Use a clear, specific headline that summarizes the news
Include the release date and the city/region at the top
Add a dateline line (city, state/country) if applicable
Write a strong first paragraph that answers who, what, when, where, and why
Keep the lead concise (typically 1–3 sentences)
Include key details in the next paragraphs (facts, figures, scope, impact)
Attribute information to credible sources (quotes, statements, research, partners)
Add at least one quote from a spokesperson with a full name and title
Support claims with relevant data, metrics, and links
Mention any background context needed to understand the announcement
Include product/event details (date/time, location, registration info, availability)
State how to access assets (media kit, images, videos, downloads) and provide links
Provide a call to action (what the audience should do next)
Include contact information for media inquiries (name, title, phone, email)
Add a boilerplate section describing the organization (2–5 sentences)
Use standard formatting (double-spaced or single-spaced with clear paragraph breaks)
Keep sentences short and language straightforward
Avoid jargon, hype, and vague claims
Ensure accuracy of names, titles, dates, and numbers
Verify spelling and formatting of all proper nouns
Use consistent style and terminology throughout
Include relevant keywords naturally for search visibility
Add “For Immediate Release” or an embargo note if applicable
If embargoed, specify the embargo date/time clearly and include “Not for release before…”
End with “###” after the last line (optional but commonly used)
Proofread before sending
Send to appropriate media outlets and confirm receipt when possible