How Should One Format a Press Release?

The format of a press release is written in much the same way as a condensed newspaper article. A well-written press release contains five parts: heading, introductory paragraph, body text, conclusion, and boiler plate.

Heading The heading should be concise and informative, providing the reader with a clear understanding of what the press release is about and create an interest to learn more.

Introductory Paragraph This is an essential paragraph that helps organize and outline the points of discussion while getting the readers attention. It should answer the questions: Who? What? When? Where? Why? How?

Body Text This is an expansion of the points outlined in the introductory paragraph. It contains useful information written in the third person that demonstrates or announces important, useful, and timely information about the company, its activities, plans or products. This section can also include statistics or quotes to help explain things more clearly.

Conclusion In the conclusion, wrap up the thoughts of the press release and “tie” together any loose strings by going from the specifics in the article to general ideas on how the topic relates to the reader.

Boiler Plate This is a brief section (normally 1-2 sentences) about who your company is and what your company does including, but not limited to, organization, author's name, and web address.

In addition to the boiler plate, some press release submission hubs allow an added section (in the form of a list) including: company name, contact person, phone number, physical address, e-mail address, and Web site. This will provide readers with a way to follow-up if they have questions or are interested in learning more about your organization.

General Guidelines. Please keep in mind that a press release should be approximately one page and be written in an easy-to-read format with a strong news angle. Press releases written according to these rules have a greater chance of being read and published.