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Free Press Release Template

Fill in the blanks, watch a properly formatted press release build as you type, then copy it or download it. Free, with no email address and no account.

What is a press release? A short, factual announcement written in a standard format, so a journalist, editor or customer can grasp the news in the first paragraph and find the facts and a contact person quickly. This tool arranges your facts in that format. It does not write, invent or check anything for you.

Open the free builderSee six filled examples
Anthony WillStrategy by Anthony Will, Founder & CEORated 5.0 · read 228 client testimonials(opens in a new tab)

The builder

Build your press release

Pick your announcement type, fill in what you know and the release assembles itself on the right. Anything you leave blank shows as a [bracketed placeholder] so you can see what is still missing. Everything runs in your browser. Nothing you type is sent anywhere, and there is no email or account.

Jump to the preview

The example uses the announcement type you pick below and a fictional company.

1. What are you announcing

Lead with what the product does for people, then when and where it is available.

2. The news

0 characters. Be specific and name the news. One guide we cite suggests staying under 100.

One supporting line. Left out of the release when blank.

Write it as full sentences that name your company. Who, what, when, where and why belong here. It follows the dateline.

3. Quotes

Use words the person actually said or approved. The builder never writes quotes for you.

Full name and title on first mention.

Left out of the release when both second-quote fields are blank.

4. Details and company description

One fact per line, each becomes its own short paragraph. Only include what you can verify.

A short standard description of your company, the same in every release.

5. Media contact

FOR IMMEDIATE RELEASE

[Company Name] Launches [Product Name] for [Who It Helps]

[CITY], [ST], [Date] - [Company Name] today announced [Product Name], [what it does] for [who it is for]. It is available [where and starting when].

"[A sentence from a leader on why this matters to customers, in their own words]," said [Name, Title].

[Short paragraphs of verifiable detail: key features, availability, supported platforms, how to try it.]

About [Company Name]

[Boilerplate: 100 words or less on what your company does, who it serves and when it was founded. Use the same text in every release.]

Media contact

[Name and title]

[email@yourcompany.com]

[Phone number]

Website: [https://www.yourcompany.com]

###

8 words written · 14 placeholders left [highlighted]. One guide we cite suggests about 300 to 500 words in all.

Private by design: this runs in your browser. Nothing you type is sent, saved or shared, and there is nothing to sign up for. Get every quote approved by the person quoted before you send.

Press release format

The format, part by part

Every release follows roughly the same order, and each part has a job. The conventions below come from university and association guides we read directly (listed in the sources at the bottom of the page). Guides disagree on small details, so treat this as the common pattern, not a law.

On length, Penn State's Sea Grant guide suggests 300 to 500 words in total, and Rutgers' guide says one to two pages.

  1. Release line

    What it is:
    The line at the very top. It reads FOR IMMEDIATE RELEASE, or EMBARGOED UNTIL followed by a date and time.
    What it is for:
    It tells the recipient when they may publish. One university association's guide says to mark every release one way or the other.
    Watch for:
    Only embargo a release with people who have agreed to it in advance.

    Source: AAUP

  2. Headline

    What it is:
    One specific line that names your company and the news, with an active verb.
    What it is for:
    It is the first thing a reader sees and often the only thing. Penn State's Sea Grant guide suggests keeping it under 100 characters if possible and using title case.
    Watch for:
    Vague headlines and unsupported superlatives. Say what happened.

    Source: Penn State Sea Grant

  3. Subhead (optional)

    What it is:
    A single supporting line under the headline.
    What it is for:
    It carries one detail the headline has no room for. Rutgers' guide calls it optional, and the builder leaves it out when the field is blank.
    Watch for:
    Do not repeat the headline in other words.

    Source: Rutgers

  4. Dateline

    What it is:
    Opens the first paragraph: the city in capital letters, a state abbreviation if the city is not well known, and the release date, followed by a dash.
    What it is for:
    It tells the reader where and when the news is coming from.
    Watch for:
    Style guides vary on abbreviations. Use the style of the publication or organization you are sending to.

    Source: Penn State Sea Grant, Rutgers

  5. Lead paragraph

    What it is:
    One or two sentences that answer who, what, when, where and why, with the most newsworthy fact first.
    What it is for:
    Rutgers describes this as the inverted pyramid: the most important information goes first, so a reader who stops here still has the story.
    Watch for:
    Burying the news in the third paragraph. Use active voice and name your company.

