A press release shares important information with the media. It helps businesses and organizations announce news, events, or updates. Writing a press release requires a clear format and direct language. Follow these steps to write an effective press release.
1. Write a Strong Headline Start with a headline that grabs attention. Make the headline short and direct. Use keywords that describe the news. Do not use confusing or vague words.
Example: “ABC Company Launches New Product for Small Businesses.”
2. Add a Subheadline (Optional) A subheadline gives more detail about the headline. Keep it short and clear.
Example: “The new tool helps business owners manage their finances.”
3. Include the Date and Location Start the first paragraph with the release date and location.
Example: “New York, NY – March 25, 2025 – ABC Company announces…”
4. Write the Lead Paragraph The first paragraph should answer who, what, where, when, and why. Be clear and brief. Readers should understand the news in one paragraph.
Example: “ABC Company has launched a new financial tool for small businesses. The product is available nationwide starting April 1, 2025. The tool helps business owners manage expenses and track income.”
5. Provide Supporting Information In the second and third paragraphs, add details. Include facts, benefits, and important quotes. Write clear sentences.
Example: “The product includes automatic reports and expense tracking. CEO John Smith says, ‘We created this tool to help business owners save time and money.'”
6. Add Quotes from Key People Quotes make the press release more personal. Include quotes from company leaders or experts. Keep quotes short and relevant.
Example: “Chief Marketing Officer Sarah Lee says, ‘This product will help small businesses grow by giving them better control of their finances.'”
7. Include Statistics and Data Facts and data support your news. Add statistics if available. Keep the numbers easy to understand.
Example: “A recent survey shows 60% of small business owners struggle with financial management. This tool helps address that need.”
8. Write a Conclusion Paragraph Summarize the press release. Restate the main points. Offer contact information for more details.
Example: “ABC Company’s new financial tool will help small business owners manage their finances with ease. The product launches on April 1, 2025. For more information, contact press@abccompany.com.”
9. Add Boilerplate Information The boilerplate section provides background on the company. Write this in one short paragraph.
Example: “About ABC Company: ABC Company provides software solutions for small and medium businesses. Since 2010, the company has helped over 10,000 businesses with accounting, payroll, and reporting tools.”
10. Finish with Contact Information Always include a media contact at the end.
Example: Media Contact: Jane Doe PR Manager ABC Company press@abccompany.com 555-123-4567
11. Use Simple Formatting Use clear headings. Leave space between sections. Avoid fancy fonts or graphics.
12. Proofread Check grammar and spelling. Make sure all facts are correct. Read the press release aloud to catch errors.
13. Distribute the Press Release Send the press release to media contacts and industry websites. Use email or press release distribution services.
Press Release Template Example
Headline: ABC Company Launches New Product for Small Businesses
Subheadline: The new tool helps business owners manage their finances
Date and Location: New York, NY – March 25, 2025
Lead Paragraph: ABC Company has launched a new financial tool for small businesses. The product is available nationwide starting April 1, 2025. The tool helps business owners manage expenses and track income.
Supporting Paragraphs: The product includes automatic reports and easy expense tracking. CEO John Smith says, ‘We created this tool to help business owners save time and money.’
Chief Marketing Officer Sarah Lee adds, ‘This product will help small businesses grow by giving them better control of their finances.’
A recent survey shows 60% of small business owners struggle with financial management. This tool addresses that need.
Conclusion Paragraph: ABC Company’s new financial tool will help small business owners manage their finances with ease. The product launches on April 1, 2025. For more information, contact press@abccompany.com.
Boilerplate: About ABC Company: ABC Company provides software solutions for small and medium businesses. Since 2010, the company has helped over 10,000 businesses with accounting, payroll, and reporting tools.
Media Contact: Jane Doe PR Manager ABC Company press@abccompany.com 555-123-4567
Summary Writing a press release requires clear writing and simple structure. Focus on facts. Use short sentences. Avoid complicated language. Include all important details. Always add contact information. Follow these steps to help media outlets share your news.