How to Write a Press Release: Free Template and Generator
Learn the standard press release format with a step-by-step guide. Includes a professional template, writing tips, distribution advice, and our free press release generator.
# How to Write a Press Release: Free Template and Generator
A well-written press release can get your business featured in news outlets, blogs, and industry publications — for free. But most press releases get ignored because they don't follow the standard format, bury the news, or read like advertisements. This guide covers the exact structure journalists expect, writing tips that get coverage, and common mistakes to avoid.
What Is a Press Release?
A press release is a formal announcement sent to media outlets about something newsworthy your organization has done. It follows a standardized format that journalists recognize and trust.
When to write a press release:
When NOT to write a press release:
The Standard Press Release Format
Every press release follows the same structure. Journalists are trained to scan this format, so deviating from it reduces your chances of coverage.
1. Header Block
FOR IMMEDIATE RELEASE
Company Name
Contact: [Name]
Phone: [Number]
Email: [Email]
Website: [URL]"FOR IMMEDIATE RELEASE" tells journalists they can publish immediately. If the news is embargoed (not to be published until a specific date), write "EMBARGOED UNTIL [Date]."
2. Headline
One line, typically under 80 characters. It should clearly state the news.
Good headlines:
Bad headlines:
3. Subheadline (Optional)
A second line adding context or detail:
4. Dateline
The city and date:
NEW YORK, NY — February 13, 2026 —5. Lead Paragraph
The most critical paragraph. It must answer the five W's in 2-3 sentences:
Example:
"TechCorp, a leader in AI-powered business analytics, today announced it has raised $10 million in Series A funding led by Sequoia Capital. The investment will fund expansion of TechCorp's real-time analytics platform into European and Asian markets, with plans to double its engineering team by the end of 2026."
6. Body Paragraphs
Expand on the lead with supporting details, ordered by importance:
7. Boilerplate (About Section)
A standard paragraph about your company, reused in every press release:
"About TechCorp: TechCorp provides AI-powered analytics solutions to over 500 mid-market companies. Founded in 2022 and headquartered in New York, TechCorp helps businesses make data-driven decisions in real time. For more information, visit techcorp.com."
8. End Mark
Signal the end of the press release:
###or
— END —Writing Tips for Press Releases
Write Like a Journalist, Not a Marketer
Journalists delete promotional press releases immediately. Write factually:
Use Quotes Strategically
Include 1-2 quotes from company leadership or partners. Quotes should add perspective, not repeat facts:
Include Numbers and Data
Specific numbers make press releases more credible and quotable:
Keep It Short
Use the Inverted Pyramid
Put the most important information first, least important last. Editors cut from the bottom up.
Press Release Template
FOR IMMEDIATE RELEASE
[Company Name]
Contact: [Full Name], [Title]
Phone: [Phone Number]
Email: [Email Address]
Website: [Company URL]
[HEADLINE IN BOLD CAPS — UNDER 80 CHARACTERS]
[Optional subheadline with additional context]
[CITY, STATE] — [Date] — [Lead paragraph answering who, what, when, where, why in 2-3 sentences]
[Body paragraph expanding on the announcement with details and data]
"[Quote from company CEO/founder adding perspective]," said [Full Name], [Title] of [Company Name].
[Additional context — industry impact, market data, or background]
"[Quote from partner, customer, or investor]," said [Full Name], [Title] of [Organization].
[Future plans, next steps, or call to action]
About [Company Name]
[Standard 2-3 sentence company description. Include founding date, headquarters, what you do, and key metrics.]
###Distribution: Where to Send Your Press Release
Direct Outreach (Most Effective)
Email your press release directly to journalists who cover your industry:
Press Release Distribution Services
Paid services send your release to thousands of outlets:
| Service | Cost | Best For |
|---|---|---|
| PR Newswire | $400-$1,500+ | Large companies, broad distribution |
| Business Wire | $400-$1,000+ | Business and financial news |
| GlobeNewswire | $350-$800 | Mid-size companies |
| EIN Presswire | $50-$200 | Small businesses, startups |
Free Distribution Options
Common Press Release Mistakes
1. No Actual News
"Company updates website design" is not news. Press releases need genuine news value — a milestone, launch, partnership, or data-backed insight.
2. Too Much Jargon
Write for a general audience. Industry jargon alienates journalists who aren't specialists in your field.
3. Burying the Lead
The most important information must be in the first paragraph. Don't start with background or history — start with the news.
4. No Contact Information
Every press release needs a named contact with phone number and email. If a journalist wants more information and can't reach you, you lose the opportunity.
5. Too Long
Anything over one page (500 words) risks being ignored. Be concise.
Free Business Communication Tools
Create professional business documents with these free Tovlix tools:
Conclusion
A press release that follows the standard format, leads with genuine news, and stays under 500 words has the best chance of getting media coverage. Use the inverted pyramid structure, write factually instead of promotionally, include specific numbers, and always provide contact information. Use our free Press Release Generator to create properly formatted press releases in minutes.
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