How to Write a Press Release: The Complete PR Writing Guide

Writing a press release is a core skill for PR teams, startups, and organizations seeking media coverage. This step-by-step guide explains how to draft a professional announcement that catches a journalist’s attention and complies with standard editorial practices.

The Standard Structure of a Press Release

A professional press release follows a standardized structure so journalists can scan it for key details in seconds:

1. Logo / Header: Brand identity at the top of the page.
2. Release Timing: E.g., “FOR IMMEDIATE RELEASE” or “UNDER EMBARGO UNTIL…”
3. Contact Details: Media relations contact name, email, and phone number.
4. Headline: A bold, active summary under 90 characters.
5. Subheadline: Summarizing key takeaways.
6. Dateline: CITY, State/Country – Date (e.g., BANGALORE, India – June 18, 2026).
7. Lead Paragraph: Explaining Who, What, When, Where, and Why in the first 2-3 sentences.
8. Body Paragraphs: Providing supporting details, statistics, and industry context.
9. Executive Quote: Add a natural quote expressing the significance or vision of the news.
10. Boilerplate: About section describing the company.
11. Close: Demarcated by three hash marks (###) centering the bottom.

Step-by-Step Writing Guide

Step 1: Ensure the Story is Newsworthy

Journalists will delete a pitch if it is purely promotional.

• Not Newsworthy: “We launched a new color scheme for our SaaS dashboard.”
• Newsworthy: “We raised ₹10 Crore in funding to hire 50 engineers in Pune.”
• Rule: Make sure your announcement has an impact on the community, industry, or consumers.

Step 2: Write an Active Headline

Use active verbs and present tense. Keep it descriptive:

• Example: “GreenGrid Partners with Tata Power to Deploy Solar Charging Stations.”

Step 3: Lead with the News (The Hook)

State your main news in the very first sentence. Do not make the reader search for the point of the announcement.

• Example: “Mumbai-based startup BioPrint today announced the launch of its plant-based packaging film, designed to replace traditional plastic wraps in supermarket chains.”

Step 4: Include a Relatable Executive Quote

Do not write quotes filled with corporate jargon (e.g., “We are leveraging synergistic paradigms to maximize shareholder value”).

• Instead, focus on vision: “Our plant-based packaging offers supermarkets a cost-equivalent alternative to plastic, helping them comply with state rules without raising consumer prices,” said CEO Ajay Dev.

Step 5: Draft the Boilerplate

Provide a brief overview of your organization, including its founding year, size, and main website URL.