Press Release Format and Example for Businesses

 Journalists read many press releases every day. A release that follows a familiar layout is easier to scan, easier to trust and easier to use. That is why the standard press release format matters. This guide explains each part of the format, shows a complete example and lists a few tips to avoid common mistakes.

Why Format Matters

Editors do not have time to hunt for facts. A clear format tells them where to find the headline, the date, the key details and the contact person. It also shows that your company is organized and professional. A good format will not turn weak news into a strong story, but a messy format can hide a good one.

The Standard Press Release Format

Most U.S. press releases follow the same order. Here are the parts, from top to bottom.

1. Release line. Place “FOR IMMEDIATE RELEASE” at the top left. If the news is under embargo, write “EMBARGOED UNTIL” followed by the date and time.

2. Headline. State the main news in one clear line, usually 10 to 15 words. Avoid hype words and put the key fact first.

3. Subheadline (optional). Add one short sentence under the headline for extra detail.

4. Dateline. Begin the first paragraph with the city, state and date, such as “DENVER, Colorado, November 12, 2026”.

5. Opening paragraph. Answer who, what, when, where and why in two or three sentences.

6. Body paragraphs. Add supporting facts, numbers and background. Use short paragraphs, each with one idea.

7. Quote. Include a named person who says something specific and useful.

8. Boilerplate. Add a short “About” paragraph that describes your company in two to four sentences.

9. Contact information. List a real person, phone number, email address and website.

10. End mark. Type “###” centered below the last line to show the release has ended.

A Complete Press Release Example

The company and people below are made up. They are shown only to illustrate the format.

FOR IMMEDIATE RELEASE

Brightleaf Cafe Opens Second Location in Downtown Denver

New shop will add 12 local jobs and extend morning hours for commuters

DENVER, Colorado, November 12, 2026 — Brightleaf Cafe, a locally owned coffee and bakery business, will open its second location at 450 Market Street in downtown Denver on December 2. The new shop will serve breakfast and lunch from 6:30 a.m. to 3:00 p.m. and will create 12 jobs for local residents.

The cafe opened its first location in 2022 and now serves about 800 customers a week. The new space seats 40 people and includes a pickup window for commuters who want a quick order.

“Many of our customers work downtown and asked us to open closer to their offices,” said Dana Whitfield, founder of Brightleaf Cafe. “This location lets us serve them fresh baked goods within a few minutes of where they work.”

The grand opening will include free coffee samples from 6:30 a.m. to 9:00 a.m. Customers can find the menu and hours on the cafe’s website.

About Brightleaf Cafe
Brightleaf Cafe is a locally owned coffee and bakery business in Denver, Colorado. Founded in 2022, the company sources its beans from regional roasters and bakes its pastries daily. Learn more at www.brightleafcafe.example.

Media Contact
Jordan Reyes
Communications Manager, Brightleaf Cafe
Phone: (555) 010-0123
Email: press@brightleafcafe.example

Why This Example Works

  • The headline states the news in plain words.
  • The first paragraph answers who, what, when, where and why.
  • Numbers, such as 12 jobs and 800 customers, make the story concrete.
  • The quote sounds like a real person speaking.
  • The boilerplate and contact details are easy to find.

Formatting Tips

  • Length: Aim for 300 to 500 words. Longer releases often lose readers.
  • Tone: Stay neutral and factual. A press release is not an ad.
  • Third person: Write “the company” or the company name, not “we” and “our,” except inside quotes.
  • Style: Many U.S. newsrooms use AP style for dates, numbers and titles.
  • Links: Include only useful links, such as your website or a page with more details.
  • Images: Offer a high-quality photo or logo and describe it in a short caption.
  • File type: Paste the text into the body of an email or a web form. Attachments are easy to ignore.

Common Format Mistakes

  1. Leaving out the dateline or contact information
  2. Burying the news in the third paragraph
  3. Using all capital letters or too many exclamation points
  4. Adding vague phrases like “industry-leading” without proof
  5. Forgetting to proofread names, dates and numbers

You can read more about how a release differs from a story written by a reporter in this explanation of press release vs. news article.

What to Do After You Format Your Release

Once your release is ready, you need to share it. You can email a short list of relevant reporters, publish it on your website or use a distribution service that sends it to news sites. Some providers, such as Vertex Newswire, review a release’s structure and formatting before it is sent, which can catch small errors. If you want to compare your options, this guide on how to choose a press release distribution service explains what to look for. For the submission process itself, see how to submit a press release.

Remember that a release does not guarantee news coverage. Reporters choose stories based on their readers. A clear press release format simply makes it easier for them to say yes.

Final Thoughts

A strong press release format is simple: release line, headline, dateline, opening paragraph, body, quote, boilerplate, contact details and an end mark. Use the example above as a starting point, replace the details with your own facts and keep the tone neutral. Clear structure and accurate information are the best way to show respect for a journalist’s time.

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