Press Release Format: The Essential Sections

Press releases vary by organization, but a predictable structure helps readers find the important information quickly. The format should support the announcement rather than become a rigid writing exercise.

Headline

State the core news in plain language. A subheadline is optional and should add useful detail rather than repeat the headline.

Date and location

Many releases begin with a dateline that identifies where and when the announcement is issued. Use a format that is unambiguous for the intended audience.

Opening paragraph

Summarize the announcement immediately. Include the company or organizations involved, the development being announced, and the most important timing or scope information.

Supporting paragraphs

Explain the details, evidence, background, and practical implications. Use short paragraphs and descriptive subheadings for longer releases.

Quotes

Include attributed comments only when they add context. Avoid generic statements such as being “thrilled” unless the quote also explains why the development matters.

Boilerplate

The boilerplate is a short description of the organization. Keep it factual and consistent with the organization’s public information.

Media contact

Give journalists or other readers a clear way to request additional information. Use contact details that are actively monitored.

The best format is the one that makes accurate information easy to verify and reuse.