Press Release Format Template
Copy this template and replace the bracketed text with your content:
[YOUR COMPANY LOGO - CENTERED, 200x200 PIXELS]
FOR IMMEDIATE RELEASE
Contact:
[Your Name]
[Your Title]
[Phone Number]
[Email Address]
[YOUR HEADLINE IN TITLE CASE 65 to 80 CHARACTERS]
[Optional Subheading That Adds Context 120 Characters Max]
[CITY, STATE, Month Day, Year]: [Your opening paragraph answering who, what, when, where, and why. This should be 3-4 sentences maximum and contain your most important information. Lead with your news, not background information.]
[Body paragraph 2: Add supporting details, specific facts, and statistics that elaborate on your opening. Include concrete numbers and data points that journalists can use. Keep paragraphs single-spaced with double spacing between them.]
"[Quote from company executive or relevant stakeholder. This adds a human element and perspective. Keep it conversational and avoid corporate jargon.]" said [Name, Title, Company].
[Body paragraph 3: Continue with additional context, evidence, or details. If you have multiple angles to your story, develop them here. Include any relevant background or implications.]
[Body paragraph 4: Optional: Final supporting details, call to action, or availability information.]
About [Company Name]
[100 words or less describing your company, background, awards, years in business. This boilerplate stays consistent across all your press releases. Include your website URL at the end.]
What This Press Release Format Includes
1. Header Section
2. Main Content
3. Footer
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Order NowPress Release Structure Breakdown
Not sure how much space to give each section? Here's the standard breakdown:
1. Opening Paragraph (15 to 20% of Total)
Your first paragraph does all the heavy work. It must answer the five W's (who, what, when, where, why) in 3-4 sentences. Journalists often stop reading after this, so pack your most newsworthy information here.
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2. Body Content (60 to 70% of Total)
Body paragraphs expand on your opening with supporting details, context, and quotes. Most releases need 2 to 4 body paragraphs.
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3. Boilerplate (10 to 15% of Total)
The boilerplate is your standard company description that appears on every release. Write it once, use it everywhere.
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Want to see these proportions in action? Check our press release examples for real samples.
Press Release Format by Length
Depending on your news complexity, you may need to adjust the length:
1. Short Format (300 to 400 words)
Best for
- Simple announcements
- Single-focus news
- Time-sensitive updates
Structure
- 1 opening paragraph
- 2 body paragraphs
- 1 quote
- Boilerplate
- Total: 350 words
Used In: Award wins, new hire announcements, event date announcements, single partnership announcements.
2. Standard Format (500-600 words)
Best for
- Product launches.
- Major announcements
- Events with multiple components
Structure:
- 1 opening paragraph
- 3-4 body paragraphs
- 2 quotes
- Boilerplate
- Total: 550 words
Used In: Product launches, funding announcements, major partnerships, conference announcements.
3. Extended Format (700-800 words)
Best for
- Complex announcements
- Multiple angles
- Research findings
Structure
- 1 opening paragraph
- 5-6 body paragraphs
- 2-3 quotes
- Additional context or methodology
- Boilerplate
- Total: 750 words
Used In: Research study releases, survey results, and major corporate announcements with multiple components.
Avoid going over 800 words. Journalists want information quickly. Longer releases rarely get read.
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Order NowPress Release Formatting Specifications
1. Font Requirements
Body text: 12-point Times New Roman or Arial
Headline: 14-point, bold, centered
Subheading: 12-point, italic (optional)
Why these fonts? They're standard in journalism and ensure your release looks professional in any email client or newsroom system.
2. Spacing Rules
Between paragraphs: Double-space (hit Enter twice)
Within paragraphs: Single-space
Margins: 1 inch on all sides
Alignment: Left-aligned (except headline and logo, which are centered)
Proper spacing makes your release scannable. Journalists process dozens of releases daily; make yours easy to read.
3. Character Limits
Headline: 65-80 characters maximum
Subheading: 120 characters maximum
Meta description (if posting online): 155-160 characters
These limits ensure your headline doesn't get cut off when journalists forward your release or when it appears in email previews.
4. Contact Information Placement
Option 1 (Most Common):
Upper right corner, aligned right:
Contact: Name Title Phone |
Option 2:
Below logo, centered:
Media Contact: Name | Phone | Email |
Remember! Choose one format and use it consistently across all releases.
5. End Notation
- Single-page release: Center ### at the bottom.
- Multi-page release: Center "-more-" at the bottom of page 1, then ### at the end of the final page.
This tells journalists they've received the complete document, no missing pages.
Press Release Format Filled In
Here's what the format looks like with formatting notes:
[LOGO CENTERED - 200x200px]
FOR IMMEDIATE RELEASE: All caps, left-aligned
Contact: Right-aligned or below logo
Sarah Mitchell
Director of Communications
(555) 123-4567
sarah.mitchell@company.com
TechCorp Launches AI Platform, Cuts Costs by 60% (14pt, bold, centered, 59 chars)
New Software Already Adopted by Five Fortune 500 Companies (12pt italic, centered, 65 chars)
SAN FRANCISCO, January 15, 2026 – TechCorp today announced... (Bold dateline, then body text)
[3-4 sentences covering who, what, when, where, why] (Opening paragraph, 12pt Times New Roman)
[2-4 paragraphs with details, single-spaced, double space between] (Body content
"Quote text here," said John Smith, CEO. At least one quote)
About TechCorp (Bold section header)
Founded in 2018, TechCorp develops... [100 words of company background]
Centered, signals end
This is just the STRUCTURE, not a full release. For complete sample releases, see our press release examples page
Want experts to handle formatting? Our press release writing service ensures every release meets professional standards, you just provide the information.
Common Press Release Formatting Mistakes to Avoid
- Using inconsistent fonts: Stick to Times New Roman or Arial throughout. Don't mix fonts.
- Forgetting double spacing between paragraphs: makes your release hard to read. Always double-space between paragraphs.
- Going over 80 characters in headlines: Long headlines get truncated. Keep them punchy.
- Burying contact info: Make it easy to find. Top right or directly below the logo.
- No end notation: Always include ### so journalists know they have the full release.
- Poor logo quality: Use high-resolution (300 DPI minimum). Blurry logos look unprofessional.
- Inconsistent date formats: Use "Month Day, Year" format (e.g., "January 15, 2026"), not "1/15/26" or "15 Jan 2026."
- Missing boilerplate: Every release needs your company background. Keep one standard version.
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Order NowBottom Line
Now you've got the structure. Use the template, follow the spacing rules, and you're good to go. The format itself is straightforward; the hard part is making sure your content is newsworthy and well-written. For help with the writing process, our press release guide covers everything from headlines to distribution. Nail both format and content, and you'll get the coverage. Good luck, and don't forget we're here if you need backup.
