How to Write a Press Release: Free Template and Example

A press release is a short, factual announcement written for journalists. If it is clear and newsworthy, an editor can turn it into a story in minutes. If it is vague, long or promotional, it is deleted in seconds. This guide shows how to write one, with a free template you can copy and a worked example.

In this guide

• What a press release is for
• The seven parts of a press release
• Free press release template
• A worked example
• Notes to editors
• Press note format
• Length, tone and language
• What a press release should be free from
• Photos and attachments
• Checklist before you send
• Frequently asked questions

What a press release is for

A press release has one job: to give a journalist the facts of a story in a form they can use. It is not an advertisement, a brochure or a company profile.

Write one when you have real news: a launch, an opening, a milestone, funding, an award, a partnership, a senior appointment or a result you can prove. If you are not sure whether something is news, our guide on getting featured in Assam’s newspapers explains what editors look for.

A press release also helps outside the newsroom. Published on your own website, it gives customers, partners and search engines a reliable source for the news, and journalists can find it when they search your name.

The seven parts of a press release

1. Headline: one line that says what happened, with the names that matter. Eight to fourteen words is a good length. Put the news first.
2. Sub-headline (optional): one more sentence that adds the second most important fact.
3. Dateline and opening paragraph: start with the city and date, for example “Guwahati, 12 March”, then answer who, what, when, where and why in the first two sentences. If a reader stops after paragraph one, they should still have the story.
4. Body: two or three short paragraphs with the details, numbers and background. Put the most important facts first and the least important last, so an editor can cut from the bottom.
5. Quote: one or two sentences from a named person, with their designation. A quote should give an opinion or a reason, not repeat the facts.
6. About the company (boilerplate): two or three lines on what you do, where you are based and your website. Keep it the same in every release.
7. Media contact: the name, phone number and email of the person who will answer questions. Use a mobile number you actually pick up.

Free press release template

Copy the text below into a document and replace everything in square brackets.

FOR IMMEDIATE RELEASE

[HEADLINE: who + what + the news, in one line]
[Optional sub-headline: one more important fact]

[CITY], [DATE] – [Company] today [announced / opened / launched / won] [what], [where] and [when]. [One sentence on why it matters to readers or customers.]

[Paragraph 2: the key details. Numbers, dates, names, and what changes for customers.]

[Paragraph 3: the background. Why this was done and what comes next.]

“[A quote that gives an opinion or a reason, not a repeat of the facts],” said [Full name], [designation], [Company].

ENDS

About [Company]
[Two or three lines: what you do, where you are based, how long you have been working. Website address.]

Media contact
[Name] | [Phone] | [Email]

Notes to editors (optional)
[Links to photos, who is available for interviews, background links]

A worked example

The business below is made up. Use it as a pattern, not as text to copy.

Weak headline: Exciting news from Example Dental Care

Strong headline: Example Dental Care opens second clinic in Beltola, Guwahati

Guwahati, 12 March – Example Dental Care today opened its second clinic in Beltola, Guwahati, to cut waiting times for patients on the south side of the city. The new clinic has four dental chairs and is open from 8 am to 8 pm, Monday to Saturday.

The clinic offers general dentistry, braces and care for children. Appointments can be booked by phone or WhatsApp.

“Many of our patients travelled for an hour from Beltola and Hatigaon. A clinic closer to home means they come in earlier, and earlier treatment is simpler,” said Dr A. Example, founder of Example Dental Care.

ENDS

About Example Dental Care
Example Dental Care is a family dental practice in Guwahati. Website: www.example.com

Media contact
A. Example | 90000 00000 | media@example.com

Why it works:

• The headline names the business, the news and the place.
• The first paragraph answers who, what, when, where and why.
• It uses numbers (four chairs, 8 am to 8 pm) instead of adjectives.
• The quote gives a reason, not another fact.
• There is no “leading” or “best” anywhere.

Notes to editors: what they are and an example

Many press releases end with a short section called “Notes to editors”. Write the word ENDS (or ###) after the last paragraph of the story and put the notes below it. This is where background goes that is too detailed for the main text: a longer description of the company, links to photos or a report, and who is available for interviews. Editors can use it or ignore it. It is not part of the story.

[… the last paragraph of the release …]

ENDS

Notes to editors
1. Example Dental Care is a family dental practice in Guwahati. Website: www.example.com
2. Captioned photos of the new clinic can be downloaded here: [Google Drive link]. They may be used with credit.
3. Dr A. Example is available for interviews on weekdays from 10 am to 5 pm: 90000 00000.

If you need an embargo, put it at the very top, above the headline, for example “EMBARGOED: not for publication before 9 am on 12 March”. An embargo is a request, so use one only when you really need it. To find the right desk for your release, see our free Northeast India media directory.

Press note format: the same layout, shorter

“Press note” and “press release” are often used for the same thing. Some government offices use “press note” for a formal notice in their own layout, so if an office asks you for one, ask what layout it wants. For schools, clubs, shops and businesses, a press note is simply a short press release, usually about one event or one update.

• Keep it to about 150 to 250 words.
• Put what is happening, the date, the time and the venue in the first paragraph.
• Add one quote and one contact number.
• Send it a day or two before an event, and a short follow-up with a photo after it.

Schools and colleges that send press notes often can also read our page on PR for schools and coaching centres.

Length, tone and language

• Length: 300 to 400 words is enough. One page.
• Tone: third person (“the company announced”), plain English, short sentences.
• Numbers over adjectives: “four chairs, open 8 am to 8 pm” is news. “A state-of-the-art facility” is not.
• Abbreviations: spell them out the first time.
• Accuracy: check every name, designation, date and figure. One mistake makes an editor distrust the next release.
• Language: if you want Assamese or Hindi coverage, send a version in that language, written or checked by a fluent speaker.

What a press release should be free from

Editors delete releases that read like advertisements. Keep these out:

• Unproven claims. “Best”, “leading”, “number one” and “revolutionary” need a named source, or leave them out.
• Jargon and buzzwords that an ordinary reader would not understand.
• Sales language. Offers, discounts and “buy now” belong in an advertisement, not in a news story.
• Spelling, grammar and number mistakes, or two spellings of the same name.
• Long paragraphs. Keep each one to two or three sentences.
• Quotes with no name or designation, and quotes that only repeat the facts.
• Missing basics: the date, the place, full names and a contact person who will answer.
• Heavy attachments. Share a Drive link instead.

Photos and attachments

• Send one or two sharp photos, in landscape, at least 1,200 pixels wide, as JPEG files.
• Add a caption to each: who is in the photo, from left to right, and what is happening.
• Include your logo in the same folder.
• If the files are large, share a Google Drive link instead of attaching them.
• Paste the release into the email body as well as attaching it, so it can be read on a phone.

Checklist before you send

• The headline says what happened.
• The first paragraph answers who, what, when, where and why.
• It is under 400 words.
• Nothing is called “best”, “leading” or “unique” without proof.
• Names, designations, dates and numbers are checked.
• There is one quote, with a name and a designation.
• The company description and website link are included.
• The contact person will answer today.
• A captioned photo is attached or linked.
• It goes to the right desk on a weekday, with a clear subject line.

If you want a second pair of eyes, or would rather have it written and sent for you, see our press release service and pricing.

Frequently asked questions