    Source: Rutgers, Penn State Sea Grant

  6. Quotes

    What it is:
    One or two short quotations from a named person, each in its own paragraph.
    What it is for:
    A quote adds a human voice and, as the AAUP guide notes, reporters may lift it directly. Penn State's guide gives the punctuation rules: double quotation marks, periods and commas inside the closing mark, full name and title on first mention.
    Watch for:
    A quote must be something the person actually said or approved. The builder never writes one for you.

    Source: AAUP, Penn State Sea Grant

  7. Supporting facts

    What it is:
    Short paragraphs of verifiable detail, most important first.
    What it is for:
    The AAUP guide says to order later paragraphs by descending importance. Penn State's guide suggests paragraphs of two to three sentences.
    Watch for:
    Any number needs a named source and a date. Leave out anything you cannot back up.

    Source: AAUP, Penn State Sea Grant

  8. Boilerplate

    What it is:
    A standard "About" paragraph describing your company, the same in every release.
    What it is for:
    Penn State's guide says 100 words or less, covering what the company does, when it was founded and notable achievements, placed at the end just before the media contact.
    Watch for:
    Do not rewrite it for every release. Keep one approved version.

    Source: Penn State Sea Grant, Rutgers

  9. Media contact

    What it is:
    A named person with a phone number and email address who will actually answer.
    What it is for:
    Penn State's guide places it after the boilerplate with the name, title, phone and email. The AAUP guide puts two contacts in the top corner. Placement varies, so pick one and be consistent.
    Watch for:
    A generic inbox no one checks. Rutgers says contact information must be correct, comprehensive and specific.

    Source: Penn State Sea Grant, AAUP, Rutgers

  10. End mark

    What it is:
    A centered ### on its own line.
    What it is for:
    Rutgers' guide says it signals the end of the release.
    Watch for:
    Nothing goes after it. The builder adds it for you.

    Source: Rutgers

The blank template, as plain text

Want only the skeleton? Select and copy it, or use the builder above to fill it in and download it.

FOR IMMEDIATE RELEASE

[Headline: specific, with your company name and the news]
[Optional subhead: one supporting line]

[CITY], [ST], [Date] - [Lead paragraph: who, what, when, where and why, in one or two sentences.]

"[Quote]," said [Name, Title].

[Supporting facts: one short paragraph each, most important first.]

About [Company Name]
[Boilerplate: 100 words or less on what your company does and who it serves.]

Media contact
[Name and title]
[email@yourcompany.com]
[Phone number]
Website: [https://www.yourcompany.com]

###

Press release examples

Six filled examples by announcement type

Each example is labeled Example. Every company, person, address and quote is fictional, written to show the format. They are not real announcements and they are not claims about any real organization. Load one into the builder, then replace every detail with your own.

Example

1. Product launch

Fictional company and fictional people. Not a real announcement.

FOR IMMEDIATE RELEASE

Tallgrass Software Launches Ledgerline, a Bookkeeping App for Freelancers

The web and mobile app keeps invoices, receipts and quarterly tax set-asides in one place

DENVER, CO, November 16, 2026 - Tallgrass Software today announced Ledgerline, a bookkeeping app that lets freelancers track invoices, store receipts and set money aside for quarterly tax payments. Ledgerline is available now on the web, iOS and Android.

"Freelancers told us they were tired of keeping receipts in a shoebox and numbers in three different spreadsheets. We built Ledgerline so the whole picture lives in one place," said Dana Whitfield, CEO of Tallgrass Software.

Ledgerline imports bank transactions, matches them to open invoices and flags expenses that still need a receipt.

Freelancers can try Ledgerline at www.example.com/ledgerline.

About Tallgrass Software

Tallgrass Software, founded in 2019 in Denver, builds simple financial tools for independent professionals. The company is privately held.

Media contact

Priya Nair, Communications Manager

press@example.com

(303) 555-0142

Website: www.example.com

###

Example

2. New hire or promotion

Fictional company and fictional people. Not a real announcement.

FOR IMMEDIATE RELEASE

Alder & Finch Architects Promotes Maya Okafor to Principal

Okafor will lead the firm's community and education studio

PORTLAND, OR, November 17, 2026 - Alder & Finch Architects today announced that Maya Okafor has been promoted to principal, effective December 1, 2026. Okafor joined the firm as a project architect and most recently served as design director.

"Maya has earned the trust of our clients and our team through the way she runs projects, from the first sketch to the final walkthrough. Principal is the right role for her," said Tom Alder, Managing Partner of Alder & Finch Architects.

As principal, Okafor will lead the firm's community and education studio and mentor project architects across all studios.

Okafor is a licensed architect in Oregon.

