Free Press Release Templates (Word, Google Docs & PDF) for 2026
Download 14 free press release templates with copy-to-clipboard, Word, and PDF downloads. Each template includes placeholder text, formatting guidance, and tips for making your release stand out.
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What Is a Press Release Template?
A press release template is a one-page document with a pre-set structure — headline, dateline, lead paragraph, body, quote, boilerplate, and media contact — that you fill in with your own announcement details. It follows AP style formatting and the inverted pyramid structure that journalists at outlets like the Associated Press, Reuters, and Bloomberg expect when evaluating a story.
Templates exist because the press release format has been standardized since the early 1900s. Every element serves a specific purpose:
- Headline — grabs attention and summarizes the news in 60-80 characters
- Dateline — establishes where and when the news originates (AP format: CITY, State, Date)
- Lead paragraph — answers Who, What, When, Where, and Why in under 40 words
- Body — expands with supporting data, context, and details using the inverted pyramid
- Quote — adds perspective from a named spokesperson using "said" attribution
- Boilerplate — a consistent "About [Company]" paragraph with mission, traction, and URL
- Media contact — name, email, and phone so journalists can follow up
Every template on this page is free to download in Microsoft Word and PDF formats. You can also copy the text directly to your clipboard and paste it into Google Docs — no signup required.
Who Uses Press Release Templates?
Press release templates are used by PR professionals, startup founders, marketing teams, nonprofit communications directors, and anyone who needs to announce news to the media. The format works the same whether you are distributing through a wire service like PR Newswire, Business Wire, or GlobeNewswire, pitching journalists directly via email, or publishing to your own newsroom.
If you are writing a press release for the first time, start with the Standard Press Release Template below and follow our step-by-step writing guide alongside it.
14 Free Press Release Templates
Each template includes placeholder text, formatting guidance, and one-click copy or download.
Standard Press Release Template
The all-purpose template that works for any announcement. Use this when your news doesn't fit neatly into a specific category, or when you need a clean starting point.
Best for: General announcements, company updates, milestones
[COMPANY LOGO] FOR IMMEDIATE RELEASE [HEADLINE: Clear, Specific, Newsworthy — Title Case, 60-80 Characters] [Subheadline in sentence case — adds context without repeating the headline, under 120 characters] CITY, State, Month Day, Year /PRNewswire/ -- [Company Name], [brief company descriptor], today announced [what the announcement is]. [One sentence explaining why it matters to the audience]. [Expand on the announcement with supporting details. Include specific numbers, data points, or context that strengthens the story. Answer any remaining W's (Who, What, When, Where, Why) not covered in the lead. Spell out numbers one through nine; use numerals for 10 and above.] [Additional paragraph with background information, market context, or industry relevance. Explain how this fits into a broader trend or addresses a specific need in the market.] "[Quote that adds perspective, vision, or insight — never repeat facts already stated above]," said [Full Name], [Title] at [Company Name]. "[Second sentence offering forward-looking commentary.]" [Optional: Supporting quote from a partner, customer, or industry analyst for added credibility.] [Closing paragraph with practical details: availability, pricing, next steps, or where to learn more. Include one link to a relevant page on your website.] About [Company Name] [Company Name] is a [what the company does] founded in [year]. [One sentence about the company's mission or core offering.] [One sentence about traction, reach, or credibility — e.g., "Serving more than 10,000 customers worldwide."] For more information, visit [website URL]. Media Contact: [Full Name] [Title] [Company Name] [Email] [Phone] SOURCE [Company Name]
Product Launch Press Release Template
Designed for new product or feature announcements. Emphasizes what the product does, the problem it solves, and why users should care.
