Press Release Format: The Standard Layout
Journalists and news sites expect press releases in one familiar format. Following it makes your release easy to scan, easy to republish, and easy to trust. Here is that format, part by part, with a labeled example.
Press release format at a glance
FOR IMMEDIATE RELEASE [HEADLINE: WHO DID WHAT, UNDER ~100 CHARACTERS] [Subheadline: one sentence of extra detail] [CITY, State abbreviation, Mon. DD, YYYY] — [Lead paragraph: who, what, when, where and why in 2–3 sentences.] [Body paragraph: the most important supporting details and numbers.] "[Quote that gives opinion or motivation]," said [Full Name], [Title] of [Company]. [Body paragraph: availability, price, dates, background.] About [Company] [2–4 sentence boilerplate: what you do, since when, where, website.] Media contact: [Name] [Email] [Phone] ###
Each part of the format explained
1. Release line
"FOR IMMEDIATE RELEASE" means the news can be published now. If it can't, write "EMBARGOED UNTIL [date, time, time zone]". See embargoed press releases.
2. Headline
Bold, title case or sentence case, under about 100 characters. It states the news; it doesn't tease it.
3. Subheadline
Optional, italic or regular, one sentence. Use it for the most useful detail the headline couldn't hold.
4. Dateline
Starts the first paragraph: city in capitals, state abbreviated in AP style, date, then a dash. Example: DENVER, Colo., Sept. 22, 2026 —. Full rules: AP style dateline.
5. Lead paragraph
Answers who, what, when, where and why. If a reader stops here, they should still know the news.
6. Body
Two to four short paragraphs in descending importance (the inverted pyramid). Facts, figures, availability and background.
7. Quote
From a named person with a title. Adds perspective, not repetition.
8. Boilerplate
The standard "About [Company]" paragraph, identical on every release you send.
9. Media contact
A real person who will answer: name, email, phone.
10. End mark
Three hash marks (###), centered, to show nothing is missing below.
Formatting rules
| Element | Standard |
|---|---|
| Length | 300–600 words; about one page |
| Voice | Third person, past or present tense, factual |
| Paragraphs | Short: 1–4 sentences each |
| Font (if sent as a document) | A plain font such as Arial or Times New Roman, 11–12 pt, single spaced |
| Numbers | AP style: spell out one to nine, numerals for 10 and up |
| Links | One or two, to the most useful page (not a list of every page) |
| Images | Optional; a logo or product photo helps on news sites that display them |
| File type | Plain text in the email body or a Word/Google Doc; avoid PDF-only |
Format by release type
The skeleton never changes; what changes is what the lead and quote emphasize.
- Product or app launch: what it does, price, where to get it. App launch example.
- Grand opening: address, opening date, hours, what's special. Grand opening example.
- New executive: name, role, previous experience, start date. New CEO example.
- Partnership: both companies, what changes for customers. Partnership example.
- Music or book release: title, release date, where to listen or buy. Music example.
To see the format filled in, read a full example or browse our press release samples.
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Does a press release need "For Immediate Release"?
It's expected but not mandatory. It tells editors they can publish now, so we recommend including it.
Where does the date go in a press release?
In the dateline at the start of the first paragraph, after the city and state.
Is the press release format different for online distribution?
No. The same format works; online sites simply show the headline and first paragraph more prominently, which is another reason to put the news first.