Press Release Template: Components, Types & Examples

by | Nov 30, 2018 | Digital Marketing

12 Min Read. |

If you are looking to promote your business online, you must be knowing the essence of connecting to your audience. In this digital era, spreading news/information is quite easy and quick. Businesses nowadays do it conveniently by using befitting press release template.

Nowadays, for spreading your business news, the simplest yet very impactful thing that you need to do is: Take the help of the perfect press release template and create an effective strategy for it. It will lead you to your desired goals. Consider PR as an opportunity to reach your audience.

Earlier, people used to rely on newspapers for their daily news whereas now more people rely on their Emails, Twitter &  Facebook feeds, and other online sources. This transition has made us change the way we market our product and has provided a bright opportunity for online marketing.

Customers want to know more about you. If stats are to be believed, around 96% of B2B buyers prefer content with more information from businesses and industry thought leaders. Press Releases help in doing this quite effectively.

So, if you are looking to build public relations for your company then depending on the retro style is certainly not the wisest of decisions. There were times when people had no control over the sources and medium through which they got information but these days they can control everything.

Now, you can maintain a good public relation if you are providing the audience with the relevant information through your contents.

Opting for the right Digital Press Release Template and developing relations through Press Releases are going to be one of the most effective ways of lead generation and ensuring conversions.

What is a Press Release?

Press Release Template

How to Craft a Press Release – Source- CoSchedule

If we talk of retro style when a company that wanted to spread the news about its product or daily routine then it took the help of journalists. Here, the press release made an entry and solved a lot of complications. The press release is also known as ‘news release’ or ‘media release’ and what not.

The basic definition of the press release template is when a company uses a format to release any information about it or makes any announcement by issuing the information to the news media and beyond then we call it as a press release template.

The base of a press release is that its starting paragraphs should answer the basic questions like, “what”, “who”, “why” and “where”. The language of the press release should be comprehensive and crisp.

Companies want to convey as much information as they can with the help of a press release. Whatever information is necessary regarding their announcement they want the press release to spread it to the audiences. It is never easy to create effective Press release template. You must understand the essence of a press release.

A press release is going to revolve around the public domain hence it will stay with your audiences. It is one of the most important parts of content marketing. Therefore a press release is not just a medium to convey information but an effective marketing strategy as well. That is why we focus our attention towards good press release template.

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In this article, we will let you know how you can create an effective press release and what are the crucial elements of an effective Press Release Template.

Sample Press Release Template & Format Instruction

There is a specific format that press release template of a company follows. Since journalist comes across a number of press releases on a daily basis hence you should try to stick to the format so that journalists can quickly catch the vital information from your press release. Below we have mentioned the essential components of a press release template-

Press Release Template

(i) Logo: Your company logo should be at the top centre of your press release and must contain a reference link to a better resolution logo if you are sending the press release via email.

(ii) Contact Information: You can put your contact information either in the right margin just below the logo or after the body. You need to put your name first then your contact number and then your email id.

(iii) Release Date: If you wish to put a release date you can put that in the left margin below the logo.

(iv) Headline: Here comes one of the most important elements of your press release, your headline. Keep it short (70-80 characters) and simple. Make sure that it inspires the journalist.

(v) Deck: Deck is placed just below the headline. Deck and headline should not look similar and it helps in framing the story.

(vi) Dateline: This is introduced before the 1st paragraph and is separated by dash where you will write the date and location of the article.

(vii) 1st Body Paragraph: This paragraph is the core of your press release and should answer every basic question like what, who, why/how and where. It is the summary of the entire press release which should be crisp and simple.

(viii) Rest of the Body: Other body paragraphs are meant to explain the information in detail. Paragraphs should be short (2-3 lines) and include every vital information.

(a) Media Content – While writing the body you can include the media content like photo, video and audio if necessary.

(b) Quotes – If you want to highlight a certain part of your story you can do it by using block quotes.

(ix) Boilerplate: After the body, you should include boilerplate which will provide the information about your company (name & its goals).

(x) End Notation: You should add an end notation in the bottom centre of your press release like if there’s another page then write “-more” or if you are ending the content then use three-pound signs (# # #).

(xi) Final Note: After you have ended the press release you can add a final note like how people can reach you (contact number/email). ,

Types of the Press Release Template

There is no written theory that can decide what a press release can include. There can be a number of occasions to write a press release and to convey your information. According to experts in the field we have provided you with the most common types of press release template as follows;

1) Product Launches

Press Release Template

Types of Press Release-Source- HubSpot

This is one of the most important occasions to write a press release. Your company is about to launch a new product and you want to convey that information in your press release. In this type of press release, the focus of the entire press release should be on the new product and its specifications.

2) Event

Press Release Template

Types of Press Release- Source- HubSpot

If your company is about to conduct an event you might want to convey that information with the help of a press release. The event can be based on anything. You are expected to provide the maximum information about the event in your press release like the venue, timings, rules and so on.

3) Acquisition

If a company has bought some asset or as such then it might focus on releasing a press release to inform their audience about it. Such press release will focus on the new asset and how it will benefit the company and its product.

4) The New office

Press Release Template

Types of PR- Source- HubSpot

If your company has just constructed a new office then you might write a press release to inform its customer about it. This press release will focus on the newly constructed office and the basic details about it like location, dimensions and so on.

