How to Write a Press Release [Free Press Release Template + Examples]


In at present’s world, manufacturers need to generate their very own buzz. Shoppers aren’t ready for the day by day newspaper anymore to get their information. As an alternative, they’re scanning headlines on Twitter, Fb, and different social media platforms.

One strategy to management the narrative surrounding your model is thru press releases. Whether or not it is sharing a brand new product launch or adjustments in your organizational construction, a daily cadence of significant information will help an organization stand out and construct mindshare with journalists over time.

Download Now: Free Press Release Template

On this publish, we’ll talk about:

What’s a press launch/information launch?

A press launch is an official assertion (written or recorded) that a corporation points to the information media and past. Whether or not we name it a “press launch,” a “press assertion,” a “information launch,” or a “media launch,” we’re at all times speaking about the identical fundamental factor.

Whereas the heading ought to comprise motion verbs, the primary paragraph ought to reply the “who,” “what,” “why,” and “the place.” The press launch must also comprise comprehensible language and a quote.

Most press releases are succinct at only a web page lengthy – two pages tops. Finally, corporations need to present sufficient data in order that information shops have adequate materials for publishing their very own tales about regardless of the firm is saying within the launch.

One factor to recollect is that press releases dwell within the public area, which suggests your stakeholders and prospects can see them.

So, as a substitute of pondering of a press launch solely as a ticket to incomes information protection, take into account it as a worthwhile piece of selling content material.

Whereas there isn’t any cut-and-dried components for what a press launch ought to embody, listed here are a couple of kinds of events that can assist you carve out a spotlight on your press launch and decide what content material would make it easier to broadcast your information in one of the simplest ways:

Product Launches

The product launch kind of press launch is efficacious to get the phrase out in regards to the new options your group is providing to customers.

It ought to emphasize the product’s specs, pricing, availability, and some other particulars which may be worthwhile to customers.

Mergers and Acquisitions

Organizational change is noteworthy sufficient to warrant a press launch, particularly for informing present and future stakeholders in regards to the development and trajectory of an organization.

To announce an acquisition or merger, embody particulars about all organizations concerned, details about the merger or acquisition, and quotes from the management groups.

Product Updates

Just like a brand new product launch, product updates and expansions are additionally ripe for promotion. Clarify what the change is, why it was made, and the way it advantages the person.


Press releases are an necessary part of occasion advertising to draw promotion from information shops and different media sources.

You will need to embody:

  • What the occasion is about
  • Who ought to take into account attending
  • When and the place will probably be held
  • Pricing

Grand Openings

Whether or not you opened up a brand new workplace, relocated, or are opening for the primary time, announce the main points with a grand opening press launch.

Announce the date and site the grand opening might be held, who’s concerned, how the grand opening is being celebrated, and the rationale for the transfer (if relevant).

New Partnerships

Just like mergers and acquisitions, a press launch saying new partnerships is a mutually helpful advertising tactic.

To successfully execute one of these launch, be sure you write a abstract about every firm, why the partnership was created, who advantages, and any extra necessary particulars for present and future stakeholders.


Rebranding is a troublesome factor for any enterprise to do, and it might sometimes end in confusion and awkwardness.

One strategy to make the transition smoother is by saying the rebrand with a press launch, together with particulars on what’s altering, the rationale for making the change, dates the adjustments go into impact, and quotes from the management group.

Govt Crew Modifications

Executives usually function faces of the corporate, and a press launch features to kick off this function.

It could embody biographical data to ascertain their credibility together with a photograph and different pertinent particulars.


In terms of enterprise excellence, it is OK to brag. Press releases about awards and accomplishments serve to cement your group as an authority in your area.

Such a press launch consists of details about the corporate and why they got the award, details about the award itself, and particulars in regards to the ceremony (if relevant).

When formatting a press launch, you need to write it in a newsy, simple method so a journalist who may write about it might think about it as an article on their information web site.

To begin, listed here are the fundamentals each press launch ought to embody:

  • Your contact data positioned on the highest left nook
  • The phrase “For fast launch” positioned on the highest proper
  • A headline that shortly explains the announcement
  • Your small business location within the first sentence of the press launch
  • A fast bio about your organization on the finish of your press launch.

You additionally may need to embody “###” or one other signifier to point out the journalist that the discharge has ended. Previously, this prevented busy journalists from ready or flipping the web page for extra data when there was no extra information. Nonetheless, this custom is still adopted and highly-respected today.

Now, onto the physique of your press launch:

  • Your first paragraph ought to state what the announcement whereas offering some context round your corporation and what it does.
  • The following two to a few paragraphs ought to embody quotes from an organization spokesperson or enterprise government to clarify the “why” behind this announcement.
  • Your final paragraph must be an “About Us” part that explains what your organization is and what it presents.

