How to Write a Press Release (With Examples): A Step-by-Step Guide
Check if your press release is ready for distribution with our easy-to-use checklist.
Introduction
A press release is an official, concise news story that a company or organization shares with the media to announce something newsworthyโlike a product launch, partnership, funding round, or event.
It’s often used to announce:
- A product launch
- An upcoming event
- A new partnership
- Company milestones
- Significant updates (like fundraising, expansion, or awards)
Industries like travel, tech, and crypto regularly use press releases to inform their audience and gain media attention.
When to Write a Press Release
When Should You Write a Press Release?
Press releases are powerfulโbut they should be used strategically. Not every update deserves one. Here’s when it’s worth putting pen to paper (or fingers to keyboard):
Ideal Scenarios for a Press Release:
- New Launches โ Products, services, apps, tours, or features
- Major Events โ Conferences, webinars, exhibitions, or trips
- Partnership Announcements โ Collaborations, integrations, or endorsements
- Funding & Investments โ Seed rounds, Series A, angel investors
- Company Milestones โ Expansion, 1M+ users, market-entry, awards
- Crisis Response (carefully handled) โ Transparent updates during serious incidents
Example: A travel startup announcing a partnership with Airbnb to launch eco-tours in Bali is PR-worthy.
When You Should Not Write a Press Release
Some updates are better suited for blogs, internal newsletters, or social media.
Avoid writing a press release when:
- The news is only relevant internally (e.g., new office chair policy)
- There’s nothing truly newsworthy or timely
- The tone is too promotional or salesy
- You’re posting frequently without substance (e.g., weekly announcements)
Example: "We're excited to welcome two new interns" โ better for LinkedIn, not PR.
Press Release Timing Matrix: Is Your News PR-Worthy?
Use this quick matrix to decide whether your announcement should become a press release or not:
| Type of News | Is it Public-Facing? | Is it Time-Sensitive? | Is There a Clear Value/Impact? | PR-Worthy? |
|---|---|---|---|---|
| Product or App Launch | โ | โ | โ | โ Yes |
| Internal Policy Change | โ | โ | โ | โ No |
| Startup Funding Round | โ | โ | โ | โ Yes |
| Minor Website Update | โ | โ | โ | โ No |
| Partnership with Known Brand | โ | โ | โ | โ Yes |
| Local Community Volunteering | โ | โ | โ (if relevant to brand) | โ Maybe |
| Monthly Newsletter Launch | โ | โ | โ | โ No |
Standard Press Release Format
A standard press release format follows a specific structure to ensure clarity, professionalism, and effectiveness in capturing journalist interest.
| Section | Details & Purpose |
|---|---|
| Headline | Bold, compelling title that captures the essence of the announcement in one line. |
| Subheadline | A one-line explanation that elaborates on the headline and adds more context or intrigue. |
| Dateline | Includes city and release date (e.g., “NEW YORK, May 1, 2025 โ”), indicating when and where it was issued. |
| Body Content |
|
| Boilerplate | A short โAboutโ section providing background on the organization, typically reused across press releases. |
| Contact Details | Name, title, phone number, and email of the media contact person for follow-up inquiries. |
How to Write a Press Release (Step-by-Step)
Define the Story
Before you start writing, identify what’s newsworthy. Are you launching a product, announcing an event, securing funding, or winning an award? Make sure the story is relevant and provides value to your audience.
Write a Compelling Headline
It is your headline that reporters and readers will read -Make it simple, concise and enthralling. It should be able to summarize the major story in one compelling phrase.
Use a Strong Lead
The opening paragraph should cover the essentials: who, what, when, where, why, and how. This section should immediately grab attention and provide the core message.
Add Quotes, Context, and a Call to Action (CTA)
Incorporate quotes from company executives, stakeholders, or relevant figures to humanize your story and add credibility. Support your announcement with relevant background information, stats, and a clear CTA (e.g., visit a site, sign up, attend an event).
Include Your Boilerplate
This short “About Us” section at the end of your release offers a snapshot of your companyโwhat you do, your history, and your mission. It should remain consistent across all press releases.
Optimize Your Press Release for Search Engines (SEO)
To increase online visibility, follow these SEO practices:
-
- Use keywords: Include relevant keywords in the headline, subheadline, and first paragraph.
