{"id":4071,"date":"2024-03-13T11:40:00","date_gmt":"2024-03-13T15:40:00","guid":{"rendered":"https:\/\/www.newswire.com\/blog\/?p=4071"},"modified":"2025-08-01T16:44:30","modified_gmt":"2025-08-01T20:44:30","slug":"how-to-write-a-press-release-format","status":"publish","type":"post","link":"https:\/\/www.newswire.com\/blog\/how-to-write-a-press-release-format","title":{"rendered":"How to Properly Format a Press Release"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Did you ever read a press release and think to yourself, <\/span><i><span style=\"font-weight: 400;\">something\u2019s missing<\/span><\/i><span style=\"font-weight: 400;\">?<\/span><span style=\"font-weight: 400;\"> Those unfulfilled feelings are likely a byproduct of not utilizing the proper press release format.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s why understanding the importance of press release format is pivotal in maximizing the effectiveness of a company\u2019s press release distribution to not only reach their target audience, but the media as well.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Properly-formatted press releases address the most important information while infusing a level of professionalism. This alone will help your company break through the noise and stand out among your competitors.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Press releases that include newsworthy and relevant content can help small and midsize businesses drive more traffic, improve SEO, and ultimately improve their bottom line.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As an industry leader in <\/span><a href=\"https:\/\/www.newswire.com\/press-release-distribution\"><span style=\"font-weight: 400;\">press release distribution<\/span><\/a><span style=\"font-weight: 400;\">, our Media and Marketing experts have compiled a list of the necessary components that work together to effectively format a press release.<\/span><\/p>\n<h2><strong>What is a press release format?<\/strong><\/h2>\n<p>A press release format ensures your content addresses the most important information\u00a0and is professional and consistent with how journalists consume their news.\u00a0<\/p>\n<h2>What should be included in a press release format?<\/h2>\n<p><a href=\"http:\/\/guides.newswire.com\/g\/how-to-write-a-press-release\/\"><img decoding=\"async\" class=\"alignright\" style=\"margin-left: 20px;\" src=\"https:\/\/www.newswire.com\/blog\/wp-content\/uploads\/2016\/06\/Guide-Writing-Press-Release.jpg\" alt=\"get-started-newsroom\" width=\"400\" height=\"400\" align=\"right\" \/><\/a><\/p>\n<p>Here&#8217;s a basic outline the press release format you should follow when writing a campaign:<\/p>\n<h3><strong>Dateline<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">The dateline includes the location when the press release was published and the date. The location can be important if you want to get local news pickups. Your dateline will usually look like this: NEW YORK, NY, July 14, 2021.<\/span><\/p>\n<h4><b>For immediate release or an embargo date<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">Not all press releases contain a release date, but if you decide to include one, put it below your logo on the left margin. This should either say \u201cFor Immediate Release\u201d, or \u201cFOR RELEASE ON [Date] AT [Time]\u201d. Also include the time zone, such as EST, if it\u2019s important.<\/span><\/p>\n<h3><b>Goal Setting<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Every press release you distribute should have a defined goal. Some examples include but aren\u2019t limited to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Website traffic<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Subscribers<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Sales<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Brand awareness<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve determined a goal, treat it as your North Star to guide your messaging. <\/span><\/p>\n<h3><b>Headline<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Did you know the average internet user will read 80 percent of headlines? That\u2019s why crafting compelling headlines is of utmost importance when formatting a press release.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Think of it as a reader\u2019s first impression. If they\u2019re intrigued by your headline, they\u2019ll likely click to learn more. If the headline falls flat, they\u2019ll keep scrolling.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Always make sure your <\/span><a href=\"https:\/\/www.newswire.com\/resources\/smart-start-4-headline-writing-tips-for-more-clickable-content\"><span style=\"font-weight: 400;\">headline<\/span><\/a><span style=\"font-weight: 400;\"> is worth clicking.\u00a0<\/span><\/p>\n<h3><b>Subhead or summary<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">This gives the reader more information about the press release\u2019s headline and also summarizes what people can expect to learn if they read the press release in its entirety.\u00a0<\/span><\/p>\n<h3><b>First paragraph<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">This should offer the most important facts related to the topic of the press release. The data is usually referred to as the <\/span><a href=\"https:\/\/www.newswire.com\/blog\/understanding-the-5ws-and-what-journalists-really-want-to-know-2\"><i><span style=\"font-weight: 400;\">5Ws<\/span><\/i><\/a><i><span style=\"font-weight: 400;\"> + How<\/span><\/i><span style=\"font-weight: 400;\"> of journalism:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Where<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">When<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Why<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Use this as a checklist to make sure nothing\u2019s left out.\u00a0<\/span><\/p>\n<h3><b>Inverted pyramid<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">When it comes to press release format, using the <\/span><a href=\"https:\/\/www.newswire.com\/resources\/smart-start-improve-your-press-release-writing-with-the-inverted-pyramid\"><span style=\"font-weight: 400;\">inverted pyramid<\/span><\/a><span style=\"font-weight: 400;\"> is a great way to ensure the most important information is included.