Best for: New products, feature releases, app launches, SaaS updates
[COMPANY LOGO] FOR IMMEDIATE RELEASE [Company Name] Launches [Product Name] to [Key Benefit or Problem Solved] [Subheadline: Brief description of what makes this product different] CITY, State, Month Day, Year /PRNewswire/ -- [Company Name] today announced the launch of [Product Name], a [product category] designed to [primary benefit]. [One sentence about the target audience or market need.] [Describe the core features and capabilities. What does the product do? How does it work at a high level? Be specific — avoid vague claims like "revolutionary" and instead describe what the product actually enables.] [Explain the problem this product solves. Who experiences this problem? How does the product address it better than existing alternatives? Include data if available — e.g., "reduces processing time by 60%."] "[Quote from product leader or CEO about the vision behind the product and why it matters now]," said [Full Name], [Title] at [Company Name]. Key features of [Product Name] include: - [Feature 1]: [Brief explanation of what it does and why it matters] - [Feature 2]: [Brief explanation] - [Feature 3]: [Brief explanation] - [Feature 4]: [Brief explanation] [Product Name] is available [today / starting Date] at [pricing or "starting at $X/month"]. [How to get started — free trial, website, app store, etc.] About [Company Name] [Standard boilerplate — 3-4 sentences about the company.] Media Contact: [Full Name], [Title] [Email] | [Phone] SOURCE [Company Name]
Event Press Release Template
Optimized for announcing upcoming events, conferences, or public gatherings. Emphasizes the date, location, speakers, and why people should attend.
Best for: Conferences, webinars, grand openings, trade shows, fundraisers
[COMPANY LOGO] FOR IMMEDIATE RELEASE [Company/Organization Name] Announces [Event Name] on [Date] [Subheadline: Key details — featured speakers, theme, or unique angle] CITY, State, Month Day, Year /PRNewswire/ -- [Company/Organization Name] today announced [Event Name], a [type of event — conference, summit, workshop, gala] taking place on [Date] at [Venue, City]. The event will [primary purpose — bring together, celebrate, explore, showcase]. [Expand on the event's purpose and what attendees can expect. Mention keynote speakers, sessions, or activities. Include the expected number of attendees if notable.] [Why this event matters — connect it to an industry trend, community need, or timely topic. What will attendees take away?] "[Quote from event organizer about why this event exists and what makes it unique]," said [Full Name], [Title] at [Organization]. Event Details: - What: [Event Name] - When: [Full Date and Time, including time zone] - Where: [Venue Name, Full Address] / [Virtual Platform for online events] - Registration: [URL or instructions] - Cost: [Free / $X per ticket / pricing tiers] [Optional: Mention sponsors, partners, or media accreditation details.] About [Company/Organization Name] [Standard boilerplate.] Media Contact: [Full Name], [Title] [Email] | [Phone] SOURCE [Company Name]
New Hire / Executive Appointment Template
Structured for announcing leadership changes, key hires, or board appointments. Focuses on the person's background and what they bring to the role.
Best for: C-suite hires, VP-level appointments, board additions, key personnel changes
[COMPANY LOGO] FOR IMMEDIATE RELEASE [Company Name] Appoints [Full Name] as [Title] [Subheadline: Brief mention of the person's background or strategic significance] CITY, State, Month Day, Year /PRNewswire/ -- [Company Name] today announced the appointment of [Full Name] as [Title], effective [Date]. [One sentence about what this hire signals — growth, new direction, expansion into a market.] [Full Name] brings [X years] of experience in [industry/domain]. Most recently, [he/she/they] served as [Previous Title] at [Previous Company], where [he/she/they] [key accomplishment — e.g., "led a team of 200 engineers" or "grew revenue from $10M to $50M"]. Prior to that, [brief mention of earlier career highlights]. "[Quote from CEO or hiring manager about why this person was selected and what they'll focus on]," said [Full Name], [Title] at [Company Name]. "[Quote from the new hire about why they're excited to join and what they plan to accomplish]," said [New Hire Full Name]. [Additional context about the company's growth trajectory or strategic direction that makes this hire relevant.] About [Company Name] [Standard boilerplate.] Media Contact: [Full Name], [Title] [Email] | [Phone] SOURCE [Company Name]
Partnership / Collaboration Template
Built for announcing strategic partnerships, integrations, or joint ventures. Highlights what both parties bring and the benefit to customers.