"I am grateful to work with people who care this much about the neighborhoods we build in. I look forward to leading the studio into its next chapter," said Maya Okafor, Principal at Alder & Finch Architects.

About Alder & Finch Architects

Alder & Finch Architects is a design firm in Portland, Oregon, working on schools, libraries and community buildings. The firm was founded in 2008.

Media contact

Jordan Ellis, Office Manager

press@example.com

(503) 555-0176

Website: www.example.com

###

Example

3. Event

Fictional company and fictional people. Not a real announcement.

FOR IMMEDIATE RELEASE

Riverbend Community Pantry to Host Spring Food Drive on March 13

Neighbors are invited to donate food or volunteer at the Riverbend Community Center

BOISE, ID, February 22, 2027 - Riverbend Community Pantry will host its Spring Food Drive on Saturday, March 13, 2027, from 9 a.m. to 1 p.m. at the Riverbend Community Center, 410 Mill Street, Boise. Neighbors can drop off nonperishable food or sign up to help sort donations.

"A drive like this works because neighbors show up. Whether you bring a bag of groceries or an hour of your morning, it all reaches families in our community," said Luis Moreno, Volunteer Coordinator at Riverbend Community Pantry.

Volunteers can register in advance at www.example.com/drive.

The pantry is asking for canned vegetables, rice, pasta and shelf-stable milk. It cannot accept items that need refrigeration.

Media are welcome to attend. Contact the number below to arrange an interview.

About Riverbend Community Pantry

Riverbend Community Pantry is a volunteer-run nonprofit in Boise, Idaho. Founded in 2012, the pantry distributes food to local households and works with neighborhood groups and schools.

Media contact

Alicia Park, Communications Volunteer

press@example.com

(208) 555-0124

Website: www.example.com

###

Example

4. Partnership

Fictional company and fictional people. Not a real announcement.

FOR IMMEDIATE RELEASE

Copperline Logistics and Harbor Point Packaging Partner on Reusable Shipping Crates

The program will serve retailers in Ohio, Indiana and Kentucky starting in April

COLUMBUS, OH, November 18, 2026 - Copperline Logistics and Harbor Point Packaging today announced a partnership to offer reusable shipping crates to retailers in Ohio, Indiana and Kentucky. The program begins in April 2027.

"Our customers have asked for a way to cut down on cardboard. Pairing our delivery routes with Harbor Point's crates lets us offer that without adding steps for the retailer," said Carla Benson, Chief Operating Officer of Copperline Logistics.

Under the agreement, Copperline will collect empty crates during regular deliveries and return them to Harbor Point for cleaning and reuse.

Harbor Point Packaging, based in Toledo, Ohio, designs and manufactures reusable shipping containers.

Retailers interested in joining the program can contact either company beginning in January.

"Reusable crates only work when someone brings them back. Copperline's routes make that return trip simple," said Wesley Tran, President of Harbor Point Packaging.

About Copperline Logistics

Copperline Logistics is a regional delivery company based in Columbus, Ohio, serving retailers and wholesalers across the Midwest.

Media contact

Renee Alvarez, Marketing Director

press@example.com

(614) 555-0188

Website: www.example.com

###

Example

5. Funding

Fictional company and fictional people. Not a real announcement.

FOR IMMEDIATE RELEASE

Kestrel Health Software Raises [amount] Seed Round to Expand Scheduling Tools for Clinics

AUSTIN, TX, November 19, 2026 - Kestrel Health Software today announced it has raised [amount] in seed funding led by Cedar Row Ventures. The company will use the funds to grow its team and add appointment reminders and waitlist tools for independent clinics.

"Independent clinics lose time every day to phone tag and empty appointment slots. This funding lets us build the tools that give that time back," said Ines Calloway, Co-founder and CEO of Kestrel Health Software.

Kestrel's software is currently used by clinics in [number] states.

The company plans to open a second office and hire engineers and customer support staff in the coming year.

"We backed Kestrel because the team understands how a small clinic actually runs," said Raymond Oyelaran, Partner at Cedar Row Ventures.

About Kestrel Health Software

Kestrel Health Software, founded in 2024 in Austin, Texas, makes scheduling and patient messaging software for independent clinics.

Media contact

Sam Whitaker, Head of Communications

press@example.com

(512) 555-0153

Website: www.example.com

###

Example

6. Award or milestone

Fictional company and fictional people. Not a real announcement.

