Press release template

A press release is an official statement issued to the media to communicate news, events, or updates related to a company, organization, or individual. A press release template is a pre-designed format used to create press releases quickly and efficiently. The press release template usually starts with a header that includes the company logo, name, and contact information. This is followed by a headline that summarizes the news or announcement in a concise and attention-grabbing way. The first paragraph, also known as the “lead,” provides the most important details of the news and answers the who, what, when, where, why, and how questions.

The body of the press release expands on the lead and provides additional context, quotes from key individuals, and supporting information. The final paragraph, known as the “boilerplate,” provides a brief overview of the company or organization, including its mission, history, and accomplishments. The press release template should be written in clear and concise language, avoiding jargon and technical terms that might confuse or bore the reader. The tone should be professional and objective, while also being engaging and informative.

What is a press release template?

A press release template is a pre-designed document that outlines the structure and content of a press release. It serves as a framework or guide for creating a press release that is formatted correctly and includes all of the necessary information. A press release template typically includes sections for the header, headline, dateline, lead paragraph, body, boilerplate, and contact information. Each of these sections is pre-formatted with headings and subheadings, making it easy to organize the content and ensure that all of the important details are is included. Using a press release template can save time and ensure that your press release is well-organized and professional-looking. By starting with a template, you can focus on crafting compelling content that effectively communicates your news or announcement, rather than worrying about formatting and structure. Many word processing programs, such as Microsoft Word and Google Docs, offer pre-designed press release templates that you can use and customize to fit your needs.

How to write a press release

Here are some general guidelines for writing a press release:

• Identify the newsworthy angle: Start by identifying the most newsworthy aspect of your announcement or news. This will be the focus of your press release and should be highlighted in the headline and lead paragraph.
• Craft a strong headline: Your headline should be attention-grabbing and convey the main point of your press release in a concise and engaging way.
• Write a compelling lead paragraph: Your lead paragraph should provide a brief summary of your news or announcement and grab the reader’s attention. It should answer the key questions of who, what, when, where, why, and how.
• Develop the body: The body of your press release should provide more details about your news or announcement. Include supporting quotes, statistics, and other relevant information to add context and credibility.
• Include a boilerplate: At the end of your press release, include a brief description of your company or organization, along with your contact information.
• Follow proper formatting: Use a standard press release format, including a headline, dateline, lead paragraph, body, boilerplate, and contact information. Use a clear and easy-to-read font and format the press release for easy scanning.
• Proofread and edit: Review your press release carefully to check for spelling and grammar errors, and make sure it conveys the intended message clearly and effectively.

Format for a press release

Here is a basic format for a press release:

• Header: The header should include the company logo, name, and contact information (address, phone number, email, website).
• Headline: The headline should be attention-grabbing and concise, summarizing the news or announcement in a few words.
• Dateline: The dateline includes the date and location of the press release.
• Lead Paragraph: The lead paragraph should answer the most important questions (who, what, when, where, why, and how) in a clear and concise manner. 
• Body: The body of the press release should provide additional information, quotes from key individuals, and supporting details.
• Boilerplate: The boilerplate is a brief overview of the company or organization, including its mission, history, and accomplishments.
• Contact Information: The press release should include contact information for media inquiries, including the name, phone number, and email address of a spokesperson or media contact. 
• End Mark: The press release should end with a end mark like ‘###’ or ‘Ends’

It’s important to remember that this is just a basic format, and the content and structure of a press release may vary depending on the nature of the news or announcement.

Types of press release

There are several types of press releases, each designed to serve a specific purpose. Here are some common types of press releases:

New product or service launch: 

This type of press release is used to generate excitement and buzz around a new product or service. It should provide a clear and concise description of the product or service, along with its features and benefits, and explain how it solves a problem or meets a need in the market. The press release may also include quotes from company executives or product managers, customer testimonials, and other supporting information to help position the product or service in the market.

Company news or announcements: 

This type of press release is used to announce news or events related to the company, such as new hires, promotions, partnerships, mergers, acquisitions, or new office locations. The press release should provide a clear and concise summary of the news, along with quotes from company executives or other stakeholders, and explain the significance of the news for the company and its stakeholders.

Awards or recognition: 

This type of press release is used to announce awards or recognition received by the company or its employees, and to highlight their achievements and accomplishments. The press release should provide a clear and concise summary of the award or recognition, along with quotes from the recipient and other relevant stakeholders, and explain the significance of the award or recognition for the company and its stakeholders.

Events or promotions: 

This type of press release is used to announce upcoming events or promotions, such as product demos, trade shows, charity events, or sales. The press release should provide a clear and concise summary of the event or promotion, along with quotes from company executives or other stakeholders, and explain how the event or promotion supports the company’s mission and goals.

