph 3: Include a compelling quote from a key stakeholder.]
[Paragraph 4: Offer more background, how this news fits into the broader company story or market.]
About [Your Company Name]
[Brief company bio with focus on mission and industry.]
Media Contact:
[Name]
[Title]
[Email Address]
[Phone Number]
[Website URL]
Real-World Sample Press Release Template: Product Launch
FOR IMMEDIATE RELEASE
GreenTech Unveils EcoCharge – The First Fully Biodegradable Power Bank
Revolutionary device charges your phone—and composts itself after use
NEW YORK, NY – June 8, 2025 – GreenTech Innovations, a pioneer in sustainable consumer electronics, has announced the launch of EcoCharge, the world’s first fully biodegradable power bank, available in retail and online starting today.
EcoCharge is designed to reduce electronic waste, which has become a growing concern as millions of gadgets are discarded yearly. The power bank features a compostable casing and recyclable internal components, a first in the tech industry.
“EcoCharge is more than a product—it’s a statement,” said Elena Torres, CEO of GreenTech Innovations. “We believe in tech that empowers consumers and respects the planet.”
The product is available in two capacities—5,000mAh and 10,000mAh—and priced starting at $29.99. GreenTech expects to expand into solar-powered accessories later this year.
About GreenTech Innovations
Founded in 2016, GreenTech Innovations is committed to merging technology with sustainability. The company has received multiple awards for eco-friendly design and product innovation.
Media Contact:
Sarah Wong
PR Director
press@greentech.io
(212) 555-0198
www.greentech.io
Conclusion
A strong press release is your ticket to media coverage, SEO traction, and brand credibility. But it has to be more than a well-written article—it has to be timely, relevant, and newsworthy.
Use the template and examples above to craft your own perfect press release, and always keep your audience—and the journalists you’re pitching—in mind. The easier you make it for them to tell your story, the more likely they are to do it.
Click here to download free editable copy of a Press Release Template Sample.