101 on press release outline

Press Release Outline 101: How to Put Together & Write a Solid Online Press Release

Fast question: how familiar are you with the topic of a press release outline?

If you’re like most marketers, the answer is “not very.”

And, hey, we don’t blame you. Press releases aren’t something that most people dabble in, and the writing of them has fallen out of vogue in recent years.

Recently, though, marketers in a variety of industries have begun to realize how influential a good press release can be, and people are focusing on the press release outline once again.

If you’re interested in learning to outline and create a press release, this article is for you.

Read on!

how to outline a press release

What’s the Purpose of a Press Release?

Press releases are written to help companies information out to their “publics.”

No, that isn’t a typo. Public relations professionals refer to the different audiences as publics, in the plural.

While the content of press releases varies, they information within them often relates to a new service, product or discovery that is important to at least some of these audiences. Because the information in a press release usually reflects on the company in a positive way, they’re not typically considered “hard news” by news outlets. Because of this, a company’s P.R. team is responsible for crafting well-written press releases.

7 Tips for Formatting News-Worthy Press Releases

Press releases follow a specific format and, in order to create great ones, you’ll have to adhere to it. With this in mind, follow these press release outline tips:

1. Learn the formatting outline for a press release

Make things easier for those beleaguered editors, OK?

Public relations professionals want to maintain good relationships with the editors in their communities. Instead of deciding that you’re suddenly going to re-invent the wheel, stick to the tried-and-true format. In addition to making things simpler for the editors, you’ll also have a better chance of having your press release picked up when you do this.

Here are the main sections of a press release, and they’re what you’ll need to stick to when you format yours:

  • Headline
  • Summary paragraph
  • Location and date line
  • Body
  • Company information
  • Contact details

For an example of a press release that includes these sections, check out a recent Express Writers press release on PRWeb.

PRWeb screenshot


Even in this simple screenshot, you can see all the sections mentioned above, and you can see how they work together to create a cohesive format that’s easy for the readers to understand.

2. Abide by best headline practices (keep it short)

Your headline should be short, simple and to the point. Ideally, press release headlines are shorter than 170 characters, including spaces. For best results, include the press release’s primary keyword in the headline. This allows your press release to rank in Google for said keyword, which makes it easier for users to find.

3. Italicize your summary paragraph

The summary paragraph covers the main topic of your release. It should tell audiences why the information is newsworthy. Don’t forget to italicize the entire summary paragraph.

4. Include relevant information in your date line

This component of your press release should include your City/State information (and country if needed), as well as the month, day and year (use the month, day, year format).

It should also include the name of the news release distribution service in parentheses, just like we did in our recent press release:

Location and Date Line Screenshot

5. Add essential details to the body of your press release

The body of your press release outline starts the line below your date line. The body paragraphs should include the “who, what, when, where, why and how” of the topic, as well as the most critical points.

Keep each paragraph limited to one idea, limit them to five sentences in length, and separate them with one blank line between each paragraph.

6. Input your company’s current boilerplate info

This part of your press release is written in standard paragraph format. Here, you should write a short, factual overview of the company.

Using a standard statement is good here because it will save some time and help you standardize the process.

Some companies call this company information paragraph a “boilerplate.” This piece of the press release helps users understand your company, and gives them an appropriate link to locate you online.

Company info screenshot

7. Add the author’s current contact information

Another critical component of the press release outline is the contact details section. This allows interested readers to contact your company for more information, so it’s essential to ensure all included information is current.

For best results, include the phone number and extension of the author, an email address, and a critical social link or two. Resist the temptation to go overboard with information here, as shorter is better in this case.

Contact info

The Best Press Releases Cut to the Point

The reason it’s so important to develop a press release outline is that press releases are designed to offer only the critical information, and an outline helps you separate the wheat from the chaff.

Ideally, your press release should be pared-back and easy for editors to handle. By being as familiar as possible with press releases, the outline of them, and their essential components, you can ensure that the press releases your company publishes are professional, informational, relevant, and useful for your readers.

This is a winning format for press releases in the modern age, and can help you stay on-point with your press releases both now and in the future of your company.

In addition to making your press releases easier for editors to handle, this can also go a long way toward ensuring that your press releases are always breaking news.

Are you in search of talented writers to help you craft professional press releases? Contact Express Writers. We have trained journalists on staff to write press releases!

team press release

Organizational Teamwork Is the Way to Cook Up A Press Release

Business owners and writers these days are agog over when to release a press release, what with internet information allowing seconds-speed access to an infinite sea of readers, critics, bloggers and business competition; it’s understandable to be somewhat overwhelmed. There is one thing that could help manage the tides and keep your press release on the right track: organizational teamwork.

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how to write a press release for a band

How to Write a Press Release for a Band

In order to get the attention of new fans, it is important to learn how to write a press release for a band that is relevant and informative. A well-written press release for a band, whether they are brand new or established, can increase attendance at a concert, improve attendance at an album launch or gig, and gain faithful fans who otherwise might not have heard of them. A release that does not contain accurate or adequate information will be ignored and the crowd might be sparse for their next performance.