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The <\/span><a href=\"https:\/\/www.youtube.com\/watch?v=kHJeZhXBJxc&amp;t=507s\"><span style=\"font-weight: 400;\">inverted pyramid<\/span><\/a><span style=\"font-weight: 400;\"> is broad at the top with the point at the bottom.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The headline, subhead, and first paragraph should include the most important information. Less important information will go below it. Most press releases are around three to four paragraphs and include about 400 to 500 words.<\/span><\/p>\n<h3><b>Additional content<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The second paragraph provides more details about the topic of the release, as well as an image, video, facts, figures, and statistics to show why your release is worth paying attention to.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the third paragraph, you can include more of this data, and\/or quotes from topic experts in your company who will provide additional reasons as to why your information is <\/span><a href=\"https:\/\/www.newswire.com\/blog\/is-it-newsworthy-7-questions-to-ask-before-deciding-to-write-a-press-release\"><span style=\"font-weight: 400;\">newsworthy<\/span><\/a><span style=\"font-weight: 400;\"> and how it relates to your niche or industry.<\/span><\/p>\n<h3><b>Media<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">You should have at least one high-quality image or video in your press release to gain attention. Press releases that contain images and\/or video are far more likely to get media pickups than ones that don\u2019t.\u00a0<\/span><\/p>\n<h3><b>Quotes<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Quotes have the power to solidify the authenticity of your press release and drive home the message you\u2019re trying to articulate. Include a quote from a senior executive in your company or industry expert to show you\u2019re a reliable and knowledgeable resource journalists can turn to.<\/span><\/p>\n<h3><b>Call-to-action<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Your call-to-action should match your goal. For example, if you want subscribers, you might say, \u201cVisit URL to download your free ebook about XYZ topic.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Keep it simple and concise.\u00a0<\/span><\/p>\n<h3><b>Boilerplate<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The <\/span><a href=\"https:\/\/www.newswire.com\/blog\/how-to-write-a-press-release-boilerplate\"><span style=\"font-weight: 400;\">boilerplate<\/span><\/a><span style=\"font-weight: 400;\"> of your press release is the final paragraph. This section of the press release shares information about your company, what it does, and how people can get in contact with you, especially if they want more information about the topic of your press release.<\/span><\/p>\n<h3><b>Hyperlinks<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">And, don\u2019t forget, when including links in a press release, make sure the anchor text is a valuable SEO keyword.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Link relevancy can improve the likelihood of both pieces of content ranking for search queries regarding those topics.<\/span><\/p>\n<h3><b>Contact information<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">At the end of your press release, include your contact information which should look something like this:\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Contact: Mary Smith<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Phone: (123) 456-7890<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Email: msmith@emailaddress.com<\/span><\/p>\n<h2 style=\"text-align: left;\">Press Release Template<\/h2>\n<p><a href=\"https:\/\/21179411.fs1.hubspotusercontent-na1.net\/hubfs\/21179411\/Downloadable%20Content%20For%20Emails\/Downloadable%20Templates\/Newswire_PressReleaseTemplate.pdf\"><img decoding=\"async\" class=\"alignleft wp-image-10011 size-medium\" src=\"https:\/\/www.newswire.com\/blog\/wp-content\/uploads\/2021\/07\/Newswire-Press-Release-Template-510x380.png\" alt=\"Newswire branded cover photo that says Press Release Template. \" width=\"300\" height=\"224\" \/><\/a>Whether you&#8217;re new to press release distribution or not, there&#8217;s always room for improvement.\u00a0<\/p>\n<div>Our comprehensive news release template will help you effectively communicate your news to the media and your audience.\u00a0<\/div>\n<div>\u00a0<\/div>\n<p style=\"text-align: left;\">Download your <a href=\"https:\/\/21179411.fs1.hubspotusercontent-na1.net\/hubfs\/21179411\/Downloadable%20Content%20For%20Emails\/Downloadable%20Templates\/Newswire_PressReleaseTemplate.pdf\">free press release template<\/a> to get started!<\/p>\n<p><span style=\"font-weight: 400;\">If have questions or want to learn more about our press release distribution services, <\/span><span style=\"font-weight: 400;\">contact<\/span> <span style=\"font-weight: 400;\">us<\/span><span style=\"font-weight: 400;\"> today.<\/span><\/p>\n\n\n<div class=\"wp-block-leadin-hubspot-form-block\"><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Did you ever read a press release and think to yourself, something\u2019s missing? Those unfulfilled feelings are likely a byproduct &#8230;<\/p>\n","protected":false},"author":23,"featured_media":4072,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[5],"tags":[147,189,1002],"class_list":["post-4071","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-pr-writing-tips","tag-format-a-press-release","tag-how-to-format-a-press-release","tag-how-to-write-a-press-release-format"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.7 (Yoast SEO v25.7) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Press Release Formats: How to Structure a Press Release | Newswire<\/title>\n<meta name=\"description\" content=\"Maintaining a properly formatted press release will give it a look of professionalism that will separate you from the competition. Learn more from Newswire.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.newswire.com\/blog\/how-to-write-a-press-release-format\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Properly Format a Press Release\" \/>\n<meta property=\"og:description\" content=\"Maintaining a properly formatted press release will give it a look of professionalism that will separate you from the competition. 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