FOR IMMEDIATE RELEASE

Summit Ridge Bakery Marks 10 Years in Asheville With a Community Open House

The neighborhood bakery will welcome guests on Saturday, December 5

ASHEVILLE, NC, November 20, 2026 - Summit Ridge Bakery today announced that it is celebrating its 10th anniversary this month and will mark the milestone with an open house on Saturday, December 5, 2026, from 10 a.m. to 2 p.m. at 88 Laurel Street, Asheville.

"When we opened, we had two ovens and a handful of regulars. The neighborhood is the reason we are still here, so we want to say thank you in person," said Marcus Bell, Owner of Summit Ridge Bakery.

Guests will be able to meet the bakers, tour the kitchen and sample items from the original menu.

The bakery opened in 2016.

About Summit Ridge Bakery

Summit Ridge Bakery is an independent neighborhood bakery in Asheville, North Carolina, known for breads, pastries and custom cakes baked daily.

Media contact

Nora Gibbs, Front of House Manager

press@example.com

(828) 555-0131

Website: www.example.com

###

Before you send

What editors reject: a pre-send checklist

Run through this list before you send anything. It is a checklist of common problems, not a prediction. A clean release still may not be covered, because editors decide.

  • There is no news.

    A slogan, a routine update or something only new to you. Format cannot fix a missing story.

  • The headline is vague or promotional.

    Superlatives and buzzwords in place of what actually happened.

  • The lead is buried.

    The reader has to reach paragraph three to learn who did what, and when.

  • It claims things nobody can check.

    Words like leading or best with nothing behind them, and any number with no named source and date.

  • A quote that is not a quote.

    Slogan language, or words the person never said and never approved.

  • Who, when or where is missing.

    Dates without a year, events without an address, names without a title.

  • The contact does not answer.

    No contact at all, or an inbox no one reads.

  • Advertising is dressed as editorial.

    The FTC's native advertising guide says content that resembles independent editorial needs a clear and prominent disclosure.

  • Links are stuffed with keywords.

    Google's spam policies list optimized anchor text in press releases distributed on other sites as link spam.

  • It is long, dense or full of jargon.

    The AAUP guide asks for short sentences, short paragraphs and no jargon. Penn State's guide suggests two to three sentences per paragraph.

  • It went to the wrong person.

    A reporter who never covers your topic. Read what they have written before you send anything.

  • An embargo nobody agreed to.

    An embargo is a request. It only works with a recipient who accepted it before the release arrived.

Get every quote approved by the person quoted, and have the right person check every number, before it goes out.

Straight talk

What a press release does and does not do

A press release is a useful announcement tool. It is not a coverage machine, and anyone who tells you otherwise is selling something they cannot control.

What it does

  • Puts an announcement on the record in a format journalists, partners and customers recognize.
  • Gives you one page you control, with the facts and the approved quotes in one place, that you can publish on your own site and point people to.
  • Saves a reporter time when the news is real and the facts are easy to check.

What it does not do

  • Guarantee coverage. Editors decide. No pickup is promised, by us or by anyone.
  • Turn syndication into coverage. A newswire service sends a release to feeds and partner sites that republish it automatically. That is distribution, not an editor choosing to write about you.
  • Deliver links you can count on.Links in syndicated releases are generally not counted for ranking, and Google's spam policies list links with optimized anchor text in press releases distributed on other sites as link spam.
  • Replace news. If there is nothing new to say, neither format nor distribution fixes it.

One more rule worth knowing: if you pay for content that could pass as independent editorial, the FTC's native advertising guide says a clear and prominent disclosure is needed. We label any paid featured article the way the outlet labels sponsored or partner content.

Next steps

Where to go after the draft

Press release template FAQ

Questions About Press Release Templates.

Plain answers about the format, the builder and what a press release can and cannot do.

A press release template is a fill-in-the-blanks outline that puts your announcement in the standard order editors expect: release line, headline, dateline and lead, supporting details and quotes, boilerplate, media contact and an end mark. The builder on this page fills that outline from the facts you type. It does not write the news for you.

Most releases run in this order: FOR IMMEDIATE RELEASE or an embargo line, a headline, an optional subhead, a dateline that opens the first paragraph, a lead that answers who, what, when, where and why, quotes and supporting facts, a short boilerplate, a media contact and a centered ### to mark the end. Guides differ in small details, such as where the contact block goes, so follow the style of the outlet or organization you are sending to.

Pennsylvania Sea Grant's formatting guide, from Penn State, suggests 300 to 500 words in total. Rutgers' communications office says one to two pages. Shorter is usually safer: put the news in the first paragraph and cut anything a reader does not need.