Best for: Strategic partnerships, integrations, joint ventures, distribution deals
[COMPANY LOGO] FOR IMMEDIATE RELEASE [Company A] and [Company B] Announce Partnership to [Shared Objective] [Subheadline: What the partnership delivers for customers or the market] CITY, State, Month Day, Year /PRNewswire/ -- [Company A], [brief descriptor], and [Company B], [brief descriptor], today announced a [strategic partnership / integration / collaboration] to [what the partnership achieves]. The partnership will [specific outcome for customers or users]. [Explain what each company brings to the partnership. What does Company A contribute? What does Company B contribute? How do they complement each other?] [Describe the tangible benefits — for customers, for the market, for both companies. Include specifics: timelines, features, availability.] "[Quote from Company A executive about the strategic value of the partnership]," said [Full Name], [Title] at [Company A]. "[Quote from Company B executive about what excites them about working together]," said [Full Name], [Title] at [Company B]. [Details about availability, how customers can access the integration, or next steps.] About [Company A] [Boilerplate for Company A.] About [Company B] [Boilerplate for Company B.] Media Contact: [Full Name], [Title] [Email] | [Phone] SOURCE [Company Name]
Funding / Financial Announcement Template
Tailored for funding rounds, revenue milestones, acquisitions, or financial results. Emphasizes the numbers, investors, and what the capital enables.
Best for: Seed rounds, Series A-D, revenue milestones, acquisitions, IPO announcements
[COMPANY LOGO] FOR IMMEDIATE RELEASE [Company Name] Raises $[Amount] in [Round Type] to [Primary Use of Funds] [Subheadline: Lead investor and total funding to date] CITY, State, Month Day, Year /PRNewswire/ -- [Company Name], [brief descriptor], today announced it has raised $[Amount] in [Series A / seed / growth equity] funding led by [Lead Investor], with participation from [Other Notable Investors]. The round brings total funding to $[Total Amount]. [What the company plans to do with the funds — hire, expand into new markets, accelerate product development. Be specific: "The company plans to double its engineering team from 20 to 40 by Q4 2026."] [Company traction and metrics that justify the raise — revenue growth, customer count, market size, notable clients. Include hard numbers.] "[Quote from CEO about the company's vision and how this funding accelerates it]," said [Full Name], CEO of [Company Name]. "[Quote from lead investor about why they invested — what they see in the company, market, or team]," said [Full Name], [Title] at [Lead Investor]. [Additional context about the market opportunity or competitive landscape.] About [Company Name] [Standard boilerplate.] Media Contact: [Full Name], [Title] [Email] | [Phone] SOURCE [Company Name]
Award / Recognition Template
Focused on announcing awards, certifications, or industry recognition. Highlights the achievement's significance and what it reflects about the company.
Best for: Industry awards, "best of" lists, certifications, rankings, workplace awards
[COMPANY LOGO] FOR IMMEDIATE RELEASE [Company Name] Named [Award Name] by [Awarding Organization] [Subheadline: What the recognition means or what criteria were evaluated] CITY, State, Month Day, Year /PRNewswire/ -- [Company Name] today announced it has been named [Award Name / recognized as / certified by] [Awarding Organization]. The [award/recognition] honors [what it recognizes — excellence in, leadership in, innovation in]. [Explain the award — what it evaluates, how companies are selected, why it's meaningful in the industry. Mention the number of applicants or competitors if impressive.] [What the company did to earn the recognition. Include specific achievements, metrics, or initiatives that contributed.] "[Quote from company leader about what this recognition means and who made it possible]," said [Full Name], [Title] at [Company Name]. [Optional: Quote from the awarding organization about why this company stood out.] About [Company Name] [Standard boilerplate.] Media Contact: [Full Name], [Title] [Email] | [Phone] SOURCE [Company Name]
Crisis Communications Template
A sensitive template for responding to incidents, recalls, or negative events. Structured for transparency, accountability, and clear next steps.
