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A press release template is a fixed format that tells you what goes on each line of an announcement, from the headline to the media contact. Below, you will find a template you can copy, an explanation of every line, a filled example and the ideal length.
The free template pack, as a PDF, adds versions for seven announcement types and requires no sign-up. If you need the basics first, start with what a press release is.
Free Press Release Template (Copy and Paste)
This is the standard press release template: ten lines in a fixed order, with every field you fill in shown in square brackets.
FOR IMMEDIATE RELEASE (or EMBARGOED UNTIL [date, time, time zone])
Headline: [one news fact, under 12 words] Subheadline: [optional, adds the second fact] Dateline: [CITY, State or Country, Month Day, Year] Lead paragraph: [who, what, when, where, why and how in 35 to 50 words] Body paragraph 2: [details and evidence] Quote: "[Quote that adds opinion or meaning]," said [Name], [Title] of [Company]. Body paragraph 3: [context, availability, next steps] About [Company]: [boilerplate, 50 to 100 words] Media contact: [Name, title, business email, phone]
Copy the box into your document and replace each bracket. Keep the order: editors read the headline, date and lead first, and expect the contact details at the end.
Free press release template pack (PDF)
The main template, seven announcement types and a checklist in one file. No sign-up.
The standard press release format has eight parts, and each one answers a question an editor asks before deciding to cover a story. The same structure is used for any news release format or media release template.
Release Line and Embargo
The release line tells the editor when the news may be published.
Write FOR IMMEDIATE RELEASE when the story can run today. If it must wait, write EMBARGOED UNTIL with the date, the time and the time zone, and send it only to journalists you trust to respect it. For the rules, see what a press embargo is.
✔Do: EMBARGOED UNTIL 9:00 a.m. CET, November 12, 2026.
✘Don't: Embargoed until next week.
Headline and Subheadline
The headline states one news fact in under 12 words.
Use the company name, an active verb and the fact itself. The subheadline is optional and carries the second fact, such as a figure or a date, that would make the headline too long.
✔Do: Veltrano Systems Opens Rotterdam Office for Benelux Logistics Firms.
✘Don't: Veltrano Is Thrilled to Announce an Exciting New Chapter.
Dateline
The dateline gives the city and date the news comes from, and it opens the first paragraph.
Write the city in all caps, then the US state or the country, then the date, followed by a dash. US releases follow AP style, which abbreviates most months: AUSTIN, Texas, Nov. 6, 2026. Use the city where the news happens, which is not always the headquarters.
✔Do: ROTTERDAM, Netherlands, Nov. 6, 2026 –
✘Don't: a dateline at the bottom of the page, or no date at all.
Lead Paragraph (the 5 Ws)
The lead paragraph answers who, what, when, where, why and how in 35 to 50 words.
If an editor reads only this paragraph, they should be able to write a short news item from it. Put the most newsworthy fact in the first sentence and leave background for later; never open with company history or market trends.
Body and Inverted Pyramid
The body orders information from most to least important, so an editor can cut from the bottom without losing the news.
Use two or three paragraphs: details and evidence first, then context, availability and next steps. Every claim should be verifiable, and every figure should name its source. For the writing process itself, see how to write a press release.
Quotes
A quote adds opinion or meaning that the facts alone cannot carry.
Use one or two quotes, each from a named person with a title. A good quote explains why the news matters; it does not repeat the figures from the paragraph above, and it sounds like something a person would say out loud.
Press Release Boilerplate
A press release boilerplate is a short, standard paragraph at the end of a release that describes the company in the same words every time.
Include what the company does, for whom, where it operates, when it was founded and its website. Keep it to 50 to 100 words, write it in the third person, and update it once a year or when the company changes.
Sample boilerplate:Veltrano Systems develops warehouse planning software that helps mid-sized logistics companies plan storage space, staff shifts and inbound deliveries. Founded in 2019 and headquartered in Toronto, Canada, the company serves customers in North America and Europe and employs 140 people across offices in Toronto, Austin and Rotterdam. More information is available at veltrano.example.com.
Media Contact
The media contact block tells journalists who answers their questions.
Give a real person's name, title, business email and phone number. A shared inbox alone slows journalists down.
Press Release Template Example (Filled In)
Here is the template filled in for a fictional company, so you can see how each line reads in a finished release.
Example only. Veltrano Systems is a fictional company.
FOR IMMEDIATE RELEASE Veltrano Systems Opens Rotterdam Office for Benelux Logistics Firms
Warehouse planning software provider adds a local support team and EU data hosting for customers in the Netherlands, Belgium and Luxembourg
ROTTERDAM, Netherlands, Nov. 6, 2026 – Veltrano Systems, a provider of warehouse planning software for mid-sized logistics companies, today opened an office in Rotterdam. The office serves customers in the Netherlands, Belgium and Luxembourg with a local team and, from January 2027, the option to host their data in the EU.
The Rotterdam team of 12 people covers sales, onboarding and customer support in Dutch, French and English. From January 2027, Benelux customers can choose to store their planning data in an EU data center, a request the company received during pilot projects with Dutch warehouse operators this year.
