A well-crafted press release can travel far and wide. Not only does this increase brand awareness, but it also adds credibility to your brand. Your press release is the jump-off point where you can ultimately create a lasting impression and relationship with your leads. A well-written one can trigger more article production for your brand and products, which could drive more potential buyers who are asking about your offers. While press releases are cost-effective, writing them may entail a tedious process- that is, if you don’t know how to write them.

This article is a beginner’s guide to writing a press release. You’re going to learn how to write a great press release. You will also understand the steps of writing them and some tips on how to incorporate SEO into your copy as well as making your content more relevant.

What Is a Press Release?

Don’t be fooled by the simplicity of press releases. You might think it’s not rocket science to write them. The truth is, press releases have specific parts, so it’s crucial for beginners to understand these to create compelling PR pieces.

Press releases are primarily created to improve brand awareness, whether these pieces promote products and events or announce acquisitions or new hires. While this type of content may vary in purpose, all press releases have three things in common:

  • Aims to invoke the interest of journalists and news outlets
  • Aims to provide information
  • Are planned statements made with a patterned formula

Small businesses create their press releases and pitch them to newswires or websites that distribute these releases in the hopes that bloggers, online influencers, or journalists would take notice and feature the product on their websites and social media platforms. The broader the scope of distribution of the press release, the longer the brand impression stays with the public. You can also use press releases as part of your email marketing.

What Are the Benefits of a Press Release

With so many platforms to be seen and heard online, one might think a press release can be outdated. But this isn’t so. The benefits outweigh the demanding process that goes with writing a press release. Here are the top reasons why write a press release.

  • A cost-effective way of disseminating information

Your one press release goes a long way since it’s distributed over a network.

  • A broader scope of audience

When a journalist writes about your PR on his blog, your PR gets read by his followers.

  • Higher probability of getting noticed

Media outlets have thousands to millions subscribing to them. A small fraction of that number still increases your brand recognition.

  • Backlinks from reliable sources

Your website can garner backlinks from reputable sources through your press releases

  • An increase in brand credibility

The mere fact that media outlets share your PR means they trust your brand- and so does their audience.

  • Possible higher rankings on search engines

When popular media outlets feature your brand through your press release, and you added backlinks to your site, chances are, more people are going to visit your site, leading to higher search engine rankings. Also, including links to your emailed press release redirects the readers back to your website.

Elements of a Press Release (Parts of a Press Release)

Like any piece of writing, a press release has several parts. Understanding the right sequence and how each element complements all other parts makes or breaks the beauty of press releases. If your goal is to get the attention of your readers, know what to include when writing a successful press release.

Release Date

One of the tips for writing a press release is never to forget adding the release date, especially if you plan to send your press release to newswires and media outlets. Release dates are vital when planning to make the press release publicly known.

  • For Immediate Release – when media outlets should publish the press release immediately
  • Embargoed Until [Date] – to indicate that the media is prohibited from posting the release before the stated date.

What is Media Embargo?

You indicate a media embargo when you don’t want the press release to be available to the public until the date you indicated. This tactic allows you to have the perfect timing before the big reveal. A media embargo also gives the media outlets ample time to write in-depth and gather information about your product. You can use this feature if you are launching a product or announcing a new hire for your company.


Considered the headline of the press release, the title must contain the main topic of your press release. It should also attract the interest of your readers so they would read some more.

Tip: Make sure to bolden your headline.


The subheading is another element that should spark the interest of your readers. This element contains more details compared to the release title. It should have a maximum of 350 characters. This part should direct your readers to the body of your press release.

Tip: Make sure to italicize your subheading.


The dateline contains the date and place of the news. The majority of the writers follow the AP (Associated Press) Style Guide. Here is a cheat sheet for this part.


The body consists of several paragraphs that contain the nitty-gritty of your press releases. This section is where you get into the details. The five Ws of journalism should be effectively used here. To make your press release more compelling, you should use images, quotes, and links.

The body should have three parts. The teaser should come after the dateline. As its name connotes, the teaser will hook the readers to seek more information. The intro gives more details about the release. This part covers major points of the press release. Lastly, the main paragraph includes some more details that have not been included in the intro section. This part contains background information about a product or new hire.


The boilerplate is the section where you can introduce your company in 100 words or less. You can include the following:

  • Awards
  • Metrics
  • Link to your website
  • Products and services offered
  • Your company tagline


Hyperlinks allow you to create and nurture your leads and customers. With just a click of the computer mouse, your leads are redirected to your site and other relevant sites.


For credibility and emotional appeal, add quotes to your press release. Add a brief statement from a key person to liven up your copy. This section would be particularly helpful if you are making a press release for a new hire.


To make your press release more attractive, incorporate some kind of visual flair to an otherwise dull set of texts. For your press release to stand out, avoid using stock images. If you are writing a press release for a book, you can add its book cover to your copy. The right keyword tag would bring your message to the right audience.

End Notation

The end notation signals the reader that your press release has ended. Use –MORE– on the current page if there’s a subsequent page. Use ### to signal the end of the release.

Contact Information

This section should contain your name, title, email address, and phone number in case a lead or reporter wants to communicate with you.

What Is the Inverted Pyramid Format?

The inverted pyramid format is useful when the reader often scans the content. Most web content utilizes this style so readers can easily distinguish which is more interesting to read or not.

The inverted pyramid format is divided into three. The topmost portion has the essential facts. It includes the 5Ws: Why What, Where, When and Who of the report. The second section contains the quotes and other pertinent information in descending order. Lastly, the third portion includes the boilerplate, the contact information, and other relevant facts.

Here’s Your Beginner’s Guide to Writing a Press Release

Before you start writing a press release template, make sure that you know the basics of writing one. Here are some guidelines to help you on your journey.

Before You Write

You just don’t start writing a press release right then and there. You plan it. This section discusses the preparations prior to actually writing your PR.

Make sure you use plain language

Writing in plain English simply makes sense since this language quickly gets the message across. It’s easy to understand and avoids unnecessary words. The brevity of plain English allows you to avoid relaying confusion. Plus, plain English is very much relatable.

Use short sentences that convey single ideas. Your paragraphs should be no more than five sentences each. Industry jargon must be avoided as industry insiders can only understand this. You can learn more about plain language here.

Make sure you have the complete details

Make sure that all the information you include in the press