Writing a press release might seem straightforward — you’re just reporting what happened, right? But once you actually try to write one, you quickly realize it’s a rollercoaster of deciding where to place quotes, providing the right context, and juggling everything else — all while making sure your grammar is on point.
If you’re ready to get off that confusing rollercoaster, keep reading because we’re breaking down everything you need to know about writing a press release. And yes, we have included a ChatGPT prompt that you can use.
What Is a Press Release?
Announcements about new product launches, big partnerships, earnings updates, or events are all press releases. The goal? To catch the attention of journalists, investors, and the public.
And yes, it’s different from your typical blog post because it uses an inverted pyramid structure ( where the most important facts (“who, what, when, where, why”) go right at the top, and the rest of the details and background information flow underneath). Plus, the tone is professional, factual, and concise.
What Are the Different Types of Press Releases?
Press releases aren’t one-size-fits-all. Depending on your goals, you’ll want to choose the format that fits best. Here are the most common types:
- Product launches
- New partnerships or collaborations
- Company announcements
- Data-driven or research findings
- Event announcements
- Executive hires or leadership changes
- Award wins or recognition
- Crisis management or response
- Rebranding or company milestones
Writing a Professional Press Release In 6 Steps
Now that we’ve briefly gone through what a press release is and its types, here’s the moment you’ve been waiting for: writing the press release. Don’t worry, we’ve made each step easy to understand and apply.
1. Create the Headline
The headline is the first thing people see, so it needs to grab their attention quickly. Unlike a blog post title, which can be playful, vague, and even clickbaity, a press release headline summarizes what the story is about.
Think of it as the “who,” “what,” “when,” “where,” “why,” and “how” boiled down into a single, digestible sentence.
Examples:
- Good: “Tech Startup Launches AI Tool to Streamline Remote Work” – clear, concise, and newsworthy.
- Bad: “Our Cool New Thing That Will Change Everything!” – too vague and lacks specifics.
2. Write the Dateline and Opening Paragraph
Take a look at any press release and you’ll spot a city or country followed by a date right at the top — that’s the dateline. Its job? To tell readers where and when the story took place.
Right after that comes the opening paragraph, also known as the lead. This is the heart of your press release and the part you absolutely can’t afford to get wrong.
Here’s where you answer the big questions: who, what, when, where, why, and how (a.k.a. the 5Ws and 1H).
What does it look like together? Here’s an example:
NEW YORK, Aug. 22, 2025 — Tech startup BrightWave today launched its first solar-powered backpack, designed to charge devices on the go. The launch event will take place at the New York Innovation Hub at 10 a.m., featuring a live demo of the product. The backpack, created for commuters and travelers, harnesses solar energy to provide a portable charging solution.
3. Develop the Body
Once you’ve nailed the lead, it’s time to build on it. This is where you give readers the extra context they need to understand the story. What you include here really depends on the focus of your press release, but the body usually has
- Direct quotations
- Statistics
- Background or supporting details
4. Tie Everything Up (Summary and CTA)
Going back to the inverted pyramid structure, the smallest section is the conclusion, and that means you shouldn’t add new details in, but instead summarize your press release.
And if you’ve got a next step in mind, this is also the spot for a call-to-action (CTA) — whether that’s visiting a website or reaching out for more info.
One to two sentences are usually enough for the conclusion.
5. Add the Boilerplate or Media Contact Information
At the end of a press release, you will find the boilerplate, which is basically a short blurb about the company. It can also be about the person who wrote the press release.
Here are some examples:
Example Boilerplate: “Acme Tech is a leading provider of innovative software solutions for small businesses, helping clients streamline operations and grow efficiently. For more information, visit www.acmetech.com.
Example Press Contact:
Jane Doe, PR Manager
Email: [email protected] | Phone: (555) 123-4567
Both sections are concise and professional, and though they’re the last piece of your press release, they are crucial for credibility.
6. Don’t Forget the ###
Those three little pound signs signal the end of your press release; it’s a small but important convention that tells editors the story is complete. Place them centered on the line after your boilerplate or press contact info.
Press Release Writing Best Practices
Stick to a few simple rules, and you’ll make it easy for readers to understand what your press release is about.
- Keep it short: One to two pages is plenty already.
- Grab attention with the headline: Think of it as your first impression, so make it clear, punchy, and memorable.
- Lead with the key information: Use the inverted pyramid approach, starting with the essentials and then layering in the details in the body.
- Make it easy to read: Short sentences and simple phrasing can go a long way.
- Hook readers early: Your opening paragraph should give a snapshot of the whole story.
- Stick to the facts: Accuracy matters. Don’t make up facts.
- Use quotes: Add real voices for context, but avoid overdoing it.
- Include visuals if available: Images, charts, or graphics make your press release more interesting.
- Double-check everything: A good journalist always double-checks before publishing.
Can ChatGPT Write a Press Release?
Absolutely! ChatGPT can suggest compelling headlines, craft an engaging lead, and structure the content in a clear, readable format. Of course, don’t forget to tweak it and double-check all the information!
You are a public relations professional tasked to write a press release about [insert what the announcement is about]. Use the following information to write the press release
What: [insert information]
When: [insert information]
Why: [insert information]
Where: [insert information]
How: [insert information]
Direct quotations: [insert the direct quotation and info about who said it]
Other valuable information: [insert other key details you want to have in the press release]
Media contact info/company info: [insert info]
CTA: [insert information]
Use the inverted pyramid structure and include the dateline, headline/title, and the boilerplate.Master Your Press Release Skills
With a clear structure, including a headline, lead, body, summary, and boilerplate, you’ll transform your announcement into a compelling story that’s impossible to ignore. So go ahead, don’t be afraid to write a press release!