Best for: Product recalls, data breaches, service outages, legal matters, public responses
[COMPANY LOGO] FOR IMMEDIATE RELEASE [Company Name] [Addresses / Responds to / Announces] [Brief Description of Situation] CITY, State, Month Day, Year /PRNewswire/ -- [Company Name] today [acknowledged / is addressing / provided an update on] [brief, factual description of the situation]. [One sentence about the immediate action being taken.] [Factual summary of what happened — when it was discovered, what was affected, and the scope. Stick to confirmed facts. Avoid speculation or minimizing language.] [What the company is doing in response — specific actions, remediation steps, and timeline. Be concrete: "We have engaged a third-party security firm to conduct a full investigation" is better than "We are taking this seriously."] "[Quote from CEO or relevant executive expressing genuine concern and commitment to resolution]," said [Full Name], [Title] at [Company Name]. "[Second sentence about specific steps being taken or support being offered to affected parties.]" [Information for affected parties — what they should do, where to get help, contact information for support. Include specific resources: hotlines, websites, FAQs.] [Company Name] will provide updates as more information becomes available at [website/page URL]. Media Contact: [Full Name], [Title] [Email] | [Phone]
Rebranding / Company Update Template
Designed for name changes, rebrandings, mergers, or major company transformations. Explains the "why" behind the change and what stays the same.
Best for: Rebranding, name changes, mergers, pivots, major strategic shifts
[COMPANY LOGO] FOR IMMEDIATE RELEASE [Old Name] Rebrands to [New Name], Reflecting [Reason for Change] [Subheadline: What customers and partners need to know] CITY, State, Month Day, Year /PRNewswire/ -- [Old Company Name] today announced it will rebrand to [New Company Name], effective [Date]. The rebrand reflects [reason — expanded mission, broader product suite, merger, evolution of the company]. [Explain the strategic reasoning behind the rebrand. What has changed about the company that made the old brand no longer fit? Connect it to growth, market expansion, or a shift in direction.] [What stays the same — reassure customers, partners, and employees. Existing products, services, contracts, and support will continue. Address common concerns proactively.] "[Quote from CEO about the vision behind the new brand and what it represents]," said [Full Name], [Title]. [Practical details — when the change takes effect, what changes for customers (URLs, login, billing), where to find more information.] About [New Company Name] [Updated boilerplate reflecting the new brand.] Media Contact: [Full Name], [Title] [Email] | [Phone] SOURCE [Company Name]
Nonprofit / Community Impact Template
Tailored for nonprofits, NGOs, and companies announcing community initiatives, donations, or social impact programs.
Best for: Charitable donations, community programs, volunteer initiatives, grant announcements, impact reports
[COMPANY LOGO] FOR IMMEDIATE RELEASE [Organization Name] [Launches / Announces / Donates] [Initiative/Amount] to [Cause/Beneficiary] [Subheadline: The scope or impact of the initiative] CITY, State, Month Day, Year /PRNewswire/ -- [Organization Name] today announced [specific initiative — a $X donation, a new program, a partnership with a nonprofit]. The [initiative/program] will [specific impact — provide meals to X families, fund scholarships for X students, plant X trees]. [Context about why this matters — the problem being addressed, the community need, or the cause the organization supports. Include data about the scope of the issue.] [Details about how the initiative works — timeline, who benefits, how funds will be used, how volunteers can participate.] "[Quote from organization leader about why this cause matters and the organization's commitment]," said [Full Name], [Title] at [Organization Name]. [Optional: Quote from the beneficiary organization or a community leader.] [How the public can get involved — donate, volunteer, attend an event, spread the word. Include a direct link.] About [Organization Name] [Standard boilerplate.] Media Contact: [Full Name], [Title] [Email] | [Phone] SOURCE [Company Name]
Book Press Release Template
Tailored for book launches, new editions, and author announcements. Includes sections for publisher details, ISBN, and where to purchase.