On this instance, Catbrella Inc., a fictitious advert company that simply gained its tenth Twitter follower after two years of paid social media efforts, publicizes its achievement in a press launch.

Sample press release format by HubSpot, with orange markers highlighting five key areas on the press release: headline, 3 paragraphs, about us section

*Disclaimer: fortmic is completely accountable for the silliness of this fake announcement.

Writing a press launch to interrupt necessary firm information will help companies develop higher, however doing it proper is simply as necessary. Here is easy methods to write a press launch, just like the one above, step-by-step.

1. Write a compelling headline.

You have acquired your announcement in thoughts, and now it is time to get it down in phrases to share together with your neighborhood, business, and followers.

Similar to writing the perfect blog post title, setting up your press release for success starts with your headline. You only have one line to work with, which can seem scary, but consider your words carefully to make your headline captivating.

Here are some tips to make your headline stand out:

  • Use action verbs.
  • Be specific.
  • Keep it short.

Most importantly, make it interesting: Keep in mind that reporters get dozens, if not hundreds, of releases each day, so invest the time to write a compelling headline.

Consumers, on the other hand, see news stories all over their timelines. As such, your headline needs to be interesting enough to reel them in.

2. Convey the news value to the press.

If you want your press release to be newsworthy, you have to give readers a reason to care.

A good way to ensure this is by using the reverse pyramid formula when writing your press release: Going from the most important information to the least important.

While the first paragraph of your release should explain the who, what, where, the second paragraph should cover the why.

Reporters don’t have a ton of time to sift through details and fluffy background information — they just need the facts that’ll help them tell your story to someone else from a position of authority.

There shouldn’t be any new, crucial information covered after these sections because the readers could potentially miss them.

3. Offer a tempting quote.

Once you’ve set the scene, it’s time to bring your details to life with a quote that reporters can use for context around your announcement and help paint a picture of how your news affects the given industry, customer base, and landscape.

Ideally, quotes will be from key stakeholders in your company including your executive team, project leads, or those directly impacted by your announcement.

Quoting key figures and authorities underlines the importance of your development. The chosen quote should shape your narrative and emphasize the core of the announcement.

Don’t ask everyone in your office for a comment or feel compelled to quote all 25 people included in the acquisition. Pick one or two critical spokespeople and focus the quotes around their unique perspective.

4. Provide valuable background information on the subject.

In this last paragraph, keep in mind that the reader should already have key details they need regarding your announcement.

Offer details here that strengthen your narrative, like creative or noteworthy ways your company developed the project or announcement at hand. Or, when applicable, comment on the future implications of your announcement.

Another good way to add value to your press release is by using newsjacking. A means of relating your press launch to one thing presently happening to make it extra worthwhile to the journalist and reader.

5. Summarize the “who” and the “what” in a boilerplate.

Twitter is chock-full of reporters lamenting press releases or pitches that do not clearly clarify what the corporate does or what the announcement is definitely about.

Describe what your organization does in clear, plain language and embody a hyperlink to your organization’s web site early on.

For those who cite knowledge, embody a reference hyperlink for the info supply, and ensure each title within the launch has an related title and firm as properly.

To maintain your self trustworthy on this entrance, ask a colleague to learn the discharge with out context and ask them to relay the knowledge again to you. If they can not recall the who, what, or why get again to the drafting board.

Press Launch Template

This template consists of press launch templates based mostly on the kind of announcement your organization desires to make, whether or not it is a new product, a partnership, or a change inside your group.

press release template offer from hubspot

Download This Press Release Template for Free

This template additionally presents artistic replacements for the normal press launch and a information on easy methods to create a complete promotional plan. You will have precisely what that you must drive model consciousness and stand out amongst your rivals.

Press Launch Examples

Many individuals suppose press releases need to be chock stuffed with buzzwords and branded phrases.

“Massive knowledge,” anybody? 5-syllable phrases you need to search for on Quotes from each government on the planet that go on for pages? We have seen all of it. Sadly, so have reporters – and they’re not followers.

As an alternative of stuffing your subsequent launch with business jargon, take a web page out of our e book (OK positive, book), The Newsworthy Guide to Inbound Public Relations, and brainstorm some artistic approaches on your subsequent announcement.

Are you able to embody new knowledge? A outstanding graphic or video? A shareable SlideShare? If that’s the case, a artistic angle will help carry your content material and improve the probability of social sharing.

