Press Release Format & Structure

You’ve got something newsworthy to share — great! But before you hit send, you need to make sure your press release is structured in a way that grabs attention, delivers value, and follows the format journalists expect.

Why does format matter so much? Because journalists receive hundreds of press releases a day, and if yours doesn’t look polished and professional, it’s easy for it to get lost in the noise. A strong structure not only makes your message clearer — it also improves your chances of getting picked up.

Here’s a no-fuss guide to organizing a press release that works. (For a refresher on what press releases are and why they’re still so relevant, see the History of the Press Release or explore the Types of Press Releases to match the format to your story.)

The classic press release structure

Most press releases follow a format that’s clear, concise, and easy to skim. Here’s a breakdown:

1. Headline

This is the hook — the first thing people see. Make it catchy, clear, and concise. A headline should tell readers what the announcement is about in one compelling sentence.

2. Subheadline (optional)

A brief line that adds context to the headline. It’s not required but helpful if a second line is needed to explain the bigger picture or highlight a key detail.

3. Dateline

Includes the city and date where the press release is issued.

4. Lead paragraph

This is where you get straight to the point: Who? What? When? Where? Why? The lead should summarize the announcement clearly and succinctly.

5. Body paragraphs

Use 2–3 paragraphs to expand on the news. Include:

• Key details or background info
• Quotes from company execs or partners
• Supporting data or context

Keep language clear and avoid jargon — remember, this is for journalists who may be scanning quickly.

6. Boilerplate

This is a standard paragraph about the company at the end of every press release. It should include a brief company description, what the company does, and a link to its website.

7. Media contact info

Always include a point of contact for journalists — name, email, phone number, and job title.

Formatting tips that matter

• Stick to one page whenever possible.
• Use simple fonts like Arial or Times New Roman, 11 or 12pt.
• Keep paragraphs short and use line spacing for readability.
• Include multimedia assets like images or links to videos when relevant.
• Use “###” or “-30-” at the end of the release to indicate it’s finished.

A clean, readable format signals professionalism and makes a journalist’s job easier.

Why structure helps you get picked up

A solid structure isn’t just about aesthetics — it directly impacts results. A well-organized press release:

• Makes it easier for journalists to find the news angle
• Encourages media outlets to use quotes or key points
• Improves SEO when published online

Not sure how press releases compare to other PR tools like influencer campaigns or media relations? See the comparison in Press Release vs. Other PR Methods.

For a deeper look at how press releases support brand visibility and growth, see How Press Releases Help Businesses.

Start strong with a solid template

Still feeling unsure? túatú offers free press release templates in Word that follow this structure, so you can plug in your content without starting from scratch.

Whether announcing a new product, partnership, or event, a well-formatted press release helps a story stand out for all the right reasons.