Best for: Book launches, new editions, author announcements, memoir releases, self-published books
[COMPANY / PUBLISHER LOGO] FOR IMMEDIATE RELEASE [Author Name] Releases New [Genre] Book, "[Book Title]" [Subheadline: One sentence about the book's core theme or what makes it timely] CITY, State, Month Day, Year /PRNewswire/ -- [Author Name] today announced the release of "[Book Title]," a [genre — e.g., thriller, business, memoir, self-help] published by [Publisher Name]. The book [one sentence about what it explores, argues, or reveals]. [Expand on the book's subject matter. What is it about? What question does it answer or story does it tell? Why is it relevant now? If nonfiction, mention the research or experience behind it. If fiction, hint at the premise without spoilers.] [Author background — why is this person credible or compelling? Previous books, relevant expertise, platform, awards. For debut authors, mention what drove them to write this book.] "[Quote from the author about why they wrote this book and who it's for]," said [Author Name]. "[Second sentence about the book's impact or what readers will take away.]" [Optional: Quote from a reviewer, endorser, or fellow author.] Book Details: - Title: [Full Book Title] - Author: [Author Name] - Publisher: [Publisher Name] - Release Date: [Date] - ISBN: [ISBN Number] - Pages: [Page Count] - Price: [$X.XX paperback / $X.XX hardcover / $X.XX ebook] - Available at: [Amazon, Barnes & Noble, independent bookstores, author website] [Optional: Mention a book tour, signing events, or speaking engagements.] About [Author Name] [Author Name] is [brief bio — profession, previous works, credentials, location]. [One sentence about their writing focus or mission.] Learn more at [author website]. Media Contact: [Full Name] [Title — e.g., Publicist, Literary Agent] [Company / Agency Name] [Email] | [Phone] SOURCE [Company Name]
Music Press Release Template
Built for musicians, bands, and record labels announcing new releases, tours, or signings. Includes sections for streaming links, tour dates, and label details.
Best for: Album releases, single drops, tour announcements, label signings, music videos, festival appearances
[ARTIST / LABEL LOGO] FOR IMMEDIATE RELEASE [Artist/Band Name] Releases New [Single/Album/EP] "[Title]" [Subheadline: Genre, mood, or notable collaborations — e.g., "A genre-bending debut featuring Grammy-winning producer X"] CITY, State, Month Day, Year /PRNewswire/ -- [Artist/Band Name] today released "[Title]," a [number]-track [single/album/EP] via [Label Name / Independent]. The [release type] [one sentence about the sound, theme, or story behind it]. [Describe the music — genre, mood, influences, production. What makes this release notable? Is it a departure from previous work? A long-awaited follow-up? A debut? Include specific details about standout tracks if it's an album or EP.] [Context about the artist's journey — previous releases, streaming numbers, notable performances, collaborations. What momentum led to this release?] "[Quote from the artist about the creative process, inspiration, or meaning behind the release]," said [Artist Name]. "[Second sentence about what this release means to them or what they hope listeners take away.]" [Optional: Quote from the producer, label head, or collaborator.] Release Details: - Title: "[Release Title]" - Artist: [Artist/Band Name] - Label: [Label Name / Independent] - Release Date: [Date] - Format: [Streaming / Vinyl / CD / Digital Download] - Listen: [Spotify, Apple Music, YouTube Music links] [Optional: Upcoming Tour Dates] - [Date] — [Venue], [City] - [Date] — [Venue], [City] - [Date] — [Venue], [City] - Tickets: [URL] About [Artist/Band Name] [Artist/Band Name] is a [genre] [artist/band] based in [City]. [One sentence about their sound, career highlights, or achievements — e.g., "With over 50M streams on Spotify and sold-out shows across North America."] Follow on [Instagram / TikTok / YouTube links]. Media Contact: [Full Name] [Title — e.g., Publicist, PR Manager] [Company / Management Name] [Email] | [Phone] SOURCE [Company Name]
Crypto / Web3 Press Release Template
Designed for blockchain projects, token launches, exchange listings, and Web3 announcements. Includes sections for tokenomics, exchange details, and regulatory context.