-
- Internal linking: Add hyperlinks to your website, blog posts, or landing pages to drive traffic and support SEO.
-
- Alt text for images: If you include any images, ensure they have descriptive alt text so search engines can index them appropriately.
Press Release Examples (With Commentary)
Example 1: Product Launch Press Release
FOR IMMEDIATE RELEASE
Headline:
TechNova Unveils AI-Powered Writing Assistant to Revolutionize Content Creation
Subheadline:
The brand-new tool promises to speed up the production of content for marketers as well as bloggers.
Dateline:
San Francisco, CA โ May 1, 2025
Lead Paragraph:
TechNova, a leading AI innovation firm, announced the launch of its new AI-powered writing assistant, WriteFlow, today. Designed for content creators, the tool enables users to produce high-quality articles, emails, and social media posts in seconds.
Commentary: The headline is clear and exciting. The lead paragraph gets straight to the “what,” “who,” and “why it matters.”
Body Paragraphs:
With built-in SEO tools, multilingual support, and an intuitive interface, WriteFlow helps teams scale content operations without sacrificing quality.
“This product solves a major problem for our customers,” said Julia Kim, CEO of TechNova. “We listened to their challenges, and WriteFlow is our answer to faster, smarter content creation.”
WriteFlow is available today on a freemium model, with premium features starting at $29/month.
Commentary: Features are explained concisely. The quote humanizes the release and adds trust. The pricing and availability give readers actionable info.
Boilerplate:
About TechNova
TechNova is a Silicon Valley-based AI company that builds tools that empower businesses through automation and innovation. Learn more at www.technova.com.
Contact:
Press Contact: Amanda Lee
PR Manager, TechNova
press@technova.com | (123) 456-7890
Commentary: The boilerplate and contact info are essential and standard. The release ends cleanly with “###.”
Example 2: Event Announcement Press Release
FOR IMMEDIATE RELEASE
Headline:
GreenFuture Summit 2025 Returns to Delhi with Global Sustainability Leaders
Subheadline:
Three-day event to focus on climate innovation, eco-tech, and sustainable business models
Dateline:
New Delhi, India โ May 1, 2025
Lead Paragraph:
GreenFuture, India’s most prominent climate innovation summit, is back from July 20โ22, 2025, at Pragati Maidan, New Delhi. The summit will feature global speakers, interactive sessions, and a sustainability expo showcasing 100+ green startups.
Commentary: The lead is packed with who, what, when, and where โ all essentials for event press releases.
Body Paragraphs:
Keynote speakers include Dr. Jane Goodall, Ratan Tata, and Christiana Figueres. Topics range from green finance to smart agriculture and circular economies.
“Our mission is to connect leaders and innovators to accelerate climate action,” said Meera Kapoor, Event Director. “This year, we’re going bigger and greener.”
Tickets go live on May 10, 2025, at greenfuturesummit.org.
Commentary: Big names build interest. The quote adds a personal mission-driven element. The CTA (ticket launch) is clear and time-bound.
Boilerplate:
About GreenFuture
Founded in 2018, GreenFuture Summit is an annual gathering of changemakers committed to climate solutions. The Ministry of Environment, NITI Aayog, and several international NGOs support it.
Contact:
Arjun Malhotra
Media Coordinator
media@greenfuturesummit.org | +91-98111-11111
Commentary: A strong, credible boilerplate and contact section ensure that the media can follow up easily.
A. Startup Launch Example
Headline: Fintech Startup “PayFlow” Raises $2.5M Seed Round to Disrupt Cross-Border Payments.
Quote: “This funding allows us to accelerate growth and bring real-time payments to more users,” said CEO Arjun Patel.
Why it works: Newsworthy headline, firm quote, clear CTA to investors and media.
B. Travel Agency Event Example
Headline: WanderJoy Announces’ India Untouched’ Expedition for Cultural Travel Seekers
Quote: “Our goal is to create immersive, responsible travel experiences,” said founder Priya Menon.
Why it works: Appeals to a niche audience, local interest, and strong narrative.
C. Tech Product Update Example
Headline: BlockGen Upgrades Protocol with Zero-Gas Smart Contracts
Quote: “This update reflects our commitment to Web3 scalability,” said CTO Michael Chang.
