Free Press Release Tips and Examples: A Step-by-Step Guide for PR Pros
Public relations professionals juggle many responsibilities, from organizing media events to responding to press inquiries. With such a packed schedule, it’s no wonder press release templates have become a go-to tool for streamlining the process. Even seasoned PR experts turn to templates to boost efficiency when announcing a new product, milestone, or event.
If you’re looking to craft a professional and compelling press release, this blog provides essential tips and examples to guide you through the process.
The Basic Structure of a Press Release
Understanding the structure of a press release is key to writing one effectively. Press releases typically follow the Associated Press (AP) style guide, ensuring a standardized format that’s familiar to journalists.
Here’s a breakdown of the most critical sections:
Headline
Your headline is the first thing readers will see, so it needs to be attention-grabbing yet informative. Keep it short—ideally under 100 characters—and include relevant keywords to boost search engine rankings.
Dateline
The dateline gives context by stating the release date and location. This information helps journalists determine the relevance of the news. The city name should be in all caps, followed by the date.
Lead Paragraph
This paragraph should summarize the essential details of your announcement, incorporating the “5 Ws”: who, what, when, where, and why. The lead paragraph helps readers quickly understand the core message of the release.
Body Content
The body dives deeper into your announcement, offering supporting details like background information, statistics, and industry trends. This section is key to helping your readers see the significance of the news.
Quotes
Including quotes from key players, such as executives or project leads, adds credibility and a human touch. For example, a charity press release might include quotes from both the company and the charity.
Supporting Information
Support your announcement with relevant facts or statistics. For instance, if you’ve won an award, include a brief history of the award and its significance to your industry.
Call to Action (CTA)
Your CTA tells readers what to do next, whether that’s visiting your website, signing up for a service, or contacting your company. Make sure it’s clear and direct.
Boilerplate
This section gives background information on your company, including its mission, history, and key achievements. The boilerplate should be concise and align with your brand’s voice.
Contact Information
Providing accurate contact information makes it easy for journalists to follow up. Include a name, phone number, email address, and links to your social media accounts.
7 Essential Press Release Examples
Press release templates are versatile and can be tailored to fit a variety of announcements. Here are seven common press release formats and examples to inspire you:
Product Launches and Updates
Purpose: Announcing a new product or updates to an existing one.
Example: The Most Technically Advanced Email Signature Software Rocketseed Has Ever Developed.
Growth Announcements
Purpose: Sharing news about mergers, acquisitions, or new partnerships.
Example: Fifty 1 Labs, Inc. Announces Major Strategic Advancements and Shareholder Updates.
Personnel Changes
Purpose: Announcing promotions, new hires, or retirements.
Example: ImpediMed Appoints Google Financial Executive Fiona Bones to Board of Directors.
Events
Purpose: Promoting an upcoming event or recapping one that’s already occurred.
Example: Hyundai and Lurie Children’s Host Car Seat Safety Check Event.
Charity and ESG
Purpose: Highlighting sustainability efforts or philanthropic initiatives.
Example: Hyundai and One Tree Planted Advance Partnership to Plant an Additional 300,000 Trees Across North America.
Awards and Recognition
Purpose: Announcing an award or accolade the company has received.
Example: Inland Empire Health Plan Certified a Great Place to Work for Fourth Year in a Row.
Proprietary Research and Statistics
Purpose: Showcasing original research or data to establish thought leadership.
Example: Latest Research by Hassell and Density Reveals Tech Workplaces Still Catching Up to New Work Patterns.
A Simple Press Release Template to Get You Started
Need a starting point for your next press release? Here’s a basic template that you can customize to fit any announcement.
[Company Logo]
For Immediate Release
Headline
Your attention-grabbing headline (up to 100 characters).Subheadline
Optional: Briefly expand on the headline.Dateline
CIT, STATE, DATE – Your lead paragraph goes here.Lead Paragraph
Summarize the key points: who, what, when, where, and why.Body Content
Elaborate on the lead paragraph with supporting details, background info, and statistics.Quote
Include a quote from a relevant figure within the organization.Supporting Information
Add any additional data, trends, or stats that back up your announcement.Call to Action
Tell readers what you want them to do next—be specific.Boilerplate
A brief description of your company, including its mission and key achievements.Contact Information
Your name, title, phone number, email, and social media handles.Why Templates Are Just the Beginning
Using a press release template can help you structure your announcements efficiently, but there’s more to success than formatting. Engaging headlines, compelling CTAs, and strong quotes can all increase your chances of getting noticed by journalists.
If you’re looking to take your press releases to the next level, CaribPR Wire and PR Newswire can assist you with writing, editing, distributing, and promoting your content. We have the tools and expertise to get your message to the right audience at the right time.