Best for: Token launches, exchange listings, DeFi protocols, NFT collections, blockchain partnerships, DAO announcements
[PROJECT / COMPANY LOGO] FOR IMMEDIATE RELEASE [Project Name] [Launches / Announces / Lists] [What — Token, Protocol, Platform, Collection] [Subheadline: Key metric or differentiator — e.g., "Decentralized lending protocol secures $15M in TVL within first week"] CITY, State, Month Day, Year /PRNewswire/ -- [Project Name], a [brief descriptor — e.g., "decentralized finance protocol" or "Layer 2 scaling solution"], today announced [specific announcement]. [One sentence about the significance — market impact, user benefit, or milestone.] [Explain what the project does in plain language. Avoid excessive jargon — journalists covering crypto range from specialists to general business reporters. What problem does it solve? How does it work at a high level?] [Traction and credibility — TVL, user count, transaction volume, audit status, partnerships. Include hard numbers. If applicable, mention regulatory compliance or licensing.] "[Quote from founder/CEO about the vision and why this announcement matters for the broader ecosystem]," said [Full Name], [Title] at [Project Name]. Key Details: - Token: [Token Symbol] on [Blockchain — e.g., Ethereum, Solana, Base] - Contract Address: [Address] - Exchange Listings: [Exchange names — e.g., Coinbase, Binance, Uniswap] - Audit: [Auditor name — e.g., "Smart contract audited by CertiK"] - Total Supply: [Number] - Website: [URL] - Documentation: [Docs URL] [Optional: Tokenomics breakdown — allocation percentages for team, community, treasury, liquidity.] About [Project Name] [Project Name] is a [what it does] built on [blockchain]. [One sentence about the team, backers, or mission.] [One sentence about traction.] Learn more at [website]. Media Contact: [Full Name] [Title] [Email] | [Telegram handle] SOURCE [Project Name]
Social Media Press Release Template
A shorter, multimedia-first format optimized for sharing on social platforms. Includes sections for embedded media, hashtags, and social handles.
Best for: Social-first announcements, viral campaigns, influencer partnerships, brand moments, trending tie-ins
[COMPANY LOGO] FOR IMMEDIATE RELEASE [Company Name]: [Short, Punchy Headline Optimized for Social Sharing — Under 60 Characters] CITY, State, Month Day, Year /PRNewswire/ -- [Company Name] today announced [what — keep it to one sentence]. [One sentence on why it matters or why people should care.] [One paragraph of supporting context — keep it under 80 words. Social media press releases are shorter than traditional ones. Focus on the single most compelling detail, stat, or visual.] "[Short, quotable quote — ideally under 30 words. Think tweet-length.]," said [Full Name], [Title] at [Company Name]. [Embedded Media — include or link to:] - Hero Image: [Direct URL to high-res image] - Video: [YouTube / Vimeo embed URL] - Infographic: [Direct URL] Key Facts: - [Fact 1 — a tweetable stat or data point] - [Fact 2 — another shareable detail] - [Fact 3 — a surprising or notable element] Social Links: - Website: [URL] - Twitter/X: [@handle] - Instagram: [@handle] - TikTok: [@handle] - LinkedIn: [URL] - Hashtags: [#YourCampaign] [#YourBrand] About [Company Name] [Two sentences max. Keep it tight for social sharing.] Media Contact: [Full Name], [Title] [Email] | [Phone] SOURCE [Company Name]
Press Release Word Count Guide
Exact word and character counts for each section of your press release. No other template page breaks this down — use it to keep your release tight and professional.
| Section | Words | Length | Tip |
|---|---|---|---|
| Headline | 8-12 words | 60-80 characters | Front-load the most important information |
| Subheadline | 10-18 words | Under 120 characters | Complement, don't repeat the headline |
| Lead Paragraph | 25-40 words | 1-2 sentences | Must answer the 5 W's — Who, What, When, Where, Why |
| Body Paragraphs | 150-250 words | 2-3 paragraphs | Inverted pyramid — most important first |
| Quote(s) | 30-60 words | 1-2 quotes | Add opinion/vision, not facts already stated |
| Boilerplate | 50-75 words | 3-4 sentences | Keep consistent across all releases |
| Total Release | 400-600 words | ~1 page | Under 800 max — journalists scan, not read |
AP Style Quick Reference for Press Releases
All templates on this page follow Associated Press style — the standard used by journalists and wire services worldwide. Here are the rules that matter most.
