Standard Press Release Format (Copy-Ready & Example)

import CopyButton from ’../../components/CopyButton.astro’;

The standard press release format is a structured 7-part outline designed to deliver announcements to journalists in a predictable, easy-to-read layout. Following this format ensures your news is deemed professional and ready for publication.

When to Use This Template

Use this format for corporate announcements, new hires, partnership details, research findings, and other general business news.

Copy-Ready Template

FOR IMMEDIATE RELEASE
[Company Logo / Header]
Contact:
[Contact Name]
[Title]
[Company Name]
[Phone Number]
[Email Address]
[Website URL]
[HEADLINE: Bold, Action-oriented, Under 100 Characters]
[Subheadline: Brief summary of the news, italicized, under 150 characters]
[CITY, State/Country] – [Month Day, Year] – [INTRODUCTION: Start with a strong hook that answers Who, What, When, Where, and Why. Explain the primary announcement in 2-3 sentences.]
[BODY PARAGRAPH 1: Detail the significance of the news. Provide context, background, or data supporting the announcement. Explain how this affects customers, the industry, or stakeholders.]
[QUOTE: Insert an quote from a company executive. Keep it natural and focused on the vision, impact, or emotion, rather than simple technical jargon.]
“Quote from company representative goes here. It should sound human and explain the ‘why’ behind the news,” said [Executive Name], [Title] at [Company Name].
[BODY PARAGRAPH 2: Additional context, milestones, or technical details about the service/product/event. Include any notable partners or customer statistics.]
[BOILERPLATE: About the Company]
About [Company Name]: [Provide a brief 3-4 sentence summary of what the company does, its mission, and its main achievements.]

[Optional: Add Link to Media Kit or High-Res Images]

Real-World Example

Here is an example of the template customized for a fictitious tech launch:

FOR IMMEDIATE RELEASE

Media Contact: Sarah Jenkins
PR Director, CloudFlow
+1-555-0199
media@cloudflow.com

CloudFlow Launches AI-Powered Task Automator to Streamline Remote Workflows
New tool reduces manual data entry by 40% and integrates with existing SaaS applications.

SAN FRANCISCO, CA – June 18, 2026 – CloudFlow, a leading workplace collaboration platform, today announced the release of its new AI-Powered Task Automator, a machine-learning engine designed to automate repetitive administrative duties for remote teams.

The new feature enables employees to create automated workflows using simple natural language prompts, eliminating the need for custom API scripting.

“Our goal is to give workers their time back. By automating routine documentation, teams can focus on creative and strategic initiatives,” said David Chen, CEO of CloudFlow.

CloudFlow’s Task Automator is available immediately to all Enterprise tier customers.

About CloudFlow:
CloudFlow is a productivity software firm founded in 2021, serving over 50,000 customers globally with intuitive workflow management applications.

How to Write a Press Release

1. Write a compelling headline: Make sure it is clear and uses active verbs.
2. Lead with the news: Put the most important information in the very first sentence.
3. Include a quote: Make the quote sound natural and authentic.
4. End with a boilerplate: Provide a brief summary of what your company does.
5. Add contact details: Ensure journalists know how to reach you for follow-ups.

Common Mistakes to Avoid

• Writing in the first person: A press release should always be written in the third person (he, she, they, it), not “we” or “I”.
• Overusing industry jargon: Keep the language simple so any reader can understand the core announcement.
• Adding too many quotes: Limit yourself to one or two high-quality quotes.