Why it works: Timely innovation angle, technical value, credible source.
Before vs. After: Common Writing Mistakes Fixed
Before: Weak Press Release (Overly Promotional, Too Long)
FOR IMMEDIATE RELEASE
XYZ Company is the best in the business and has launched an amazing new product!
XYZ Company, a world-class, industry-leading provider of groundbreaking solutions, is proud to announce the launch of our innovative new product: the SuperGadget X1000. Our company has spent years perfecting this cutting-edge device, which will revolutionize how people interact with technology.
“We are thrilled to bring this phenomenal product to market,” said Jane Smith, CEO of XYZ Company. “Our team has worked hard to produce something truly unique. This is an important achievement in the history of our company.”
The SuperGadget X1000 has incredible features such as exceptional design, high-speed performance and the latest generation of artificial intelligence. This is the most exciting release of the decade and will surely dominate the market!
Customers can find more information on our amazing website at www.xyzcompany.com. Order now and be part of the future!
After: Improved Press Release (Stronger Lede, Quote, Clear CTA)
FOR IMMEDIATE RELEASE
XYZ Company Introduces SuperGadget X1000 to Simplify Everyday Tech Use
San Francisco, CA โ May 1, 2025 โ Tech startup XYZ Company launched the SuperGadget X1000, a compact smart device designed to streamline how users manage tasks, monitor health, and stay connectedโall from a single interface.
“The X1000 isn’t just another gadgetโit’s a response to real-life user frustration,” said Jane Smith, CEO of XYZ Company. “Our goal was to create something powerful, intuitive, and genuinely helpful.”
Early users of the X1000 have reported up to a 30% improvement in daily task efficiency. The product includes voice-controlled features, adaptive learning, and cross-platform sync.
The SuperGadget X1000 is available now at www.xyzcompany.com. Media kits, product demos, and interview requests can be directed to press@xyzcompany.com.
How to Distribute a Press Release in 2025
Distribute with Advice4MEDIA
At Advice4MEDIA, we provide:
-
- Premium press release writing & editing
-
- Distribution to top-tier media outlets, blogs, and journalists
-
- Industry-specific targeting for blockchain, crypto, nft and more
-
- Guaranteed placements in high-authority sites
-
- Optional regional, national, or global outreach
We handle everything from strategy to syndicationโso you get maximum visibility without the stress.
Niche Distribution with Advice4MEDIA
Whether you’re in a specialized industry or launching in a competitive niche, we tailor your PR outreach to:
-
- Travel & Tourism โ Reach digital nomads, agents, and travel bloggers
-
- Technology & Startups โ Get noticed by early adopters, tech media, and innovators
-
- Blockchain & Web3 โ Target the right crypto communities and publications
Final Checklist: Press-Ready or Not?
Press Release Content
-
- A strong, attention-grabbing headline
-
- A clear dateline (City, State, Date)
-
- A compelling lede (who, what, when, where, why)
-
- One or two meaningful quotes from key people
-
- A consistent tone and voice throughout
-
- A brief, effective company boilerplate
-
- A clear call-to-action (CTA)
Formatting & Structure
-
- 300โ600 words in length (max 1 page ideally)
-
- No excessive formatting (bold, ALL CAPS, etc.)
-
- Correct grammar, punctuation, and spelling
-
- Exported in .docx or PDF format
-
- Includes media contact info (name, email, phone)
Media Assets
-
- Company logo in high-resolution
-
- 1โ2 relevant images (product shots, team, etc.)
-
- Optional: Video link or explainer/demo
-
- Include or link to a press kit or media folder (Google Drive/Dropbox)
Distribution Plan
-
- News is timely and relevant to your audience
-
- You’ve chosen Advice4MEDIA for distribution
-
- Timing avoids weekends/holidays
-
- Journalists and editors identified
-
- A follow-up email is ready to go after 3โ4 days
Conclusion
A clear and well-structured press release helps your news get noticed, shared, and published. It saves journalists time and shows your brand is professional and media-ready.
Use our checklist and examples to ensure your release is always press-ready.
Need help writing or distributing your press release?
Advice4MEDIA is here to support you from start to finish.
