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Best Practices for Formatting Your Press Release: A Complete Guide

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In the world of public relations and media communication, the press release remains an indispensable tool. However, the impact of a press release is not solely determined by its content but also significantly by its format. A well-formatted press release can catch the eye of busy journalists and editors, increasing the chances of your news being picked up. This comprehensive guide will walk you through the best practices for formatting your press release to ensure it stands out.

1. Start with a Captivating Headline

  • Clear and Concise: Your headline should be to the point, yet captivating. It must convey the essence of your news in a few words.
  • Use Action Verbs: Action verbs bring a sense of urgency and importance to your headline.
  • SEO-Friendly: Incorporate relevant keywords to enhance search engine visibility.

2. Subheading for Additional Context

  • Informative: Provide additional details about the press release without repeating the headline.
  • Engaging: Make it compelling enough to encourage further reading.

3. Dateline and Introduction

  • Dateline: Begin with the city of origin and the date of the release. This establishes the timeliness of your announcement.
  • First Paragraph: The opening paragraph should answer the who, what, when, where, and why. This is crucial as it might be the only part some readers go through.

4. Body of the Press Release

  • Inverted Pyramid Style: Start with the most critical information and gradually move to lesser details.
  • Short Paragraphs: Keep paragraphs short, ideally 2-4 sentences. This improves readability.
  • Bulleted or Numbered Lists: Use lists to present key points or steps clearly.

5. Include Quotes

  • Human Element: Quotes from key personnel or stakeholders add a human element and credibility.
  • Relevant and Insightful: Ensure the quotes provide insight or an interesting perspective related to the news.

6. Multimedia Elements

  • Visual Appeal: Embed high-quality images or videos to make the press release more engaging.
  • Caption and Credits: Always provide captions and credit the source of multimedia elements.

7. Boilerplate Information

  • Company Overview: A brief about the company, its operations, mission, and achievements.
  • Contact Information: Include detailed contact information (name, phone number, email, and address) for further inquiries.

8. End with a Standard Press Release Footer

  • End Notation: Use “###” or “-END-” to signify the end of the press release.
  • Additional Links: Include links to your website or specific product pages for more information.

9. Formatting and Style Tips

  • Font and Size: Use a standard, readable font like Arial or Times New Roman, size 11 or 12.
  • Spacing: Maintain consistent spacing, preferably 1.5-line spacing.
  • Margins: Standard one-inch margins on all sides are ideal.

10. Proofreading and Revision

  • Error-Free Content: Ensure your press release is free from grammatical errors and typos.
  • Professional Tone: Maintain a professional, formal tone throughout the document.


A well-formatted press release can be the difference between your news being noticed or ignored. By following these best practices, you can enhance the readability and effectiveness of your press release, ensuring that your key messages are communicated clearly and compellingly. Remember, the goal is to make it as easy as possible for journalists and editors to understand and use your content, thereby increasing the likelihood of your news being shared with a broader audience.

Next Steps

Now that you know how to format a press release effectively, it’s time to focus on distribution. Look out for our upcoming blog post on “Choosing the Right Press Release Distribution Service” to maximize the reach of your well-crafted press release.

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