Financial results: 

This type of press release is used to announce the financial results of the company, such as revenue, earnings, or growth metrics. The press release should provide a clear and concise summary of the financial results, along with quotes from the company’s financial officers or other stakeholders, and explain the significance of the results for the company and its stakeholders.

Crisis management:

This type of press release is used to address negative news or events related to the company, such as a product recall or a data breach, and to provide information on how the company is addressing the situation. The press release should provide a clear and concise summary of the situation, along with quotes from company executives or other stakeholders, and explain how the company is taking responsibility for the situation and what it is doing to address the issue and prevent it from happening again.

Thought leadership: 

This type of press release is used to position the company as a thought leader or expert in a particular industry or area. The press release may provide insights or commentary from the company’s executives or subject matter experts on industry trends or issues, and may be used to share research or other thought leadership content. The press release should provide a clear and concise summary of the insights or commentary, along with quotes from the author or other relevant stakeholders, and explain how the insights or commentary support the company’s mission and goals.

Create a press release template

Here is a press release template that you can use as a starting point:

• [COMPANY LOGO]
• [COMPANY NAME]
• [ADDRESS]
• [PHONE NUMBER]
• [EMAIL]
• [WEBSITE]
• [DATELINE: CITY, STATE] – [HEADLINE IN BOLD AND TITLE CASE]
• [LEAD PARAGRAPH: PROVIDE A BRIEF SUMMARY OF THE NEWS OR ANNOUNCEMENT AND ANSWER THE MOST IMPORTANT QUESTIONS (WHO, WHAT, WHEN, WHERE, WHY, AND HOW)]
• [BODY: PROVIDE ADDITIONAL DETAILS, SUPPORTING INFORMATION, AND QUOTES FROM KEY INDIVIDUALS]
• [BOILERPLATE: A BRIEF OVERVIEW OF THE COMPANY, INCLUDING ITS MISSION, HISTORY, AND ACCOMPLISHMENTS]
• [CONTACT INFORMATION: NAME, PHONE NUMBER, AND EMAIL ADDRESS OF A SPOKESPERSON OR MEDIA CONTACT]
• [END MARK]

Is there a press release template on word?

Yes, there are press release templates available on Word that you can use. Here are the steps to find and use them:

• Open Word and click on “File” in the top-left corner of the screen.
• Select “New” from the left-hand menu.
• In the search bar, type “press release” and press enter.
• You should see a variety of press release templates available to download and use. Select the one that best fits your needs.
• Once you have selected a template, click “Create” to open it in a new document.
• Edit the template to include your company’s information, the news or announcement you want to communicate, and any additional details or quotes.
• Save the press release and distribute it to the appropriate media outlets and individuals.

7 parts of a press release

Here are the seven parts of a press release:

Header: 

The header of a press release includes the company logo, name, and contact information such as the address, phone number, email, and website. This information should be prominently displayed at the top of the press release to make it easy for journalists and other readers to identify the source of the news or announcement.

Headline: 

The headline is a short, attention-grabbing statement that summarizes the news or announcement in a few words. The goal of the headline is to capture the reader’s attention and encourage them to read on. A good headline should be clear, concise, and informative.

Dateline: 

The dateline includes the date and location of the press release. This information helps to establish the context for the news or announcement and provides important details for journalists who may be looking to cover the story.

Lead Paragraph:

The lead paragraph is the most important part of the press release. It provides a concise summary of the news or announcement and answers the most important questions (who, what, when, where, why, and how) in a clear and straightforward manner. The goal of the lead paragraph is to grab the reader’s attention and encourage them to read the rest of the press release.

Body: 

The body of the press release provides additional details, supporting information, and quotes from key individuals to expand on the news or announcement. This section should be well-organized and easy to read, with each paragraph focusing on a specific aspect of the story.

Boilerplate: 

The boilerplate is a brief overview of the company or organization, including its mission, history, and accomplishments. This section is included in every press release and provides important context for journalists and other readers who may not be familiar with the company or organization.

Contact Information: 

The contact information section provides the name, phone number, and email address of a spokesperson or media contact for the company or organization. This information is included so that journalists and other readers can follow up with questions or request additional information.

Where can I find more press release templates?

There are many resources available online where you can find press release templates. Here are a few places to start:

Microsoft Word:

If you have Microsoft Word installed on your computer, you can search for press release templates by opening a new document and selecting “File” > “New” > “Press Release” from the menu. This will bring up a variety of pre-designed press release templates that you can use.

