Press release format: the standard structure
The standard press release format is: headline, optional subheadline, dateline, lead paragraph, body, quote, boilerplate, media contact, and ### to end. It fits on one page (about 400 to 600 words), is written in the third person, and follows the inverted pyramid: most important information first.
Updated · Citable
The layout
FOR IMMEDIATE RELEASE
[Headline: Company does X, with result Y]
[Subheadline: one sentence of supporting detail]
CITY, State, Mon. DD, YYYY – [Lead: who, what, when, where, why
in two or three sentences.]
[Body paragraph: the problem and the solution, with specifics.]
[Body paragraph: availability, pricing, markets, proof.]
"[Quote that adds meaning, not facts]," said [Name], [Title] at [Company].
[Optional closing paragraph: what's next, where to learn more.]
About [Company]
[Boilerplate: 2–4 sentences, identical in every release.]
Media contact
[Name] · [Email] · [Website]
###Formatting rules
| Element | Rule |
|---|---|
| Headline | Sentence or title case, under ~100 characters, company name included, no exclamation marks |
| Subheadline | One sentence, optional |
| Dateline | City in capitals, state or country, date, then a dash: "AUSTIN, Texas, Oct. 22, 2026 –" |
| Paragraphs | Short: two to four sentences each |
| Voice | Third person, past or present tense, active verbs |
| Numbers | Figures for 10 and above; spell out one to nine (AP style) |
| Links | A few, to relevant pages; no keyword-stuffed anchors |
| Images | Logo or product image if the wire supports it, with a caption |
| Length | 400–600 words; wires may charge more for longer releases |
| End | ### centered on its own line |
What newswires check
Wires run an editorial review before distributing. Common reasons for rejection or edits: no clear news, promotional language or unsupported superlatives ("the best", "#1"), missing contact information, claims that could mislead investors, and content they do not accept, such as some financial products or adult content. A verifiable company website and a real contact block speed approval.
Formatting for search and AI
The same format that suits journalists suits search engines and AI assistants: the headline and lead are what get indexed and quoted. Put your brand name, category and the specific news in them. See press releases and AI citations.
Questions people ask
Do I need "FOR IMMEDIATE RELEASE"?
It tells journalists the news is not embargoed. On a newswire, the release time is set by the distribution, so it is optional. Use "EMBARGOED UNTIL [date, time, zone]" when you share it early with journalists under embargo.
What font and file format?
For wire distribution you paste text into a form; formatting is set by the wire. For email to journalists, paste the text into the email body rather than attaching a PDF.