How to Write a Press Release: The Complete 2025 Guide

After helping thousands of businesses get media coverage through our affordable press release distribution service, I've seen what works and what doesn't. Let me share the exact formula we use to write press releases that actually get picked up.

Here's the thing about press releases: most people get them completely wrong. They write corporate fluff that sounds impressive but tells no real story. Journalists delete these instantly.

But when you follow the right structure and understand what journalists actually want, your press release becomes a powerful tool that can land you coverage in major publications. I've personally helped clients get featured in Forbes, TechCrunch, and hundreds of other outlets using these exact techniques.

What Is a Press Release? (And Why You Need One)

A press release is a written statement that announces something newsworthy about your business to the media. Think of it as your official way to tell the world about your big news.

But here's what most people miss: a press release isn't an advertisement. It's a news story that happens to be about your company. The moment you start sounding like a sales pitch, you've lost.

The 8-Step Press Release Structure That Works

Every successful press release follows the same basic structure. I call it the "Journalist's Dream Format" because it gives reporters exactly what they need in the order they expect it.

Step 1: Write a Headline That Stops the Scroll

Your headline is everything. I've seen amazing stories get ignored because of weak headlines, and mediocre stories get picked up because the headline was irresistible.

Here's my formula: Action Verb + Specific Number + Benefit/Impact + Timeframe

Step 2: Master the Opening Paragraph

Your first paragraph needs to answer five questions immediately: Who, What, When, Where, and Why. If a journalist only reads one paragraph, they should understand your entire story.

Keep it under 35 words. Use active voice. Start with the most newsworthy element. Here's a template that works:

Step 3: Add Quotes That Sound Human

Most press release quotes sound like robots wrote them. "We are excited to announce this strategic initiative that will leverage our core competencies..." 🤮

Good quotes sound like real people talking. They include emotion, specific details, and personal perspective. Here's what makes a good press release quote stand out:

Step 4: Get the Length Right

How long should a press release be? After analyzing thousands of successful releases, the sweet spot is 300-400 words. That's enough to tell your story without losing the reader's attention.

Think of it like this: if you can't explain your news in 400 words, it's probably not newsworthy enough. Journalists are busy people. Respect their time.

Step 5: Format Like a Pro

How to format a press release properly can make the difference between getting read and getting deleted. Here are the non-negotiables:

• Double-space between paragraphs - Makes it easier to scan
• Use 12-point font - Times New Roman or Arial work best
• Include contact information - Make it easy for journalists to reach you
• End with "###" - This signals the end of your release

Step 6: Nail the Ending

How to end a press release properly is crucial. Your boilerplate (the "About" section) should be 2-3 sentences that establish credibility without sounding boastful.

Common Mistakes That Kill Press Releases

In my years of reviewing press releases, I see the same mistakes over and over. Avoid these and you're already ahead of 90% of your competition:

Press Release SEO: Getting Found Online

Modern press releases serve double duty: they get media attention AND help your SEO. When you understand press release and SEO best practices, your release can rank in Google searches and drive traffic for months.

Include your target keywords naturally in the headline and first paragraph. Add links to relevant pages on your website. But don't overdo it - journalists can smell keyword stuffing from a mile away.

Ready to Write Your Press Release?

Now you have the complete framework for writing press releases that actually work. But knowing the structure is just the beginning. You need to practice, get feedback, and refine your approach.

Want to see these principles in action? Check out our press release examples page where we break down real releases that got major media coverage.

And if you want to skip the learning curve entirely, grab our free press release template that's helped thousands of businesses get their first media coverage.

Remember: the best press release is the one that gets published. Follow this guide, avoid the common mistakes, and you'll be writing releases that journalists actually want to read.