Dateline
NEW YORK, April 4, 2026 /PRNewswire/ --New York, NY (04/04/2026) —City in ALL CAPS. Use AP state abbreviations (Calif., not CA). Double dash after wire service tag.
Numbers
The company hired nine engineers and 12 designers.The company hired 9 engineers and 12 designers.Spell out one through nine. Use numerals for 10 and above. Always use numerals for ages, percentages, and dollar amounts.
Commas
red, white and bluered, white, and blueAP style does not use the Oxford comma in simple series. Use it only when needed to prevent ambiguity.
Quotes
"We are excited," said Jane Smith, CEO of Acme."We are excited," stated Jane Smith, CEO of Acme.Use "said" — not "stated," "shared," "commented," or "expressed." Periods and commas always go inside quotation marks.
Titles
Jane Smith, chief executive officer of AcmeChief Executive Officer Jane Smith of AcmeLowercase titles when they follow a name. Capitalize short titles before a name: CEO Jane Smith. Long titles always go after the name, lowercase.
Dates
Jan. 15, 2026January 15th, 2026Abbreviate Jan., Feb., Aug., Sept., Oct., Nov., Dec. Spell out March, April, May, June, July. Never use ordinals (st, nd, rd, th).
Sources: Purdue OWL AP Style Guide, PR Newswire AP Style Guide, Newswire Dateline Formatting
Sample Press Release: Annotated Walkthrough
A fully written sample with line-by-line annotations explaining why each section works. Use this as a reference when filling in any template.
[COMPANY LOGO] ↑ Establishes visual credibility. Place your logo at the top left. FOR IMMEDIATE RELEASE ↑ Standard release timing. Use "EMBARGOED UNTIL [Date]" only if pre-arranged with journalists. Horizon AI Launches Smart Inbox That Cuts Email Response Time by 70% ↑ HEADLINE: Specific, includes the company name, the product, and a quantified benefit. ↑ 65 characters — right in the sweet spot for search results. AI-powered email assistant prioritizes, drafts, and schedules replies for busy professionals ↑ SUBHEADLINE: Adds context without repeating the headline. Describes what the product does. SAN FRANCISCO, April 4, 2026 /PRNewswire/ -- Horizon AI, a workplace productivity startup, today announced the launch of Smart Inbox, an AI-powered email assistant that reduces average response time by 70%. The tool is designed for professionals who spend more than three hours per day managing email. ↑ LEAD PARAGRAPH: AP-style dateline — CITY in caps, state abbreviation, date, wire service tag, double dash. Numbers one through nine spelled out. Covers Who, What, When, Where, Why. Under 50 words. Smart Inbox uses large language models to analyze incoming email, prioritize messages by urgency and sender relationship and generate contextual draft responses. Users review and send with one click. Early beta users reported handling their full inbox in under 30 minutes, down from an average of 2.1 hours. ↑ BODY: No Oxford comma (AP style). Specific details and data — no vague claims. Every sentence adds concrete information. "We built Smart Inbox because email is the biggest time sink in the modern workplace, yet no one has applied AI to it in a way that actually works," said Maria Chen, CEO of Horizon AI. "Our beta users aren't just saving time — they're responding to the right emails faster, which improves their relationships and results." ↑ QUOTE: Adds perspective and vision. Explains "why" beyond features. Sounds like a real person talking, not a press release. Smart Inbox is available today with a 14-day free trial at horizonai.com/smart-inbox. Plans start at $19/month for individuals and $12/user/month for teams of 10 or more. ↑ CTA: Clear next steps — where to sign up, what it costs, how to try it. About Horizon AI Horizon AI builds productivity tools powered by artificial intelligence. Founded in 2024, the company has raised $8M in seed funding and serves over 5,000 beta users across 40 countries. Learn more at horizonai.com. ↑ BOILERPLATE: Concise company description with credibility signals (funding, user count, reach). Includes the website URL. Media Contact: James Park Head of Communications Horizon AI press@horizonai.com (415) 555-0172 ↑ CONTACT: Full details. Make it easy for journalists to reach you. SOURCE Horizon AI ↑ SOURCE LINE: Wire services use "SOURCE [Company Name]" as the end marker. If distributing directly (not via a wire service), use "###" or "-30-" instead.
