The Proper Press Release Format in 2025

Basics of a Press Release Format

A press release is a concise, formal announcement used to communicate news to media outlets and the public. To ensure your press release is effective and easily readable, follow these essential guidelines:

1. Length: Aim for a length between 300 to 500 words. This range allows you to convey your message clearly without overwhelming the reader.
2. Headline: Craft a headline that is attention-grabbing and succinct, ideally under 100 characters. This is the first thing readers will see, so make it compelling.
3. Font and Style: Use a standard, easy-to-read font such as Arial or Times New Roman, with a font size between 10 and 12 points. This ensures your press release is professional and legible.
4. Spacing: Double-space the entire press release to enhance readability. Leave space between paragraphs to prevent a cluttered appearance and make the document easier to scan.
5. Margins: Set one-inch margins on all sides of the document. This standard margin size provides a clean, professional look and prevents the text from being cut off when printed or viewed.
6. Headings and Subheadings: Use bold or uppercase for the headline to distinguish it from the rest of the text. Incorporate subheadings to break up the content into manageable sections and guide readers through the information.

Ideal Format for Every Element of a Press Release

Each component of a press release plays a critical role in delivering your message effectively. Here's how to format every element for different types of press releases to ensure clarity and professionalism.

Dateline

The dateline sets the stage for your press release. It includes the location where the press release is issued and the date. 

For instance, if your press release is from New York on July 14, 2024, it should read:

Release Date

Decide when you want your press release to go out. You can either mark it as “For Immediate Release” or specify a future release date with “FOR RELEASE ON [Date] AT [Time].” Don't forget to include the time zone if it’s relevant.

For example: 

Goal Setting

Every press release should have a clear goal. Are you aiming to boost website traffic, gain subscribers, increase sales, or raise brand awareness? Having a defined goal helps guide your message and makes your press release more effective.

Here an example: 

Headline

Your headline is the first thing people will see, so make it engaging and relevant. A strong headline can capture attention and encourage readers to learn more about your news. Aim for something compelling that makes people want to click and read on.

Here’s an example headline:

Subhead or Summary

Right below the headline, include a subhead or summary. This section gives readers a bit more detail about what they can expect from the press release and helps them understand the main points quickly.

Here’s an example summary: 

First Paragraph

The first paragraph is where you deliver the most important information. Use the 5Ws and How as a checklist to make sure you cover:

• Who is involved
• What the news is about
• Where it’s happening
• When it will take place
• Why it’s important
• How it came about

This paragraph should grab attention and provide a clear overview. For instance:

Inverted Pyramid

To make sure your press release is easy to read, use the inverted pyramid style. Start with the most crucial information at the top, then add supporting details and background information as you go down. Most press releases are about three to four paragraphs long and total around 400 to 500 words.

Here’s an example of an inverted pyramid to make it easy for you:

Additional Content

In the second paragraph, provide more details about the news. This could include statistics, facts, and figures that back up your announcement. Adding images or videos here can also help catch the reader’s eye.

In the third paragraph, you might include quotes from key people involved. Quotes add credibility and can help explain why the news is significant.

For example: 

Media

Including high-quality images or videos can greatly increase your press release’s chance of getting noticed. Visuals attract more attention and can make your release stand out.

Quotes

Quotes from company leaders or industry experts can make your press release more trustworthy and engaging. They provide a personal touch and can emphasize the importance of your news.

For example:

Call-to-Action

End with a clear call-to-action that matches your goal. If you want people to visit a website or sign up for a newsletter, let them know how to do it. Keep it straightforward and to the point.

Here’s an example call to action:

Boilerplate

The final paragraph, known as the boilerplate, gives background information about your company. This section should briefly describe what your company does and how people can contact you for more information.

For example: 

Contact Information

Always include your contact details at the end of the press release. This should include a name, phone number, and email address so journalists and readers can reach out if they need more information.

For example: 

Press Release Template 

Creating a press release template can save time and ensure consistency in your announcements. Below is a simple template that you can adapt for your own press releases.

Press Release Format Examples

To better understand the principles of a proper press release format, let's explore some useful press release examples. 

In conclusion, understanding the proper format for a press release is essential for effectively communicating your news to the media and the public. By following the guidelines and examples provided in this guide, you can craft a press release that is clear, professional, and engaging. 

Remember to keep your press release concise, focus on the key details, and always include a call-to-action to encourage further engagement. With a well-formatted press release, you’ll be better positioned to get your news noticed and achieve your communication goals.

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