"Logistics companies in the Benelux replan their warehouses every few weeks, and they expect support in their own language and time zone," said Maria Lindqvist, CEO of Veltrano Systems. "Being in Rotterdam puts us close to the port and to the people who use our software every day."
The team starts taking customer appointments on Nov. 9, 2026. Companies in the region can book a demo at veltrano.example.com/benelux.
About Veltrano Systems Veltrano Systems develops warehouse planning software that helps mid-sized logistics companies plan storage space, staff shifts and inbound deliveries. Founded in 2019 and headquartered in Toronto, Canada, the company serves customers in North America and Europe and employs 140 people across offices in Toronto, Austin and Rotterdam. More information is available at veltrano.example.com.
Media contact Daan Verhoeven, Communications Manager, Veltrano Systems press@veltrano.example.com · +31 10 000 0000 · veltrano.example.com
This example has about 280 words. A release with more detail, such as pricing, a customer quote or a second market, usually lands between 400 and 600 words.
How Long Should a Press Release Be?
A press release should be 400 to 600 words, which fits on one page.
Editors decide fast, so every sentence should carry a fact. Use this table as a guide for each part:
Element
Recommended length
Headline
Under 12 words
Subheadline
15 to 25 words, optional
Lead paragraph
35 to 50 words
Body
2 to 4 paragraphs of 2 to 4 sentences each
Quotes
1 or 2 quotes, 1 to 3 sentences each
Boilerplate
50 to 100 words
Media contact
4 or 5 lines
Financial results, research and survey releases can run longer, because method, dates and tables need space. Even then, keep the main text short and link to the full report.
What to Include in a Press Release: Checklist
Before you send a press release, check that it includes these ten items.
One news fact in the headline, stated with an active verb.
A dateline with the city and the date.
A lead that answers who, what, when, where, why and how.
Claims that can be verified, with a source for every figure.
One strong quote from a named person with a title.
A boilerplate of 50 to 100 words.
A media contact with a real name, business email and phone number.
Links that work: website, product page or full report.
Media assets such as images or a logo, described in the release.
A clear release status (immediate or embargoed).
For a deeper review, go through the press release mistakes that most often stop a story.
Template Variants by Announcement Type
The template stays the same for every announcement type; only one or two lines change.
Announcement type
What changes in the template
Product launch
The headline names the product and what it does; the body adds price, availability date and where to buy.
Funding
The headline gives the amount, the round and the lead investor; the body adds how the money will be used; a second quote comes from an investor.
Executive appointment
The headline gives the name and the new role; the body adds career background; quotes come from the new executive and the CEO.
Partnership
The headline names both companies; each company gets a quote and its own boilerplate.
Event
The release line is often embargoed; the body adds date, venue, program and a registration link.
Award
The headline names the award and the awarding body; the body adds the selection criteria.
Research and survey results
The lead gives the main finding; the body adds sample size, method and dates, with a link to the full report.
All seven variants are in the free template pack. For written examples of each type, see press release examples by type.
Press Release Template vs. News Article Format
A press release is written by a company to inform journalists, while a news article is written by a journalist to inform readers.
If you are writing for a publication instead, read how to write a news article.
Formatting a Press Release for International Distribution
When the same press release goes to several countries, the structure stays the same, but five lines change for each market.
Dateline: use the city that matters to that market, and its date format (Nov. 6, 2026 in the US; 6 November 2026 in the UK and most of Europe).
Quotes: translate them so they sound natural in the local language and have a native speaker review them; a literal translation reads as a translation.
Boilerplate: keep the same facts, translated, and add the local office or partner if there is one.
Embargo time zone: state the time zone in every version, because 9:00 a.m. CET is 3:00 a.m. in New York.
Media contact: name someone who answers in the local language and during local working hours.
B2Press press release distribution covers 75+ countries and 24 languages, and its editors check that every release follows the press release template before distribution. To choose your markets, compare country PR packages.
Conclusion
A press release template fixes the structure so you can spend your time on the news fact. Keep the ten lines in order, stay between 400 and 600 words, and run the checklist before sending. For other countries, adapt the dateline, quotes, boilerplate, embargo time zone and contact.
The standard format of a press release is a release line, headline, optional subheadline, dateline, lead paragraph, two or three body paragraphs with at least one quote, a boilerplate and a media contact. Keeping this order lets journalists find the news fact and the contact details in seconds.
What is a boilerplate in a press release?
A boilerplate in a press release is a short standard paragraph at the end that describes the company: what it does, for whom, where it operates and its website. It is 50 to 100 words long and stays the same across releases until the company changes.
Should a press release be written in the third person?
Yes, a press release is written in the third person, using the company name or "it" instead of "we". The only first-person sentences are inside quotes, where a named person speaks for the company.
Do I need a dateline in a press release?
Yes, a press release needs a dateline, because it tells the editor where the news comes from and when it was issued. Place it at the start of the first paragraph: the city in capitals, the country or state, and the date.
Can I use the same press release template for different countries?
Yes, the same press release template works in different countries, because the structure does not change. What changes is the dateline, the language of the quotes, the boilerplate translation, the time zone of any embargo and the local media contact.