Google Docs: 

If you prefer to use Google Docs, you can find press release templates by opening a new document and selecting “Template Gallery” from the menu. From there, you can search for press release templates or browse the available options.

Hubspot: 

Hubspot offers a free press release template that you can download and customize. The template includes sections for the header, headline, dateline, lead paragraph, body, boilerplate, and contact information.

PR Newswire: 

PR Newswire offers a variety of free press release templates that you can download and use. The templates are organized by industry, making it easy to find one that fits your needs.

Canva: 

Canva is a graphic design tool that offers a variety of pre-designed press release templates that you can customize with your own content and branding.

What makes a good press release?

A good press release is one that effectively communicates newsworthy information to journalists and other media outlets. Here are some key elements that can help make a press release effective:

• Strong headline: A strong, attention-grabbing headline is essential to draw in readers and convey the main point of your press release.
• Newsworthy angle: Your press release should have a clear angle or hook that makes it newsworthy and relevant to your target audience.
• Clear and concise language: Use clear, concise language to communicate your message and avoid jargon or technical terms that may be confusing to readers.
• Engaging lead paragraph: Your lead paragraph should provide a concise summary of your news or announcement and entice readers to keep reading.
• Supporting details: Provide supporting details, such as quotes from key individuals or statistics, to help add context and credibility to your news or announcement.
• Boilerplate: Include a boilerplate at the end of your press release that provides basic information about your company or organization, such as a brief description, website, and contact information.
• Contact information: Be sure to include contact information for a media representative who can answer questions or provide additional information about your news or announcement.

Best press release examples

Here are some examples of press releases that are considered to be effective and well-written:

Apple: 

Apple regularly releases press releases to announce new products, services, and updates. One example is their press release for the iPhone 12, which provides a clear and concise description of the new features and benefits of the phone, along with quotes from Apple executives.

Coca-Cola: 

Coca-Cola is known for its creative and engaging press releases. One example is their press release for the “Share a Coke” campaign, which used personalized bottles with people’s names to engage customers and generate buzz.

Tesla: 

Tesla’s press releases often focus on their innovative technologies and advancements. One example is their press release for the Model S Plaid, which highlights of the car’s record-breaking performance and safety features, along with quotes from Tesla executives.

Nike: 

Nike’s press releases often focus on their commitment to sustainability and social responsibility. One example is their press release for the “Move to Zero” initiative, which outlines their plan to reduce carbon emissions and waste across their supply chain.

Airbnb: 

Airbnb’s press releases often focus on their efforts to support communities and promote travel. One example is their press release for the “Live Anywhere on Airbnb” program, which encourages people to try out new destinations and experiences by offering them the chance to live in different Airbnb listings for a year.

How to write a press release pdf

To write a press release in PDF format, you can follow these general steps:

• Start with a compelling headline: The headline should grab the attention of the reader and convey the main message of the press release.
• Write an attention-grabbing opening paragraph: The opening paragraph should provide a brief overview of the topic and entice the reader to keep reading.
• Provide the details: The body of the press release should provide more information about the topic, including the who, what, when, where, why, and how. Make sure to keep the language clear, concise, and jargon-free.
• Include quotes: Quotes from relevant people, such as executives or subject matter experts, can add credibility and interest to the press release.
• Provide contact information: Include contact information for the person or organization responsible for the press release, including a name, email address, and phone number.
• Add boilerplate: The boilerplate is a short paragraph at the end of the press release that provides background information about the organization or company issuing the press release.
• Format the press release for PDF: When formatting the press release for PDF, make sure to use a clear and legible font, add images or graphics if appropriate, and make sure the layout is visually appealing and easy to read.

Press release generator

There are several online press release generators available that can help you create a professional-looking press release quickly and easily. Here are a few examples:

PRLog: 

PRLog is a free press release distribution service that also offers a press release generator. You can use their easy-to-use tool to create a press release in minutes.

MyPressportal: 

MyPressportal is another free press release distribution service that includes a press release generator. You can use their tool to create a press release by filling in a few fields, and then download the finished press release as a Word document.

Online PR Media: 

Online PR Media offers a press release writing and distribution service, but they also have a press release generator available for free on their website. You can use their tool to create a press release by answering a series of questions, and then download the finished press release as a PDF.

PRWeb: 

PRWeb is a popular press release distribution service that also offers a press release generator. Their tool includes a number of templates that you can customize to create a press release in minutes.

