Proper formatting is crucial for press release success. Journalists receive hundreds of pitches daily, and a well-formatted release stands out immediately.
Standard Press Release Structure
1. Header Section
FOR IMMEDIATE RELEASE or EMBARGOED UNTIL [Date]
This tells journalists when they can publish the news.
2. Headline
Bold, centered, and compelling. Keep it under 80 characters. Use title case and avoid all caps.
3. Subheadline (Optional)
Provides additional context or highlights a key detail. Italicized, positioned below the headline.
4. Dateline
City, State — Date format. Example: MUMBAI, India — December 9, 2024
5. Lead Paragraph
Answer the 5 W's: Who, What, When, Where, Why. This paragraph should stand alone if nothing else is read.
6. Body Paragraphs
- Supporting details and context
- Quotes from executives or stakeholders
- Relevant statistics or data
- Background information
7. Boilerplate
A standard paragraph about your company (100-150 words). Include founding date, mission, and key achievements.
8. Contact Information
Media contact name, title, phone, email, and website.
Formatting Tips
- Use standard fonts (Arial, Times New Roman)
- 12-point font size
- 1.5 or double line spacing
- Keep paragraphs short (3-4 sentences)
- End with ### or -30- to indicate the end
Length Guidelines
Aim for 400-600 words. One page is ideal; never exceed two pages.
