29 Free Press Release Templates To Boost Your Content (Word, PDF)

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A press release template is a document used by professionals for building public relations and gaining publicity. Usually, it is used to draw public attention about the trending events and happenings from all over the world.

What basically a press release is?

A press release is an officially recorded and written announcement. It is issued by an organization for the target audience. It has several names like a press statement, media release or a news release. However, it doesn’t matter what we call it, the purpose of it remains the same. It is basically a fascinating and short news story whose ultimate goal is to grab the interest of the target audience. It includes all the information about an event (what, why, who, when, where, and how).

If we just talk about writing the press release then it would read like a news story. You should write it from the perspective of a third person in an informing tone. To make it more genuine in the sight of audience, the sources and quotes must be cited with the information. Most of the companies keep it brief. Nevertheless of its length and size, it should cover all the information. It should contain enough material to deliver the complete and clear message.

Furthermore, press release is in public domain so it should be easily reachable and visible to the target audience. Due to this reason, it is considered as beneficial piece of marketing content and ticket to earning news coverage. You may also like Capability Statement Template.

2 different types of press releases:

Positive press release:

The ultimate purpose of any press release is to make the positive image of the business or the company. So, the press releases that are written for positive purposes are considered as positive press releases. They have positive spin to change the worse situations if they occur. However, it doesn’t matter what it is, it should read like a news story. During writing a positive press release, use appropriate keywords so that it can be perfect and appear on the top of the search engines.

Defensive press release:

There are some positive press releases used to promote positive events while some events ask a brand to come up with a defensive one. A defensive press release can be considered as a sharpest tool to prevent and defend a company from bad publicity. An industrial accident, a racist statement, or anything else may be the reason of bad publicity. Hence, this type of press release is required to resolve such issues. It also clears the misunderstanding from the minds of the target audience. Moreover, your language and tone is different in this press release. You should use a tactical language to put a good spin on the bad news.

How to write a press release?

Let us discuss below how to write a press release;

The beginning:

Depending on the situation, the press release is written in different ways. A standard press release begins with the name of the company, their contact number and email address of the person who wrote it. It should be printed on the letterhead of the company.

The Headline:

The second step is the ‘Title’ or the ‘Headline’, it should be bold and centered. There font size should be bigger than the rest of the text. It is also the main component of the press release. It grabs the attention of the people who might be interested in reading it.


Underneath the headline, state one line summary about the press release. The summary should be very interested and highlighted. It contains strong vocabulary to grab the attention of the reader. Moreover, it should be written in an impressive way that motivates the reader to find out more of what is written in the main body. Bear in mind that the headline and summary should relatable with each other. They should maintain relevance to the news being discussed.

The body:

This is the section where you have to share the newsworthy information. You first need to write the date and name of the city where the press releases is happened before going into details. The body should answer all the important 5 W’s (what, why, who, when and where).

In the first paragraph, explain all the 5 W’s. While the second purpose should answer the following questions;

  • What is the goal of the press release?
  • Why should you care?
  • When it will happen?
  • Where can people find it?

You should use genuine and factual elements so that your information becomes more genuine and authentic for the media and audience to believe.

The background to the company:

In the press release, the second last thing is the background of the company. Here you need to include;

  • The complete information of the company
  • Bio data of the company
  • Talk about its products and services
  • Everything that is necessary to discussed

The contact information:

In the end, write the phone number(s), fax, email, website addresses and other links for social media platforms. You can also provide information about your business partners and potential clients. It’s better to conclude your press release with a call to action. You should also check Consulting Proposal Template.

Some tips to consider:

  • Write your headline in a way that it looks appealing and captivating, use action verbs, and understandable language to keep it clear and precise.
  • Make use of quotes because they add life to your press release.
  • Don’t use difficult jargons; explain the main text in a simple an interesting way. Also, the body must cover all W’s.
  • Make sure that your press release contains valuable information.


In conclusion, a press release template is an effective tool that allows the professionals to write their press release in an organized way. The ultimate goal of writing press release is to get media attention for anything that is new or upcoming in your business. It should contain entire information about the event and cited with quotes and sources.

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