The Right way of Writing a Press Release

You might be thinking about creating a press release so here we are to guide you through the process. Below given is a Press Release Template Doc that will guide you in understanding the whole dynamics of creating impactful Press Release to promote your business online-

Press Release Template

How to write a Press Release-Source- HubSpot

Let us understand the factors of an effective press release broadly;

I) Top Notch Headline

If you are into content marketing then surely you must have understood the essence of a title. Same goes for a press release. An irresistible title is a very important element of a successful press release.

A press release template should never miss out this factor. You can check out any sample press release template on the internet and you will find that all of them would have mentioned the essence of a headline.

The heading should be comprehensive and must not contain hard words. The language should be sleek and simple so that all of your audience can understand the meaning. Try to keep it as short as you can (never more than one line) and convey the maximum information you can through those few words.

II) Convey the Information

If you want your audience or other people to read your press release then you will have to give them the answer of why they should show an interest in your press release in the first few lines. Let them know why they should care. A good press release template will emphasize this element as it can determine the overall efficiency of the press release.

As we have talked above, a good press release answers the questions like “what”, “who” and so on in the first paragraph so you should more focus on that. Try to answer these questions of your audience in the first few lines of your paragraph and only then you can make them go through your entire press release.

Since reporters do not have a plenty of time to sit and read your press release so you will have to convey your main message in the first few lines of your press release. Make that crisp and comprehensive so that reporters can understand what they are expected to convey. Let them know the essential facts so that they can better spread your press release to the public.

When you will look at a good press release template it will let you know the essence of the first paragraph of your press release. A good press template asks you to write down all the essential information that you want to convey to your audience in that first paragraph.

There should not be anything new in rest of the press release because there are high chances that your audience can miss that.

III) Tempting Quotable

You will have to provide reports with an ease while delivering your information to the audience. In order to do so, once your plot is set you will have to introduce a quotation that reporters can use as a context to convey your information to the audience. The quotation should direct the news about the industry and the landscape.

Most frequently the key stakeholders in your company will eventually decide the quotes but your executive team, your project leads and other people who will be impacted by your announcement will also leave an impact to the quotation.

According to an effective press release template, the quotation you are about to put must convey the core information about your announcement. It should be straightforward. It is not advised to include every person’s comment in your quotation rather than be wise with your decision and try to focus on the core of your information while writing down the quote.

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IV) Background Information

Press release template will always ask you to convey background information about your subject in your press release. Always make sure that in the last paragraph the audience has got all the necessary information about the announcement in order to get the essence of the whole story.

You might be thinking that delivering superfluous information about your announcement in the press release can be a good idea but it’s not. You can’t just put some superfluous facts in your press release and expect the public domain to understand each and everything on their own.

Suppose if you are reading a press release, what would you expect from it? Would you want to stay puzzled at the end of the press release? Of course not, your time is precious and you don’t want to waste it.

A press release is ineffective if it is lacking the vital information about the announcement or if it seems shy to reveal the necessary information. The gist here is if you want to write an effective press release you will have to focus on this factor and try to provide the maximum you can from that press release.

V) Summarize

Nowadays you will find on social media that people are criticizing the press release by saying that a lot of writers are not able to convey the basic information about their company in their press release. In order to avoid this mistake you will have to focus on one of the most important factors of press release template; summarize all the questions.

If you are writing a press release, you should provide basic information there like what your company is all about? What are its goals? And so on. Just make sure that all the information you enter in your press release is in simple and comprehensive language.

It would be better if you will ask someone to read your press release and provide a feedback on that if he/she is able to understand the information and are able to convey it further. Your press release should not leave the audience puzzled and disappointed.

According to good press release template if you are putting down a fact in your press release try to provide a reference link for that as well. Do not just enter any random information in your press release rather every single word or sentence should be relevant. Try to explain the maximum you can in your press release.

Certain Tips for Creating Impactful Press Release Template

Writing an effective press release is never easy as it matters a lot for your company or your business. You will have to take the reference from a valid press release template that will guide you through the outlines of a press release. You can easily get a valid press release template doc on the internet. Here are certain tips for your press release-

  • Many people try to reach out a number of a journalist to convey their information from the press release which is wrong. Be specific with your decision and focus on experienced journalists only. You must send them the personal message and get everything cleared. S
  • The reputed journalist gets a ton of email for the press release on a daily basis and if you want to stand out of them then you will have to try multiple ways. Going offline is among those few ways. Send them a message with your press release through an offline medium as well. It may leave a good impact on the journalist.
  • Always send your press release to the top journalist a few days before the event. It would give the journalist some time to understand every bit of information.
  • Try to stay out of the obvious ways. Most of the press release is published at specific hours like 1 pm and 5 pm. You should try to publish your press release in different hours than these.

Final Words 

A press release is an effective medium to convey any information about any event. Since it can impact your overall marketing, you must be very careful while writing one. You can get press release template pdf on the internet that will guide you through the steps. Follow the above-mentioned tips in order to get the best out of your press release.

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Still have any doubts about press release template? Write us in the comments below.

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  1. Akshay

    Very informative. Thanks for sharing.


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