Press Release Template: What You Actually Need

Search "press release template" and you'll find bloated, 12-section monsters. You don't need most of it. Here's a clean, simple template with exactly what journalists expect — and nothing they don't.

The template

FOR IMMEDIATE RELEASE
(or: EMBARGOED UNTIL [Day, Month Date, Time MT])

[HEADLINE: Who + did what + why it matters]
[Optional subheadline: one sentence with the second-best detail]

CALGARY, AB — [Month Day, Year] — [Lede: one or two sentences
answering who, what, when, where and why.]

[Paragraph 2: More detail on why it matters and how it works.
Include key numbers.]

"[Quote from your spokesperson — opinion, emotion or a story,
not a repeat of facts]," said [Full Name], [Title] at [Company].

[Paragraph 3: Supporting facts — availability, pricing, dates,
partners, how to take part.]

[Optional second quote from a partner, customer or community member.]

[Optional: Link to photos, video or more information.]

About [Company]
[Two to four sentences: what you do, who you serve, where you're
based, one credibility point. Website.]

Media Contact
[Name]
[Title]
[Email]
[Phone]

###

Each section explained

Release line. "For Immediate Release" means publish now. An embargo means don't publish before a set time. Learn when to use embargoes in How Far in Advance Should I Send a Press Release?

Headline. The most important line. Specific, active, local. Full guide: How to Write a Compelling Press Release Headline.

Dateline. City, province and date. It tells reporters immediately whether the story is local.

Lede. The first sentence carries the whole story. Use the 5 W's and H.

Body. Most important information first. Short paragraphs.

Quote. Should sound like a person. Read it out loud.

Boilerplate. Your standard "About us." Write it once, update it once a year.

Media contact. A real person who will answer on send day.

###. Traditional end marker. "-30-" works too.

What to leave out

Your entire company history
Five executive quotes
Every product feature
Hype words
Logos pasted into the body (link to them instead)

Formatting tips

Paste the release into your email body; don't attach it
Keep it to one page — see How Long Should a Press Release Be?
Use bullet points for lists of details
Hyperlink sparingly and only to useful pages

Templates for specific situations

The same skeleton works for most news, but the emphasis shifts:

Product launch: add pricing and availability up high — checklist here
New hire: lead with the person and why they matter
Event: add a clear "When / Where / Who / Cost" block
Rebrand: explain what's changing, what isn't and why

Want to see it filled in?

Check our Press Release Examples That Actually Work to see how the template looks with real stories.

Quick FAQ

Do I need a different template for every type of news? No. The same skeleton works for most announcements. You just change what goes first and which details you emphasize.

Should I put my logo at the top? On your website newsroom, yes. In a pitch email, skip embedded images and link to a photo folder instead. For rebrands, include old and new logos in that folder — see Press Release for a Company Rebrand.

Should I include FOR IMMEDIATE RELEASE? It's traditional and still useful, especially if you're also sharing embargoed news. It tells the reporter at a glance that the information can be used right away.

Prefer a pro to fill in the blanks? Blastily writes, places and amplifies your release. Start your Blast at blastily.com.