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how to write a press release

How To Write a Press Release

Knowing how to write a press release will help you stay away from writing bad press releases. Bad press releases will ruin your relationship with the media and make your company look less than credible. The key to writing a good press release is knowing what to write, who to distribute it to and knowing the proper format. In this article, we will be discussing how to write a press release with seven essential tips that you need to know. Press releases are a good way to establish a favorable relationship with the media, and will encourage your audience to read more. Here are the seven tips that you need to know.

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how to write a press release

How To Write A Press Release: 7 Ways That Work

How to write a press release is a skill that writers who want to excel need to learn. Writing a good press release takes skill, and it is important for a company’s image to write convincing and evocative ones. Press releases are the key to piquing the interest of reporters, journalists and writers to interest them in reading or writing about your company. Gone are the days when press releases only meant articles found in newspapers. Today, press releases can mean anything from telling others about your company and latest developments to showcasing important information that will interest others. In this article, we discuss how to write press releases.

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Press Release Examples: The Last One You Will Ever Need

Press release examples should be coherent and should tell you exactly what you need to write and where to put it. The press release examples presented here will show you just that.

press release

Press Release Examples: Let’s Begin With Yours

In writing press releases, it is important to keep the language simple and straightforward. Remember that you are writing something that will make a new product or discovery official, and it is something that will be published.

For this reason, the press release should contain all of the information necessary for readers to know what you are releasing.

Never forget the 6 elements that should be present – who, what, when, where, how, and why. Ideally, you should put these in the first paragraph of your press release because you have to assume that readers will not read beyond the first paragraph. Also, it is important to format your press release correctly so that you will not run into problems when publishing. A press release should be ready for publishing, so avoiding grammatical and punctuation errors is a must. Here is the press release example that will guide you.


[Put this at the very top of your press release, as in written press release examples, if you want your piece published immediately. It should be flushed to the left, in all capital letters. If you want to wait for a little time before it is published, you can write HOLD RELEASE UNTIL… and then specify a date. This is important, especially if you are launching a product that is not yet available on the market.]


[Your headline should be catchy and should contain your main keywords, especially if your press release is to be published online. This will help search engines like Google increase your ranking. Your headline should be in bold, but not all caps. Capitalize the first letter of every word, except for prepositions and words shorter than 4 letters.]


[Again, this should be in bold letters and formatted like the heading. Here, you will guide readers into the press release, following the right press release examples formatting. It varies, because some press release examples do not call for sub-headings at all. Remember to make your sub-headings interesting as well and supportive of your heading.]

City, State/Country- Month, Day, Year– First paragraph

[This part should be in italics and will orient the readers about your time and location. This will also show them that your press release is current and something they should pay attention to. Immediately after the location and date, put a dash and go into your first paragraph. The first paragraph should contain all pertinent information and all 6 elements mentioned above. Again, the style of writing should sound official and be straight to the point.]


[The body of your text should contain all of the supportive data you wrote in the first paragraph. Take note that every paragraph should be no longer than 4 or 5 sentences. Separate paragraphs with a space. The writing should flow like a standard essay, with the first paragraph being like an introduction, and then there’s a body, and finally a conclusion. Make it as short as possible. Keep it to 1 or 2 pages, or else readers will not take the time to read your entire press release. Also, it’s very good practice to include a quote from a credible source in the body. This will make your press release more objective and will tell the readers that experts support your press release.]

Last Paragraph

[The last paragraph should summarize all key points and should be kept short. If you are selling a certain product, include a call to action for readers to buy the product and visit your website. Do not sound like an ad, however, because that will make your press release less credible.]


[Company] [This is the section where you will write about the merits of your company. Highlight any achievements that your company has. However, take care not to sound like an advertisement. You can put here the company’s certification, a little bit of background, and some information about your future products.]

Media Inquiries/Contact Information

[Place here the ways in which readers can contact you. You may put your email address, your company’s address, and your company’s website that is linking to the product you are announcing. You can also put your company’s Twitter and Facebook account, if applicable. Don’t put too much personal information, especially if you don’t want the media to constantly call you.


[Place the close symbol to alert journalists that your press release has ended. If you want to provide additional contact information that you don’t want to be published, you can place these after the close sign. You can state when you are available for questions and the fastest way to reach you.]


seo press release content

7 Ways To Find Content For An SEO Press Release

Here’s the scenario:

Your company has decided that it needs to publish four press releases a quarter in order to leverage the Internet marketing, content marketing, and public relations opportunities created from online releases.

The question is:

How do you come up with enough topics to create quality releases each and every quarter?

Actually, there are a bunch of ways. And many of them are right under your nose.

Consider the following strategies as you create press releases for your company throughout the next year of operation. By the end of it, you’ll have figured out which work best for you, your company, and your audience, and you’ll be prepared to increase your content marketing initiatives in the years to come.

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