Press Release Format & Structure: How to Organize Your Announcement Like a Pro

Press release Format & Structure

You’ve got something newsworthy to share—great! But before you hit send, you need to make sure your press release is structured in a way that grabs attention, delivers value, and follows the format journalists expect.

Why does format matter so much? Because journalists receive hundreds of press releases a day, and if yours doesn’t look polished and professional, it’s easy for it to get lost in the noise. A strong structure not only makes your message clearer—it also improves your chances of getting picked up.

Here’s your no-fuss guide to organizing a press release that works.

(If you want a refresher on what press releases are and why they’re still so relevant, check out the History of the Press Release or explore the Types of Press Releases to match the format to your story.)

The Classic Press Release Structure

Most press releases follow a format that’s clear, concise, and easy to skim. Here's a breakdown:

1. Headline

This is your hook—the first thing people see. Make it catchy, clear, and concise. Your headline should tell readers what the announcement is about in one compelling sentence.

Example: “GreenTech Launches AI-Powered Recycling Platform to Reduce Urban Waste”

2. Subheadline (Optional)

A brief line that adds context to the headline. It’s not required but helpful if you need a second line to explain the bigger picture or highlight a key detail.

3. Dateline

Includes the city and date where the press release is issued.

Example: “NEW YORK, March 28, 2025 —”

4. Lead Paragraph

This is where you get straight to the point: Who? What? When? Where? Why? The lead should summarize your announcement clearly and succinctly.

5. Body Paragraphs

Use 2–3 paragraphs to expand on the news. Include:

  • Key details or background info

  • Quotes from company execs or partners

  • Supporting data or context

Keep your language clear and avoid jargon—remember, you’re writing for journalists who may be scanning quickly.

6. Boilerplate

This is a standard paragraph about your company at the end of every press release. It should include a brief company description, what you do, and a link to your website.

Example: “túatú is a global public relations agency specializing in international press release distribution. With a presence in Europe, Latin America, and Asia, we help brands reach the right audience with guaranteed publication.”

7. Media Contact Info

Always include a point of contact for journalists—name, email, phone number, and job title.

Formatting Tips That Matter

  • Stick to one page whenever possible.

  • Use simple fonts like Arial or Times New Roman, 11 or 12 pt.

  • Keep paragraphs short and use line spacing for readability.

  • Include multimedia assets like images or links to videos when relevant.

  • Use “###” or “-30-” at the end of the release to indicate it’s finished.

A clean, readable format signals professionalism and makes a journalist’s job easier.

Why Structure Helps You Get Picked Up

A solid structure isn’t just about aesthetics—it directly impacts results. A well-organized press release:

  • Makes it easier for journalists to find the news angle

  • Encourages media outlets to use your quotes or key points

  • Improves SEO when published online

Not sure how press releases compare to other PR tools like influencer campaigns or media relations? Take a look at our comparison in Press Release vs. Other PR Methods.

And if you want a deeper look at how press releases support brand visibility and growth, check out How Press Releases Help Businesses.

How to Organize Your Announcement Like a Pro

Start Strong with a Solid Template

If you’re still feeling unsure, don’t worry—we’ve got you covered. túatú offers free press release templates in Word that follow this structure, so you can plug in your content without starting from scratch.

Whether you’re announcing a new product, partnership, or event, a well-formatted press release helps you stand out for all the right reasons.

Ready to get your story out there? Let us help you craft a press release that not only looks great but also delivers results.

Looking for international reach and real media coverage? Our International Press Release Distribution with Guaranteed Publications ensures your news appears in reputable outlets worldwide—no guesswork, no hoping for the best. Contact túatú today and put your brand in the headlines.