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Press Release Checklist
Check off each item before you publish. No competitor page offers this — use it to ensure your release is polished and complete.
Before Writing
Headline & Lead
Body & Quotes
Format & Structure
SEO & Distribution
How to Use These Press Release Templates
Step 1: Choose the Right Template
Match your announcement type to the template that fits. If unsure, start with the Standard Press Release Template — it works for almost any news.
Step 2: Fill in the Placeholders
Replace every bracketed placeholder with your actual information. Don't leave any brackets in the final version. Pay special attention to:
- Headline: Make it specific and newsworthy. Include a number or concrete benefit when possible.
- Lead paragraph: Answer Who, What, When, Where, and Why in the first 30-40 words.
- Quotes: Write them to sound natural. Read them out loud — if they sound like something a person would actually say, you're on track.
Step 3: Trim the Fat
After filling in the template, cut everything that doesn't add value. The ideal press release is 400-600 words. If yours is over 700, look for paragraphs that repeat information.
Step 4: Optimize for Search Engines
Include your primary keyword in the headline and first paragraph. Add a relevant link to your website in the boilerplate. Write a compelling meta description if your distribution platform supports it. For a deeper dive, read our guide to writing press releases.
Step 5: Proofread and Format
Check for typos, verify all names and titles, confirm dates and numbers. Then format according to standard press release formatting rules: readable font, single-spaced body, double-space between paragraphs, bold headline and dateline.
How to Optimize a Press Release for Search Engines
To optimize a press release for SEO, target one keyword with article intent, front-load it in the headline, include a contextual backlink in the boilerplate, and distribute through Google News-indexed outlets.
A distributed press release creates mentions of your brand on high-authority news sites — the same sites that Google treats as trusted sources. When optimized correctly, a single release can generate indexed pages on domains with Domain Authority scores above 70, earn contextual backlinks, and build the entity signals that Google uses to understand who your company is.
- Target one primary keyword per release. Research what your audience actually searches for using Google Keyword Planner (free) or Ahrefs Keywords Explorer. Pick keywords that have search volume but aren't dominated by major publications — check the search results first. If the top 10 results are all homepages or product pages with no articles or press releases ranking, your release likely won't rank either. Look for keywords where articles, news stories, or other press releases already appear in the results — that signals article intent. Include your chosen keyword in the headline, first paragraph, and one subheading.
- Write the headline as a search result. Your headline becomes the page title on every news outlet that picks up the release. Write it the way you want it to appear in Google — clear, specific, and under 70 characters. Place your primary keyword at the front of the headline, not buried at the end. "AI Analytics Platform Launches to Cut Data Processing Time by 80%" ranks better than "Acme Corp Is Proud to Announce the Launch of Its New AI Analytics Platform."
- Include one contextual backlink. Place a link in the boilerplate or a relevant body paragraph. Link to a specific landing page or product page, not your homepage. This is how press releases generate SEO value — the link appears on dozens of indexed news sites.
- Build entity signals in the boilerplate. Your boilerplate should consistently mention your company name, what you do, when you were founded, and your website URL. This repeated, structured information across news sites helps Google build a Knowledge Panel for your brand.
- Distribute to Google News-indexed outlets. Not all distribution platforms are equal. Look for platforms that publish to outlets indexed by Google News — this means your release will appear in news search results, not just web results.
- Add at least one image. According to PR Newswire, press releases with images receive 1.4x more views than text-only releases. Include a high-resolution product image, headshot, or infographic with descriptive alt text.
Frequently Asked Questions
Does Word have a press release template?
Should a press release be Word or PDF?
How long should a press release be?
Can I use these templates for Google Docs?
What's the difference between a press release template and a sample?
Do I need a different template for different types of announcements?
What format do journalists prefer for press releases?
How do I make my press release stand out?
Further Reading & Resources
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