Want a quick and easy way of writing your press release? I thought you would.

Following a structure or template can make things a whole lot easier since you know what to include in each paragraph. It also saves you a ton of time, where the only thing you need to worry about is just writing the content and where you’re going to send to.

Ok, so let’s start building the ultimate press release for you.

Structuring your press release

The formalities

First things first. Press Release has to be included at the top of the document, in order to let the editor know what they’re dealing with.

Afterwards, mention when you want your press release to be published. Do you want it published as soon as possible? If so, use “For immediate release”.

On the other hand, you use “Embargo until: 00:01 February 2nd” in case you don’t to divert attention from upcoming events. The embargo means that your press release won’t be published before February 2nd.

When the practicalities are all done and written. It’s time to start writing the content for your press release.


First up. The headline. Most of us scan headlines before deciding whether to read the whole article. For those you who use StumbleUpon or Digg, you know what I’m talking about. Write an attention grabbing headline to ensure greater readership.

First paragraph

Get straight to the point here! The first paragraph is where you talk about your news. Don’t go all Mad Men on it though. Your press release isn’t meant to be an advertisement.

Second paragraph

The second paragraph is all about backing up what you said in the first paragraph. Increase the credibility of your press release by including case studies or research that support your story.

Third paragraph

Continuing with the details. Bring your press release to life by including a quote relevant to your press release. You can use whoever you want for the quote. But make sure you get permission first before publishing it.

Final paragraph

And finally. The last paragraph. Here, you’ll want to link the story to your business. The toughest thing about this is finding the balance between being promotional (but not letting it show) and informative. Believe me, this is the part I dread the most when I write press releases.


Okay, you’re almost done. Just a few more formalities.  The three #s (align it to the center) I used above, tells the editor it’s the end of your press release.

Notes to the editor

At the end, put in your “Notes to the Editor”. In which you include your;

  • Contact details
  • Short bio of your company
  • Possible photo opportunities

If you enjoyed this post, I’d be very grateful if you’d help spread the word by sharing it on Twitter or Facebook. Cheers!