It tells the recipient the news can be published as soon as it arrives. The other common choice is an embargo line, EMBARGOED UNTIL followed by a date and time, which asks the recipient to hold the story until then. Use an embargo only with people who have agreed to it in advance.

It is an end mark. Rutgers' press release guide describes a centered ### as the signal that the release has ended. The builder adds it after the media contact.

A dateline opens the first paragraph. Penn State's Sea Grant guide describes it as the city in capital letters, a state abbreviation if the city is not well known, and the release date, followed by a dash. In the builder it looks like [CITY], [ST], [Date] - and then your lead.

A boilerplate is the standard About paragraph at the end of a release. Penn State's Sea Grant guide says to keep it to 100 words or less and the same from release to release, covering what the organization does, when it was founded and notable achievements. Write it once and reuse it.

Use double quotation marks, put periods and commas inside the closing mark, give the speaker's full name and title the first time, and start a new paragraph for each speaker. The builder handles the punctuation. The words themselves must be ones the person actually said or approved.

Yes. It is free, needs no email address or account, and runs entirely in your browser. What you type is not sent to us or anyone else and is not saved. If you close the tab it is gone, so copy the text or download the file before you leave.

Yes. Pick the announcement type at the top of the builder: product launch, new hire or promotion, event, partnership, funding, award or milestone, or company news. The type changes the prompts and the bracketed placeholders, not the format. Six filled examples further down the page use fictional companies.

No, and nobody honest can promise it. A press release is an announcement. Editors and reporters decide whether to cover it. Real news, clear facts and a reachable contact give you the best chance, but nothing guarantees pickup.

No. A newswire service sends a release to feeds and partner sites that republish it automatically. That is syndication. Coverage is when a reporter or editor chooses to write about you.

Not reliably. Links in syndicated releases are generally not counted for ranking, and Google's spam policies list links with optimized anchor text in press releases distributed on other sites as link spam. A release can still be worth sending for the news itself, and as a page you control on your own site.

A press release tells the whole news story in a standard format. A media advisory is a short note that invites media to an event with the who, what, when, where and how to respond, so a reporter can decide whether to attend. Our media advisory template covers that format.

If content you pay for could pass as independent editorial, the FTC's native advertising guide says a clear and prominent disclosure is needed, in plain terms such as Ad or Sponsored Advertising Content. Any paid article we place is labeled the way the outlet labels sponsored or partner content.

AI tools can draft text, but they can also invent facts, numbers and quotes. This builder does none of that, it only arranges what you type. If you draft with AI anywhere else, check every claim against a source and get every quote approved by the person quoted before you send.

Yes. Our press release writing and distribution service is scoped in writing before it starts, so you know exactly what is included. We do not promise that any outlet will cover your news. Call 855-239-5322 or request a free consultation.

No. Reputation Resolutions is not a law firm, and the template only arranges a format. If a release makes claims about regulated products, finance, health, a lawsuit or a named person, have your own lawyer or compliance team review it before it goes out.

Still not sure if your situation qualifies?

Get a straight answer from a senior specialist in one call: free, confidential, and you'll know exactly where you stand before you decide anything.

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Want this reviewed before you send it?

The builder is yours to keep, free. If you would like a second set of eyes on a release, or you would rather have our team write and distribute it, book a free consultation. Our press release writing and distribution work is scoped in writing before it starts, and we cannot promise that any outlet will cover your news.

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Reputation Resolutions is not a law firm and does not give legal advice.

Sources

We read each page below directly on November 12, 2026 and state only what it says. Press release conventions differ between organizations, so check the style of the outlet you are sending to. Last updated November 2026.

  1. 1.Pennsylvania Sea Grant (Penn State): Press Release Formatting (opens in a new tab)Used for: Headline, dateline, lead, quote punctuation, boilerplate, contact block and length conventions.
  2. 2.Rutgers SEBS and NJAES Office of Public Outreach and Communication: Press Release Basics (opens in a new tab)Used for: Optional subhead, inverted pyramid, the ### end mark, contact information and length in pages.
  3. 3.American Association of University Professors: How to Write a Media Release (opens in a new tab)Used for: The immediate-release or embargo line, contact placement, quotes, boilerplate and plain-language style.
  4. 4.Federal Trade Commission: Native Advertising, A Guide for Businesses (opens in a new tab)Used for: When paid content that resembles editorial needs a clear and prominent disclosure, and the plain terms the FTC suggests.
  5. 5.Google Search Central: Spam policies for Google web search (link spam) (opens in a new tab)Used for: Links with optimized anchor text in press releases distributed on other sites are listed as link spam.
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