Product release template

Here’s a template for a product release press release:

• [Company Logo]
• [Company Name]
• [Address]
• [City, State ZIP Code]
• [Phone Number]
• [Email]
• FOR IMMEDIATE RELEASE
• [Headline in Bold] 
• [City, State] – [Company Name] is pleased to announce the release of [Product Name], the latest addition to our product line. [Product Name] is a [brief description of the product] that [benefit or problem the product solves].
• [City, State] – [Company Name] has been working on [Product Name] for [time period] and is thrilled to finally release it to the public. The product is designed to meet the needs of [target audience] and is sure to be a game-changer in the industry.
• [Quote from a company representative]
• [Include a quote from a company representative discussing the product, the impact it will have on the market, or the company’s excitement about its release.]
• [Include details about the product]
• [Include details about the product such as its features, specifications, and availability. You can also include images or videos of the product.]
• [Include pricing and availability details]
• [Include pricing and availability details such as the product’s cost, where it can be purchased, and any promotions or discounts that may be available.]
• [Boilerplate]
• [Include a boilerplate at the end of the press release that provides a brief overview of the company, its products or services, and its mission.] 
• For more information about [Product Name], please contact [Contact Name] at [Contact Email] or visit our website at [Website URL].
• [End with company logo and additional contact information]

Free Press Release Templates

Here are some websites where you can find free press release templates:

Hubspot: 

Hubspot is a popular marketing platform that offers free press release templates in Word format. Their templates are professionally designed and easy to customize to fit your needs.

PR Newswire: 

PR Newswire is a global news distribution service that also provides free press release templates. Their templates are available in Word format and cover a range of industries and topics.

Business Wire: 

Business Wire is a news release distribution service that offers free press release templates in Word format. Their templates are designed to help you create a professional press release quickly and easily.

Press Release Jet: 

Press Release Jet is a press release distribution service that also provides free press release templates. Their templates are available in Word format and cover a range of topics such as product launches, company announcements, and more.

Cision: 

Cision is a global media intelligence company that offers a variety of resources for PR professionals, including free press release templates. Their templates are available in Word format and cover a range of industries and topics.                                                                                 How to Write Press Release In 2023 – Guidelines, Formats

Here are some guidelines and formats for writing a press release in 2023 

Keep it concise: 

With the rise of social media and the fast-paced nature of news today, it’s important to keep your press release short and to the point. Aim for around 400-600 words, and make sure your key message is communicated clearly in the first few sentences.

Use an attention-grabbing headline: 

Your headline should be attention-grabbing and to the point. It should clearly communicate what your press release is about and why it matters.

Include a summary: 

A summary paragraph should follow the headline and provide a brief overview of the content of the press release. This is particularly important for busy journalists who may not have time to read the entire release.

Use quotes: 

Including quotes from key stakeholders or experts can add credibility to your press release and help to bring the story to life. Make sure the quotes are relevant and add value to the content.

Provide context:

Make sure your press release provides context and background information to help the reader understand the significance of the news. This can include data, statistics, or other relevant information.

Include multimedia elements: 

Adding images, videos, or other multimedia elements can make your press release more engaging and increase its chances of being picked up by media outlets.

Use a clear and consistent format: 

Use a clear and consistent format for your press release, including a standard font and formatting for headings, subheadings, and body text. This makes it easier to read and more professional-looking.

Include contact information: 

Make sure to include contact information for the person or team responsible for the press release, including a name, email address, and phone number. This makes it easy for journalists to follow up with questions or requests for more information.

Consider SEO: 

Optimizing your press release for search engines can increase its visibility online. Use relevant keywords and phrases throughout the release, including in the headline and summary.

Tailor your approach: 

Finally, make sure to tailor your approach to the specific media outlets and journalists you are targeting. This can include customizing the subject line of your email or including a personalized note in your outreach.

Free printable, editable press release templates

There are several websites where you can find free printable and editable press release templates. Here are some options:

Canva: 

Canva is a graphic design platform that offers a variety of press release templates that are both printable and editable. You can customize the templates with your own text and images, and then download them in various formats including PDF and JPEG.

Adobe Spark: 

Adobe Spark is a free online design tool that includes press release templates. You can customize the templates with your own text and images, and then download them in various formats including PDF, PNG, and JPEG.

Microsoft Office: 

Microsoft Office offers a variety of press release templates in Word format that are both printable and editable. You can customize the templates with your own text and images, and then print them or save them in various formats.

Google Docs: 

Google Docs offers a variety of press release templates that are both printable and editable. You can customize the templates with your own text and images, and then print them or save them in various formats.

Lucidpress: 

Lucidpress is a design and publishing tool that offers a variety of press release templates. You can customize the templates with your own text and images, and then download them in various formats including PDF, PNG, and JPEG.