Now, to get you pondering heading in the right direction, check out some artistic press launch examples under, the kind of information each is reporting on, and what makes the discharge distinctive:

1. Microsoft

Sort of press launch: Acquisition

snapshot of press release example from microsoft

Image Source

The very first thing that stands out on this press launch is the headline. It tells a full story with out being too lengthy: It covers who’s concerned (Microsoft and Activision), what’s occurring (an acquisition), and why it issues (to convey the enjoyment and neighborhood of gaming to everybody).

All through the press launch, you get quotes from leaders in each organizations, serving to clarify the good thing about this acquisition and the way it will transfer the business ahead.

Towards the underside of the press launch, you get extra context surrounding every firm’s market share and the way this acquisition will impression the business.

2. Flourish

Sort of press launch: Crew and workplace enlargement

snapshot of press release example from flourish

Image Source

Organizational adjustments can appear comparatively boring. One strategy to generate some curiosity is to incorporate visible parts so as to add extra dimension to the story.

On this press launch saying a group and workplace enlargement, enterprise capital agency Flourish shares photographs of some new hires proper on the prime, instantly drawing readers in.

The discharge dives into the rationale behind the enlargement and the important thing areas of focus shifting ahead. Then, we get a fast bio for every rent featured within the picture, which will help construct pleasure surrounding the model’s future.

The important thing takeaway right here is: Do not be afraid to make use of visible parts in your press launch, as they will help draw readers in.

3. SuperCom

Sort of press launch: Occasion

snapshot of press release example from supercom

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Because the shortest press launch within the bunch, SuperCom reveals that much less is commonly extra.

On this launch, safety options firm SuperCom introduced its participation in an upcoming convention.

In terms of occasions, a very powerful particulars are date and site. So long as you could have these key items, all the pieces else is a bonus.

One factor that will’ve elevated this launch is a quote on who can profit from attending this occasion and why, as a strategy to reel in potential attendees.

4. fortmic

Sort of press launch: Program launch

snapshot of press release example from hubspot

Image Source

We have additionally crafted this complete, easy-to-follow press release template full with a promotional plan and concerns on your subsequent announcement. We use these similar tips when writing and formatting our releases right here at fortmic, and created a pretend, pattern launch as an example what content material goes the place and why.

Suggestions for Publishing Press Releases

Writing a press launch is basically solely half the battle. When you’re completed with manufacturing, it will be time to concentrate on distribution.

In fact, we’re all aware of the normal distribution levers we are able to pull, which embody publishing the press launch on our web site/weblog in addition to sharing the press launch with our followers/subscribers by way of social media and electronic mail.

To get the utmost quantity of distribution potential, listed here are some ideas you’ll be able to comply with.

1. Attain out to particular journalists.

As an alternative of blasting a press launch out to each journalist you’ll find an electronic mail tackle for, concentrate on a couple of journalists who’ve expertise overlaying your business (and firm, hopefully) and ship them customized messages.

Join the dots. Present why what you wrote connects to what they write.

2. Ship the discharge to prime journalists the day earlier than.

Give journalists a while to craft a narrative round your press launch by sending it to them — beneath embargo — the day earlier than it formally goes dwell.

“Underneath embargo” simply means they don’t seem to be allowed to share the knowledge within the press launch till the time you specify.

3. To keep away from competitors, do not publish your launch on the hour.

For those who’re publishing your press launch on a distribution service like PR Newswire or Enterprise Wire, keep away from publishing it on the hour (e.g., 1 p.m., or 3 p.m., or 5 p.m.).

The rationale? Most corporations schedule their releases to exit on the hour, which suggests in case your launch goes out on the hour too, it is extra more likely to get misplaced within the shuffle.

As an alternative, strive going with a extra distinct time (e.g., 1:12 p.m., or 3:18 p.m., or 5:22 p.m.).

4. Share your media protection.

If all goes in line with plan, and your press launch will get picked up by the media, your job nonetheless is not completed.

To maintain the excitement going, you’ll be able to launch a “second wave” of distribution by sharing the precise tales that information shops write based mostly in your press launch.

You may also share the information in your digital channels, like social media and electronic mail, to convey consciousness to your announcement.

How To Stand Out In The Information

The important thing to preserving your PR technique new faculty is forgetting preconceived notions of what public relations is and as a substitute specializing in creating extremely outstanding content material. Conventional press releases can nonetheless be actually worthwhile when executed properly.

As an alternative of ditching releases as a tactic, give them a contemporary makeover to make them extra helpful on your advertising.

Take into consideration how you’ve got used inbound strategies to rework your advertising methods to be extra customized, approachable, and construct relationships. Those self same rules apply to your PR technique: Create content material to craft your personal story and use tactful outreach to get the media aware of (and enthusiastic about) your model.

Editor’s be aware: This publish was initially printed in November 2019 and has been up to date for comprehensiveness.

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