How To Write A Press Release For Your Business

Press releases are one of the most important things for your business. They can be used to promote upcoming events, provide information about new products or services, or announce the launch of something new. 

They can also be used to announce layoffs or other negative information about your company. The key is knowing when and how to use them properly so that they help improve your brand image instead of hurting it. In this article, we will show you how to write a press release that meets all these criteria while also providing tips on how not to make mistakes with them!

How to Write a Press Release – YouTube
1. Crafting effective press releases is crucial for business visibility.
2. Clear and concise language helps convey the message efficiently.
3. Include newsworthy angles to capture media and audience attention.
4. Utilize quotes from key stakeholders to add credibility to the release.
5. Incorporate contact information for media inquiries and follow-up.
6. Consider online optimization with keywords and multimedia elements.
7. Tailor press releases for specific media interests to enhance engagement.
8. Measure campaign success using metrics like media pickups and website traffic.
9. A well-structured press release format includes a compelling headline.
10. Crafting a press release can boost your business’s online presence.

Add A Headline

The headline is the most important part of your press release. Your readers are skimming, so they want to know what you’re offering them right away.

A good headline should be a short, complete sentence, to the point, and catchy. Think about what makes people click on ads it’s usually because it’s unique or offers something different from everything else out there.

For example: “Press Release: How To Write A Press Release For Your Business” is not as effective as “Press Release: 5 Steps To Writing A Press Release That Gets Results.” 

The first one doesn’t tell you much besides how long it is (which isn’t even true) while the second one gives you advice on how you can improve your chances of success when writing press releases for your business!

Crafting an effective press release involves various elements, from the content to the structure. To ensure your press release captures attention and delivers your message clearly, follow the tips outlined in our guide on putting together a press release. These insights will help you navigate the intricacies of creating a compelling press release.

Write Your Company Name

Use the company logo. If your business has a logo, make sure it’s in the top left corner of your press release.

Make sure you use the company name in the first sentence. When readers are scanning through their emails, they’ll look for information that interests them right away—so make sure this happens by using your company name in every paragraph’s lead sentence (the first one).

Use your company name in other headlines as well. If you’ve included any subheadings within your release, make sure they refer back to your brand name or main topic of focus by using words like “Company” or “Firm.”

Include a URL that includes both words from your brand name and from any tagline (if you have one) so people can easily find out more about what makes up who you are and what services/products/etc., etc., etc.

Write Your Location

The location of your business is an important piece of information that should be included in every press release. You can include the city, state, and country or just the country. Include the zip code if it’s available as well. 

Also include any phone number you have for your business, whether it’s a landline or cell phone number. If you have a website URL, include that too! It helps journalists know where to go when they’re looking for more information about your business.

Here are some other ways to give readers directions:

Social Media Handles If you have social media accounts on Twitter, Instagram, Facebook, and others, be sure to include them in each release! Journalists love seeing where people are talking about their coverage (if there’s any).

Email Address It doesn’t hurt anything if journalists know how they can reach out directly if needed; especially since getting back in touch with reporters after an interview can sometimes take days! 

And even then sometimes reporters don’t reply at all so it’s good practice just making sure somebody gets those messages before long-term damage has been done (like losing customers who may not see future updates when they get excited).

In the age of digital sharing, the potential for a press release to go viral is a powerful opportunity. Discover strategies and techniques to craft press releases that have the potential to spread far and wide in our comprehensive guide on creating press releases that go viral. Learn how to tap into the digital landscape to amplify the reach of your press releases.

Write Your Release Date

When you have the date, time, and location of your press release, write it out. For example:

Press Release #3

Date: January 20th, 2019 at 10 AM EST (Eastern Standard Time)

Location: New York City, NY USA

Time: 10 AM EST


Use the words “For Immediate Release.” This is one of the most important parts of your press release because it indicates that you want media outlets to publish your release as soon as possible.

The word “For” is followed by a comma, and then comes “Immediate Release.” The latter has been abbreviated to “IR” for ease of use.

You can also add a dateline below this sentence: “WordPress Newsroom (Rochester Hills), MI  January 17th, 2019″

Startups have unique needs and challenges when it comes to press releases. If you’re navigating the world of startups, you’ll find valuable advice in our guide featuring 9 tips for writing press releases for startups. These insights will help you tailor your press releases to resonate with your startup’s goals and audience.

Add A Lead Paragraph

The lead paragraph is a crucial part of your press release. It’s the first thing that people will read, so it needs to be engaging and compelling.

Start by crafting a hook sentence at the beginning of your press release. This should be a brief overview of what people can expect in the rest of your story, giving them enough information to decide whether or not they want to read on. 

Follow up with an interesting quote from someone involved in this story; make sure it’s relevant, but not too long! 

Then include a date for when this story took place or happened (e.g., “On April 15th”), as well as any sources who helped report it – if any were used at all. Last but not least: add contact information so readers can get in touch with you if they have questions about what was written! A photo or video wouldn’t hurt either!

Provide Information On The Body Of The Press Release

The body of a press release should be written in a way that is easy to understand. Don’t worry about making it sound too professional, but also don’t make it so casual that you end up confusing the reader.

If you are going to write a body for your press release, make sure that it’s not too long or too short. Don’t use more than 300 words if possible. If you do have over 300 words, break up the information into separate sections so that each section has its purpose and flow.

Remember This Is Not An Advertisement

A press release is not an advertisement or marketing tool. It’s not a sales pitch or a product launch, nor is it part of your media kit.

As the owner of your business, you have to be able to articulate why this story is newsworthy and how it fits into the larger conversation about your industry and its players. If you can succinctly explain these things in three paragraphs (or less), then you’re on the right track!