How To Write a Good Press Release [Template Included] …

Writing a good press release can help you to communicate important news or information to the media and other interested parties. Here is a step-by-step guide and template for writing a good press release:

• Start with a compelling headline: Your headline should be attention-grabbing and to the point. It should clearly communicate what your press release is about and why it matters.
• Write a summary: A summary paragraph should follow the headline and provide a brief overview of the content of the press release. This is particularly important for busy journalists who may not have time to read the entire release. 
• Provide context: Make sure your press release provides context and background information to help the reader understand the significance of the news. This can include data, statistics, or other relevant information.
• Include quotes: Including quotes from key stakeholders or experts can add credibility to your press release and help to bring the story to life. Make sure the quotes are relevant and add value to the content.
• Add multimedia elements: Adding images, videos, or other multimedia elements can make your press release more engaging and increase its chances of being picked up by media outlets.
• Write the body of the press release: The body of the press release should provide more detail about the news or information you are announcing. It should be concise and to the point, with each paragraph focusing on a single idea.
• Use a clear and consistent format: Use a clear and consistent format for your press release, including a standard font and formatting for headings, subheadings, and body text. This makes it easier to read and more professional-looking. 
• Include contact information: Make sure to include contact information for the person or team responsible for the press release, including a name, email address, and phone number. This makes it easy for journalists to follow up with questions or requests for more information.
• Tailor your approach: Finally, make sure to tailor your approach to the specific media outlets and journalists you are targeting. This can include customizing the subject line of your email or including a personalized note in your outreach.

Here is a press release template you can use as a guide:

• [Headline]
• [Subhead, if applicable]
• [City, State] – [Date] – [Introductory paragraph that summarizes the news or information you are announcing]
• [Include a quote from a key stakeholder or expert, if possible]
• [Provide more detail about the news or information you are announcing in the following paragraphs]
• [Include any relevant data, statistics, or other information]
• [Add multimedia elements, such as images or videos, if possible]
• [Include a call-to-action or information about what the reader can do next]
• [Include contact information for the person or team responsible for the press release]
• [End with a brief boilerplate about your company or organization]

Pros and cons of press release template

Here are some pros and cons of using a press release template:

Pros:

• Saves time: Using a press release template can save time and effort compared to creating a press release from scratch.
• Ensures consistency: A press release template ensures that your press releases follow a consistent format and structure, which can be helpful for branding and recognition.
• Provides guidance: A template can provide guidance on the different sections and elements that should be included in a press release, which can be particularly useful for those new to writing press releases.
• Can be customized: While templates provide a structure to follow, they can still be customized to fit the specific needs and requirements of your organization or news.

Cons:

• May lack originality: A template may not allow for much creativity or originality in your press release, which could result in a press release that is less engaging or memorable.
• May not fit all situations: Templates may not be suitable for all types of news or information you want to communicate in a press release. In some cases, a custom approach may be required to best convey the message.
• Can be too generic: Depending on the template, it may not be specific enough to your industry or target audience, resulting in a press release that does not resonate well with your intended audience.

Faqs

Here are some frequently asked questions about press release templates:

Q.1 What is a press release template?

A press release template is a pre-formatted document that outlines the structure, format, and content of a press release. It serves as a guide to help writers create a professional and effective press release.

Q.2 Why should I use a press release template?

Using a press release template can save time and ensure that your press release follows a consistent format and structure. It can also provide guidance on the different sections and elements that should be included in a press release.

Q.3 Where can I find press release templates?

Press release templates can be found online, often for free or for a fee. They can be found on websites that offer public relations resources or on websites of companies that specialize in press release distribution.

Q.4 Can I customize a press release template?

Yes, you can customize a press release template to fit the specific needs and requirements of your organization or news. This can include adding or deleting sections, changing the wording, or adding graphics.

Q.5 Are there different types of press release templates?

Yes, there are different types of press release templates depending on the type of news or information being communicated. Some common types include product launch, company announcement, event announcement, and crisis communication press release templates.

Q.6 What are the pros and cons of using a press release template?

The pros of using a press release template include saving time, ensuring consistency, and providing guidance. The cons include lack of originality, not fitting all situations, and potentially being too generic.

Q.7 How do I know if a press release template is right for me?

Consider your goals, audience, and the type of news or information you want to communicate in your press release. If a template fits those needs, it may be the right option for you. If not, a custom approach may be necessary.

Conclusion

In conclusion, a press release template can be a helpful tool for creating a professional and effective press release. It can save time, ensure consistency, and provide guidance on the structure and content of a press release. However, it is important to remember that a template may not be suitable for every situation, and customization may be necessary to fit the needs of your organization or news. Consider the pros and cons and whether a press release template is the right option for your specific needs.