• 4-minute read
• 18th June 2025

How to Write a Great Press Release

A strong press release can spark media coverage, boost your brand’s visibility, and strengthen your reputation. In this guide, we’ll explain what a press release is and why it matters, walk through each step of writing a press release, and break down the components you need to capture attention and drive results.Read on to learn how to use these elements in your company’s next press release.

What Is a Press Release?

A press release is an announcement you send to journalists to share newsworthy developments at your company. It’s a concise written communication designed for distribution to the media and other stakeholders.

It delivers important news such as product launches, partnerships, events, and leadership changes in a format that helps reporters pick up and quote your story accurately.

Why Press Releases Matter

Press releases are one of the most powerful tools in your communications toolkit. When you announce a product launch or strategic partnership, a press release allows you to control the narrative and ensure consistency across all coverage. 

Journalists prize clarity and accuracy and often quote directly from your press release, so every word counts for building credibility. Sending journalists your press release can also help you establish and nurture media relationships to ensure your announcements get the attention they deserve. 

Publishing your press release online with relevant keywords and strategic links can boost your search engine visibility and draw in potential customers who seek your latest updates. 

Finally, investors and industry analysts monitor press releases to gauge your company’s momentum and strategic direction. A well-timed announcement showcases your growth, stability, and vision for what comes next.

How to Write a Newsworthy Press Release

Step 1: Nail Your Headline

Keep your headline under 10 words and in present simple tense. It’s helpful to treat it like a newspaper headline. For example:

Deelish Snack Co Launches First Zero-Calorie Chocolate Bar

Step 2: Give a One-Line Summary (and Dateline)

Immediately after the date and location, answer the who, what, when, where, and why in a single sentence. This makes it easier for journalists to spot your core details at a glance. For example:

This month, Deelish Snacks’ new zero-calorie “Air” bar goes on sale in Walmart stores.

Step 3: Keep It Brief and Avoid Jargon

Aim for 250–350 words total. Swap wordy phrases for single words, such as replacing “due to the fact that” with “because.” 

Highlight crucial facts with bullet points:

• What: The new “Air” bar contains zero calories.
• When and where: It’s available nationwide beginning June 1.
• Why: The product addresses consumer demand for healthier snack options.

Step 4: Use Insightful Quotes

Include one-sentence quotes from company leaders or stakeholders that are attributed with their name and title to bring context and human interest to your press release. For example:

“Air Bar makes guilt-free snacking effortless,” says Marketing Manager Paula Fastwun.

Step 5: Provide Company Description and Contact Details

List your media contact’s name, title, phone, and email at the top. Make sure to conclude with boilerplate text, such as a short “About” section that describes your company, and precede it with “###” so reporters know the press release has ended.

Step 6: Proofread Your Press Release

Catch typos before they catch your audience’s attention. Revise every line yourself or let our experts proofread your press release to avoid any awkward errors hitting the press.

Key Elements for a Stand-Out Press Release

• Headline: A concise, under-10-word line in present simple tense that hooks the reader.
• Subheading (optional): A brief second line adding context or introducing a key angle.
• Dateline: Date and location (e.g., “WASHINGTON D.C., June 11, 2025”) at the top.
• Lead paragraph: A one-line summary that answers who, what, when, where, and why.
• Body: 250–350 words organized in descending order of importance, with plain language and bullet points.
• Insightful quotes: One-sentence sound bites from leaders or stakeholders.
• Boilerplate: Standardized “About” paragraph at the bottom, preceded by “###.”
• Contact information: Media contact’s name, role, phone, and email.
• Formatting and SEO: Bold subheads, short paragraphs, embedded multimedia, and natural keywords and links.
• Error-free copy: Thorough proofreading and quality reviews to eliminate typos.

Conclusion

A well-crafted press release is more than an announcement. It’s a strategic tool that can inform, persuade, and resonate. By following these steps, you’ll be able to craft a clear, compelling, and newsworthy press release to support your business goals.

To make sure your press release is error-free, check out our press release proofreading and editing services.