The press release template editors and AI both read.
Copy the standard format, fill in the brackets, and use the two worked examples as a guide. Free, no sign-up.
Copy, paste, fill in the brackets
This is the standard press release format: the same structure newsrooms have used for decades, tuned for how AI assistants read today.
FOR IMMEDIATE RELEASE [Headline: state the news plainly, under ~100 characters] [Subheadline: the single most important supporting detail] [CITY], [State abbreviation], [Month Day, Year] -- [Business name], a [what you do] in [city], today announced [the news]. [Why it matters to customers or the community, in one sentence.] [When and where it happens.] [Paragraph 2: the most important supporting details. Who it's for, how it works, what changes.] [Paragraph 3: background or context. Use a real number where you can, e.g. "since 2009", "more than 4,000 customers".] Key facts: - [What: the launch, event, milestone or offer] - [When: dates and times] - [Where: address, area served, or online] - [Who it's for] - [A specific number that proves the point] "[One quote that adds a point of view or a reason, not a slogan]," said [Full Name], [Title] of [Business name]. "[Optional second sentence with a specific detail.]" [Optional closing paragraph: how to learn more, sign up or attend.] About [Business name] [Business name] is a [what you do] serving [area] since [year]. [One sentence on what makes you different, with a fact.] Learn more at [website]. Media contact [Name] [Email] | [Phone] ###
Tip: link your business name to your website once, and leave it there. Keep every number something you can prove.
What goes in each part
Headline & subheadline
The news in one plain line, then the key supporting detail. No hype words like "revolutionary" or "best".
Dateline & lede
City, state and date, then who, what, where, when and why in two or three sentences.
Body & key facts
Most important details first, plus bullet points with real numbers. Releases AI cites most have about 2x the statistics and 2.5x the bullets.
Quote, boilerplate, contact
A named person's real point of view, a short About paragraph, and who to contact. End with ###.
AI citation data: Muck Rack, December 2025 (via MarTech Series). Full guide: how to write a press release that AI will cite.
Two worked examples
Both businesses below are fictional, written to show the format in action. Notice the plain headlines, the numbers and the quotes.
FOR IMMEDIATE RELEASE
Mesa Roofing Company Launches Free Post-Monsoon Roof Inspections for East Valley Homeowners
Inspections run through November 30 and include a written photo report
MESA, Ariz., September 15, 2026 -- Desert Ridge Roofing, a family-owned roofing contractor in Mesa, today announced free post-monsoon roof inspections for homeowners in Mesa, Gilbert, Chandler and Queen Creek. The inspections are designed to catch storm damage before winter rains, when small leaks become costly repairs.
Each inspection takes about 45 minutes and includes a written report with photos of any damage found. Homeowners are under no obligation to hire the company for repairs.
Key facts:
- Free inspections available September 15 through November 30, 2026
- Service area: Mesa, Gilbert, Chandler and Queen Creek
- Written photo report included with every inspection
- Desert Ridge Roofing has completed more than 4,000 roofs since 2009
"Most monsoon damage is invisible from the ground, and homeowners don't find out until the first winter storm," said Maria Delgado, owner of Desert Ridge Roofing. "A 45-minute look now can save a ceiling later."
Homeowners can schedule an inspection at the company's website or by phone.
About Desert Ridge Roofing
Desert Ridge Roofing is a family-owned roofing contractor serving the East Valley since 2009, specializing in tile and foam roofs. Learn more at desertridgeroofing.example.
Media contact
Maria Delgado · press@desertridgeroofing.example
###
FOR IMMEDIATE RELEASE
Tempe Accounting Firm Opens Second Office in Scottsdale After Doubling Its Client Base
New office adds six staff and evening appointments for small-business owners
SCOTTSDALE, Ariz., October 1, 2026 -- Copperline Tax & Advisory, a Tempe accounting firm serving small businesses, today opened its second office in Scottsdale. The expansion follows growth from about 300 to more than 600 business clients since 2023.
The Scottsdale office adds six staff members, including two certified public accountants, and offers evening appointments on Tuesdays and Thursdays for owners who can't meet during business hours.
Key facts:
- Opening date: October 1, 2026
- Six new staff, including two CPAs
- Client base grew from about 300 to more than 600 businesses since 2023
- Evening appointments Tuesdays and Thursdays
"Half of our new clients told us they were doing their books at 10 p.m. because that was the only time they had," said James Okafor, managing partner of Copperline Tax & Advisory. "Evening hours were the obvious next step."
About Copperline Tax & Advisory
Copperline Tax & Advisory provides bookkeeping, tax preparation and advisory services to small businesses in the Phoenix area. Founded in 2016, the firm has offices in Tempe and Scottsdale. Learn more at copperlinetax.example.
Media contact
James Okafor · media@copperlinetax.example
###
Quick answers
What is the standard press release format?
Headline, subheadline, dateline, lede paragraph, body paragraphs, key facts, a quote from a named spokesperson, an About (boilerplate) paragraph, a media contact, and ### to mark the end.
How long should a press release be?
For most small-business and local news, about 350 to 550 words is plenty. Lead with the news and cut anything a reader wouldn't miss.
Should a press release be written in first person?
No. Write in the third person, like a news story. The only first-person words should be inside the quote.
Can I add links to a press release?
Yes, but keep them natural, such as your business name linked to your website. Google's spam policies treat keyword-optimized anchor-text links in distributed press releases as link spam.
How much does it cost to send a press release?
Published wire prices start around $149 for a single basic release and go up with writing, length, region and premium outlets. See how much a press release costs.
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