Press Release Format 2023 - Formatting Steps, Guidelines, & Free Examples

The press release is a powerful tool for businesses and individuals to share their news and announcements effectively.

Writing timely press releases can be the key to capturing the attention of media outlets, bloggers, and your target audience.

However, writing an effective press release requires a proper format. It is important to follow the standard press release format to ensure you get the structure and content right for effective media coverage. 

So how do you format a press release correctly?

Get all the answers you need about press release formatting in this guide. Plus, you will also get examples and templates to follow. 

So, let’s dive in!

What is a Press Release Format?

A press release format is a structured layout that conveys information in a clear and organized manner. This ensures that your news is presented in a way that captures attention and facilitates easy understanding. 

This format serves as a blueprint for creating a professional and effective press release. It binds various elements of a press release in a standard structure, making it easier for journalists and readers to extract the essential details.

How to Format a Press Release?

Crafting a well-formatted press release is crucial for ensuring your news receives the attention it deserves.

A press release includes different elements as shown in the free press release template below.

Let's break down the key elements of formatting to guide you through the process. You can follow this steps-by-step guide to format any type of press release easily. 

Step 1. Press Release Page Formatting

Begin with a clean, professional layout. Implement these points for your page settings:

• Use a standard font (such as Times New Roman)
• Maintain a font size of 12 points. 
• The text should be single-spaced 
• Include wide margins for readability. 
• A press release should usually fit on one page. However, don't compromise on content if it exceeds a page, even while being concise.

Step 2. Add Your Logo

Include your company or organization's logo at the top of the press release. This visual element not only adds professionalism but also helps establish brand identity, which is usually the main purpose of a press release.

Step 3. Write Release Date / Dateline

Place the release date on the left side of your page after the logo. This provides context and indicates the timeliness of your news.

Moreover, the dateline indicates the time when you want it to be released. If you want it to be released immediately, add the words “FOR IMMEDIATE RELEASE” in the dateline. 

Similarly, if you want the media to retain your press release for a future release date while still providing it in advance for coverage, it’s called an "embargoed" release. To signal this, place the phrase "EMBARGOED FOR RELEASE" in the top left corner of the press release. 

Additionally, include the specific date and time you've designated for the press release and any related media stories to be made public. 

Step 4. Provide Contact Information

Make it easy for journalists to reach out by including contact information in the top right corner after the logo.

You should include your name, phone number, email address, and any other relevant details for inquiries. This ensures that media professionals can reach out to you for specific information about your press release.

Step 5. Craft a Headline and Subheading

Your headline should be attention-grabbing and to the point. Follow it up with a subheading that provides additional context. Together, they set the stage for the reader, giving them a glimpse of the story and its significance.

Whether it’s a product launch or an event announcement, you need to be clear and straightforward, Follow these guidelines to create a compelling headline:

• Main headline should be in a 14-point size. It should also be bold and centered.
• Keep your main headline concise, containing no more than 65 to 80 characters. This restriction encourages clarity and ensures that your message is direct and to the point.
• Use language that is clear and easy to understand. Avoid jargon or complex terminology that might alienate readers. A straightforward approach increases the accessibility of your message.

For example:

As for the subheadline, it should briefly elaborate on the main headline, providing additional context or supporting detail. For instance:

Step 6. Start Lead Paragraph with Location & Date

Begin the lead paragraph with the location and date to establish the context of your news. The location of your press release should be the city you are based in. 

Begin with the city name, and then provide the date in “MM dd, yyyy” format. This standard practice helps journalists understand the relevance and urgency of the information.

For example,

Step 7. Write the Lead Paragraph

The lead paragraph is your opportunity to answer the key questions: who, what, when, where, and why. Keep it concise and engaging, providing a snapshot of the most critical aspects of your news.

Step 8. Write the Body Paragraphs

Divide the body of your press release into paragraphs, each focusing on a specific aspect of the news. Include quotes, statistics, and additional details to provide depth and credibility to your story. Let’s continue with the example:

Step 9. End with the Boilerplate

Boilerplate is the last paragraph of the press release. Consider it as your “About section” placed at the end of your press release.

A brief company or individual profile. This boilerplate offers background information and context, ensuring that readers have a comprehensive understanding of the entity behind the news. Here’s an example:

Step 10. End Notation

Signal the end of your press release with a simple notation, that is "###" centered at the bottom. This industry-standard signifies that there are no further pages or content.

After writing and formatting your press release according to these guidelines, you will be ready for press release distribution. With these steps, you can have a professional press release that communicates your message effectively

Additional Elements in a Press Release

Sometimes, incorporating multimedia and interactive elements into your press release can elevate your story to new heights. Optimize your formatting for these elements using the following strategies.

• Images and Graphics

Insert high-quality images or graphics in the body of your press release. Ensure proper alignment and spacing to maintain a clean and professional look.

• Videos

Embed videos with a clear and concise description. Use an appropriate width to avoid distortion, and consider placing them strategically within the text to enhance comprehension.

• Infographics

Include infographics for visual representation of complex data. Ensure they are well-sized within the layout and complement the text rather than overpowering it.

• Interactive Elements

If including clickable elements, such as hyperlinks, make sure they are easily distinguishable. Clearly label interactive features to guide readers on their usage.

• Hyperlinks

Integrate hyperlinks seamlessly into the text. Use descriptive anchor text and ensure they open in a new tab to keep readers engaged with your press release.

• Social Media Integration

Incorporate social media icons or buttons for easy sharing. Place them prominently at the end of the press release, ensuring they don't overshadow the core content.

Press Release Format Examples

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

Press Release Format AP Style 

The style developed by the Associated Press is one of the most commonly used and accepted across media. Here is an AP Style press release format template that you can get help from. 

To finish it up, 

Writing a press release format is more than just a technicality. It's a strategic step that can significantly impact the success of your message across the media landscape and generate interest. Whether you are a big or a small business, writing good PRs is your way to connect with your audience.

With the help of examples and formatting steps discussed above, you can craft an amazing press release and get the recognition your brand deserves. 

Don’t have the time or resources to write a powerful press release? Don’t worry, you’ve got backup! 

At MyPerfectWords.com, you can hire professional press release writers to write an excellent press release for you. They know how to make it good for marketing your product or service. So, if you have something important to share with the world, contact our paper writing service to get the assistance you need.