How to Write a Press Release: A Complete Guide for Beginners

Writing an effective press release is a vital skill for businesses, organizations, and individuals looking to gain media attention, promote events, or share important announcements. In this guide, we’ll walk through how to write a press release that is clear, professional, and newsworthy, ensuring it captures the interest of journalists and readers alike.

What Is a Press Release?

A press release is a formal written statement delivered to media outlets for the purpose of making an official announcement. It follows a specific structure and is used to communicate news about product launches, company updates, events, partnerships, awards, or other significant achievements.

Why Press Releases Matter

Press releases can help increase visibility, build credibility, and attract media coverage. When done right, they can lead to news features, interviews, backlinks, and improved brand reputation. They also serve as official records of your business activity and help maintain transparency.

Key Elements of a Press Release

Before diving into how to write a press release, it’s essential to understand the core components every good press release should have:

Headline: A compelling, concise summary of the news.
Subheadline (optional): A short sentence that expands on the headline.
Dateline: City and date of the press release’s origin.
Lead Paragraph: The who, what, when, where, why, and how of the story.
Body: Supporting details, quotes, and background information.
Boilerplate: A short paragraph about the company or individual issuing the release.
Media Contact Info: Name, phone number, and email of the PR representative.

Step-by-Step: How to Write a Press Release

1. Start with a Newsworthy Angle

Ask yourself: “Why should people care?” Journalists look for stories with value. Focus on what makes your announcement timely, relevant, or beneficial. Avoid writing a press release for something that is too promotional or lacks genuine interest.

2. Craft an Attention-Grabbing Headline

Your headline should be punchy and clear. Use active voice and avoid jargon. Keep it under 70 characters so it doesn’t get cut off in emails or search results.

Example: “Startup Launches App to Help Remote Teams Boost Productivity”

3. Write a Strong Lead Paragraph

This is your elevator pitch. The first paragraph should summarize the main points of your announcement—who is involved, what is happening, when and where it’s taking place, and why it matters. Get straight to the point.

4. Expand with Supporting Details

The following paragraphs should elaborate on the story. Include relevant statistics, background information, or the impact of the news. Use bullet points if necessary to break up complex information.

5. Include a Relevant Quote

Quotes add personality and credibility to your press release. Include a quote from a company executive, team member, or relevant stakeholder to emphasize the importance of the announcement.

Example: “This new product marks a significant milestone in our mission to revolutionize the e-commerce space,” said Jane Doe, CEO of XYZ Corp.

6. Add the Boilerplate

The boilerplate is a short “about us” section at the end of the press release. It should briefly describe the company’s mission, services, and key achievements. This helps journalists understand your background at a glance.

7. Provide Contact Information

Always include the contact information of the person responsible for media inquiries. This should be someone who can provide more details or arrange interviews if needed.

Tips for an Effective Press Release

Keep it concise—no more than one page (400–600 words is ideal, though 800 works for web).
Use simple, direct language.
Avoid fluff, hype, or overly promotional language.
Use AP style if you’re submitting to traditional media outlets.
Include a relevant image or multimedia if possible.
Proofread carefully to eliminate errors.

How to Distribute Your Press Release

Once your press release is written, the next step is distribution. You can choose from several channels:

Email: Send directly to journalists, editors, and media contacts in your industry.
Press Release Distribution Services: Services like PR Newswire, Business Wire, or EIN Presswire.
Your Website: Publish it in your news or blog section to increase visibility and SEO value.
Social Media: Share your announcement across platforms to reach a wider audience.

Conclusion: Mastering the Art of Press Releases

Knowing how to write a press release can open up powerful opportunities for your brand or organization. With the right structure, a clear message, and proper distribution, a press release can generate meaningful media attention and drive public interest. Follow the format, focus on the story, and always provide value. Done well, a press release is more than just a formality—it’s a powerful communication tool.