Press releases are integral to establishing your brand’s presence, and utilizing professional writing services can make a significant difference. Uncover the advantages of leveraging expertise in our guide discussing the benefits of using press release writing services. Learn how professional assistance can elevate your press release strategy.

Include Boilerplate Information About Your Company

Don’t forget to include boilerplate information about your company. This includes the name of your business, address, phone number, and email address (if possible). 

You should also include a link to your website where people can find out more information about you and the services offered by your company. Social media links are also a good idea as they provide another way for potential customers to learn about all that you have to offer.

Last but not least and perhaps most importantly you should include a contact person or representative who can be reached for additional information or questions at any time during working hours.

Include Contact Information For Further Inquiries

Include contact information. This is a must-have for any press release, as it allows your readers to get in touch with you if they have questions or want more information. Make sure you include your phone number, email address, physical address, and web address so that people can reach out if they would like to learn more about your company or products.

Keep it short and simple no one wants to read a novel! Press releases should be no longer than 500 words at most; 400 words is better yet. Use brief sentences with active verbs (e.g., “Our new product line has been an instant hit with customers,” rather than “The new product line has been an instant hit with customers”).

Make Sure You Are Using Quotes Correctly

It’s easy to get confused about when to use quotes and when not to. The rule of thumb is that if you want to quote someone, it must be a direct quote. If the quote isn’t direct, then it should be paraphrased instead of directly quoted in the press release because this will make more sense for the reader.

For example: “Our website was designed by experts at [our company] and we are proud of how well they understood our needs.” 

This sentence uses a direct quote but also provides context around what was said; it’s not just a random sentence with no explanation whatsoever as would happen if either “Our website was designed by experts at [our company]” or “we are proud” were used alone without any context provided first (such as who said these things).

Don’t Forget To Include Links To Your Website And Social Accounts

Don’t forget to include links to your website and social accounts. Links are a great way to get in touch with your audience, no matter what you’re writing about. 

If you have an online store, for example, it may be helpful for readers to know whether or not they can purchase the items mentioned in your press release directly through your site. 

If your social media presence is particularly active, or if someone mentions how much they love something from a previous post on one of those platforms and you want them to see it again or perhaps even share their endorsement with friends a link would be perfect!

You could also add links back at home base: maybe you want people who read about this project on Twitter (where we’ll be posting) over here at [your business name]!

Integrating press release writing into your content marketing arsenal can yield exceptional results for your business. Explore the strategic role of press releases in content marketing with insights from our guide on why press release writing should be in your content marketing arsenal. Discover how press releases contribute to a comprehensive content strategy that boosts your brand’s visibility.

Make Sure Your Release Is Newsworthy

The first step to writing a press release is to make sure it’s newsworthy. What we mean by this is that the information in your press release needs to be relevant, interesting, timely, and true. It also needs to be accurate and unique.

Furthermore, your press release should be credible and current. If you can get all of these factors right then not only will you have a great chance of getting picked up by the media but also your story could help you build credibility among potential customers or clients too!

Make Sure You Are Distributing Your Release To The Correct Audience

Another important thing to consider is who will be reading your press release. You need to make sure you are distributing it to the correct audience, otherwise, it might not get seen by the right people and help you achieve your goals.

For example, if you’re sending a press release about an upcoming event, make sure that you are sending it out where journalists would expect to find this kind of information (i.e., don’t send an event announcement for your local barbershop straight into the inboxes of reporters at major newspapers).

Several other factors should be taken into consideration when deciding where and how often a release should be distributed: who will likely cover the story being promoted; what publications they write for; what journalists typically receive the releases from this particular company/organization; etc.

Writing A Press Release Is Not As Hard As It Seems

If you’re new to writing press releases, it’s important to remember that they are not advertisements. The purpose of a press release is to share newsworthy information with the media; it’s not meant to sell your product or service.

To ensure that your business stays in the readers’ minds and they don’t just toss out their newspapers when they’re done reading them, make sure that what you write is interesting and newsworthy. Nothing will turn off reporters more than a boring story about something their readers already know about (especially if that reporter is covering another story on his beat).

Make sure you are using quotes correctly: When quoting someone in your release make sure it’s clear who said what and when (and if possible where). Don’t assume that because an organization has been quoted before in other publications that reporters won’t ask for more quotes from them again and again!


Writing a press release is not as hard as it seems. If you follow these tips and keep your audience in mind, you will have no trouble coming up with good content for your next media campaign.

Further Reading

Mailchimp’s Guide to Writing Press Releases: Learn essential tips and techniques for crafting impactful press releases that resonate with your audience.

HubSpot’s Press Release Template: Explore a comprehensive press release template to ensure your announcements are well-structured and effective in conveying your message.

Shopify’s Guide on How to Write a Press Release: Dive into Shopify’s insights to discover the key elements of a successful press release that captures attention and drives engagement.


How do I structure a compelling press release?

A well-structured press release typically follows a format that includes a compelling headline, a concise introduction, supporting details, quotes, and a relevant boilerplate about the company.

What are the key components of an attention-grabbing press release?

An attention-grabbing press release includes a newsworthy angle, clear and concise language, quotes from relevant parties, and contact information for media inquiries.

How can I optimize my press release for online distribution?

To optimize your press release for online distribution, ensure it includes relevant keywords, provides multimedia elements like images and videos, and incorporates shareable social media links.

What is the best way to engage the media with my press release?

Engage the media by tailoring your press release to their interests, reaching out to journalists directly, and providing them with a story that is relevant and compelling to their audience.

How do I measure the success of a press release campaign?

You can measure the success of a press release campaign by tracking metrics such as the number of media pickups, website traffic generated, social media engagement, and the impact on sales or brand awareness.