Press Release Format and Structure Explained

What Is The Format Of A Press Release?

A press release is a short, official statement shared with the media to announce something important, like a new product launch, event, or company update. The format refers to the structure and layout you follow to make sure your press release is clear, professional, and easy to read.

You can call it a blueprint that includes essential elements like a headline, date, introduction, body, and contact information. When done right, this format helps journalists quickly find the information they require and increases your chances of getting media coverage.

Key Elements of a Press Release Format

Following the standard press release format, a news release will have these key elements:

• Headline: Attention-grabbing and concise.
• Subheading: Adds context to the headline.
• Date and Location: Indicates when and where the announcement is relevant.
• Introduction Paragraph: Answers the key questions (who, what, where, when, why).
• Body Content: Provides background, quotes, and detailed information.
• Boilerplate: Brief overview of your company or organization.
• Contact Information: Includes name, phone, email, and relevant links.

How to Format a Press Release Correctly

With a proper press release format, your news release can make headlines as soon as it is made public. Here's how to format your press release correctly, step by step:

1. Use a Simple Layout

• Font: Choose a clean, professional font like Arial or Times New Roman, size 12. This makes it easy to read.
• Margins: Keep the margins at 1 inch all around the page.
• Spacing: Use single spacing for the text, but leave a space between paragraphs. This helps avoid a cluttered look.
• Alignment: Align the text to the left, not justified. This makes your text easier to follow.

2. Create an Attention-Grabbing Headline

• Your headline should be short and to the point. It should summarize your main news in a way that makes people want to read more.
• Make sure it’s bold and centered at the top of the page. It should grab attention, but not be overly flashy.

Example:
"New AI Tool Set to Transform Small Business Operations"

3. Add a Subheadline

• The subheadline is optional but helpful. It gives a little more context or detail to the headline.
• Keep it short, one to two lines max. It should complement the headline, offering more information without repeating it.

Example:
"Tool designed to streamline tasks and boost productivity for small businesses."

4. Include the Dateline

• The dateline comes right after the headline and subheadline. It tells the reader where and when the news is happening.
• It includes the city (where the news is coming from) and the date of the release.

Format:
[City, State] – [Month Day, Year]

Example:
"New York, NY – October 12, 2024"

5. Start with a Strong Lead Paragraph

• The first paragraph is the most important. It should answer the 5 W's: Who, What, Where, When, Why.
• Keep it brief but informative. The goal is to give the reader a snapshot of the news right from the start.

Example:
"XYZ Company is launching a new AI-powered tool for small businesses on October 15, 2024. The software will automate time-consuming tasks and help businesses grow faster."

6. Write Clear and Concise Body Paragraphs

• In the body, expand on the details you introduced in the first paragraph. Break up the information into several short paragraphs.
• Include relevant facts, quotes, or statistics to support the news. Just keep it simple and to the point—avoid lengthy or complicated sentences.

Example:
"The new AI tool integrates with popular platforms like Google Calendar and QuickBooks. According to CEO John Smith, 'Our goal is to help small businesses focus on growth by handling the routine tasks automatically.'”

7. Add a Boilerplate at the End

• The boilerplate is a short section at the end that tells readers about your company. It's a quick overview of who you are and what you do, but not about the specific news.
• Keep it brief,  2-3 sentences are more than enough

Example:
"About XYZ Company: Founded in 2010, XYZ Company creates software to help small businesses grow. Our mission is to simplify business processes and save time for entrepreneurs."

8. Provide Contact Information

• This should be the last thing in your release. It includes who journalists or readers can contact for more details.
• The media contact information should include the person's name, phone number, email address, and website (if applicable).

Example:
"For media inquiries, please contact:
Jane Doe, PR Manager
Phone: (123) 456-7890
Email: jane.doe@xyzcompany.com
Website: www.xyzcompany.com"

9. End with "###" or "-END-"

• At the very end of the press release, add either "###" or "-END-" to signal that the release is finished. It’s a standard practice.

Example:
"###"
or
"-END-"

Press Release Format Examples

When writing a press release, looking at examples can help you understand how to structure yours. Here are examples of a few types of press releases and free press release templates to make things easier for you. 

Best Practices for a Successful Press Release

When creating press releases, keeping a few things in mind can make a big difference.

1. Use the Inverted Pyramid Principle: Begin with the most important information. This way, readers know right away what the news is about.
2. Think About Your Target Audience: Make sure your message speaks to the right people. Your target audience will guide how you write and what details you highlight.
3. Add Social Media Links: Include links to your social media pages. This makes it easy for readers to share your news and helps it spread faster.
4. Stick to the Basics: A press release should be clear and direct. The press release should include only the essentials—key points, a good headline, and important quotes.
5. End with a Boilerplate: Wrap it up with a short paragraph about your company. This gives a quick background without being too much.

Following these simple tips will help you create press releases that grab attention and deliver your message effectively.

On a final note, 

In this blog, we’ve covered everything you need to know about writing a press release—from understanding the format to knowing the key elements and best practices. We also looked at different types of press releases and shared some helpful templates. 

By following these tips, you'll be well on your way to creating effective press releases that grab attention and get results. Now you're equipped to spread your news confidently!

If you're struggling with writing a press release or unsure about the format, a professional writing service can help. Experts at SharkPapers.com know how to craft a press release that highlights your product or service, making it effective for marketing. 

Our custom paper writing service is the best option for getting your press release written. Contact us to get started!