What Is a Press Release? Definition, Parts, Format + Example
Quick Answer
A press release is an official written announcement that an organization issues to journalists and news outlets to share something newsworthy, written in the style of a news story so the media can publish it or report on it. It is also called a news release or media release. A standard release has a headline, a dateline, a lead paragraph, body copy with a quote, a short company description called the boilerplate, and media contact details.
Press Release Definition: What Is a Press Release?
A press release is a short, factual document that announces news on behalf of a company, nonprofit, public agency or individual. It answers the questions a reporter asks first (who, what, when, where and why) and supplies the facts, quotes and contacts a journalist needs to cover the story.
The simplest way to define a press release is by how it differs from other business writing: it reads like news, not marketing. It uses the third person, leads with the most important fact and avoids sales language. The organization controls every word, but the copy is shaped so an editor could use it with little change.
It also announces something specific and dated, such as a launch, a hire or a funding round, and it is meant for the public record: reporters can pick it up, news sites can publish it, and the organization can archive it on its own website.
Press Release, News Release or Media Release?
These terms are used interchangeably, and the press release meaning is the same whichever label you choose. Some organizations prefer "news release" or "media release" because announcements now go to online and broadcast channels, not only the printed press.
Where the Modern Press Release Came From
The modern press release is commonly credited to Ivy Lee, an early public relations adviser. On October 28, 1906, a train operated by a Pennsylvania Railroad subsidiary fell from a drawbridge in Atlantic City, New Jersey. Lee persuaded the railroad, which had typically said little about accidents, to give journalists a written statement. According to most accounts, The New York Times printed it word for word on October 30, 1906, and it is often described as the first press release.
What Is a Press Release Used For?
Organizations use press releases when they have news they want reported accurately and on the record:
- Announcing news: launches, funding, partnerships, hires, events and results.
- Giving journalists a reliable source: names, dates, figures and quotes in one place.
- Creating a public record: a dated account customers, investors and partners can find later.
- Supporting visibility: published releases give search engines and AI assistants consistent information about the organization.
We cover each goal and its trade-offs in the purpose and benefits of a press release.
Parts of a Press Release
Almost every professional release uses the same building blocks in roughly the same order. Journalists expect this structure, so following it makes a release faster to scan. The standard parts of a press release are:
- Release line: "FOR IMMEDIATE RELEASE" or an embargo line.
- Headline: a short, factual summary of the news.
- Subheadline (optional): one supporting detail.
- Dateline: city and date, at the start of the first paragraph.
- Lead paragraph: who, what, when, where and why.
- Body: details and context, most important first.
- Quote: an attributed comment from a named person.
- Call to action (optional): where to learn more or sign up.
- Boilerplate: a standard "About [Company]" paragraph.
- Media contact: a named person, email and phone.
- End mark: ### (or -30-).
Use this table as a quick reference to the press release components.
| Part | What it does | Tip |
|---|---|---|
| Release line | Tells editors when the news can be used | If you embargo, state the exact date, time and time zone. |
| Headline | Says what happened in one line | Name the organization and the action. A common guideline is 100 characters or fewer. |
| Subheadline | Adds the next most important detail | Add a benefit, place or figure instead of repeating the headline. |
| Dateline | Shows where and when the news originates | In AP style: city in capitals, state abbreviated where required, then the date, as in PORTLAND, Ore., Sept. 22, 2026. |
| Lead paragraph | Delivers the whole story in brief | An editor who reads only this paragraph should still know the news. |
| Body | Explains details, context and impact | Keep paragraphs short; put the least essential information last. |
| Quote | Adds perspective and a human voice | Offer insight, not repeated facts. Give full name and title. |
| Call to action | Points readers to the next step | One clear link or instruction is enough. |
| Boilerplate | Describes the organization | Keep it to a few sentences and reuse it on every release. |
| Media contact | Tells reporters who to reach | List a real person who will answer, not an unnamed inbox. |
| End mark | Signals the end of the release | Place ### after the final line. |
Press Release Format Basics
- Length: most releases fit on one or two pages, usually a few hundred words. Wire services often charge more for longer releases.
- Voice: third person; "we" and "our" belong inside quotes.
- Structure: the inverted pyramid, most important information first.
- Style: many U.S. releases follow Associated Press (AP) style, which is widely used in American newsrooms.
- Tone: factual. Claims like "world's first" need proof or should be cut.
For the step-by-step drafting process, see how to write a press release; for dates, titles and datelines in detail, see AP style for press releases.
What Does a Press Release Look Like?
Here is a complete, short example. The company, product and people are fictional.
FOR IMMEDIATE RELEASE
Orchardline Software Launches Free Harvest Planning App for Small Farms
Harvest Planner helps subscription farms plan plantings and weekly share boxes in one calendar
PORTLAND, Ore., Sept. 22, 2026 — Orchardline Software, a developer of planning tools for independent food producers, today launched Harvest Planner, a free web app that helps small farms schedule plantings, forecast harvest dates and organize weekly boxes for subscribers. The app is available now at [WEBSITE].
Many small farms sell community-supported agriculture (CSA) subscriptions, in which members pay in advance for a weekly share of the harvest. Harvest Planner links each crop's planting date to its expected harvest week and drafts a box list from that forecast.
"Farmers told us the hardest part of running a CSA isn't growing the food. It's knowing what will be ready in week nine," said Jordan Reyes, founder and CEO of Orchardline Software. "Harvest Planner puts that forecast in one place, so they spend less time on spreadsheets."
About Orchardline Software
Orchardline Software builds planning tools for independent farms and food producers. Founded in 2021, the company is based in Portland, Oregon. Learn more at [WEBSITE].
Media Contact
Sam Castillo, Communications Manager, Orchardline Software
[EMAIL]
[PHONE]
###
Every core part is there, from release line to end mark. Real releases are often longer, but they add detail, not new parts. For samples covering other kinds of news, browse these press release examples with a master template.
Types of Press Releases
The format stays the same; the news changes. Common types of press releases:
- Product launch: something new customers can buy or use, as in this product launch press release example.
- Funding: an investment round and how the money will be used; see this funding round press release template.
- Partnership: an agreement between organizations, covered in our partnership press release template.
- Event: a conference, opening or webinar; see the event press release template.
- Executive appointment: a new leader, board member or key hire.
- Award or milestone: a recognition, anniversary or verified business milestone.
- Expansion: a new office, market or facility.
- Research: original data, survey findings or a report.
Press Release vs News Article vs Press Statement
A press release often looks like a news article and is easy to confuse with a press statement. The difference is who writes it, who controls the wording and why it exists.
| Feature | Press release | News article | Press statement |
|---|---|---|---|
| Written by | The organization or its PR team | A journalist or editor at the outlet | The organization, usually attributed to a spokesperson or leader |
| Purpose | Announce the organization's own news | Inform readers independently | State an official position or response |
| Controls the wording | The organization | The news outlet | The organization |
| Typical trigger | Planned news: a launch, funding, hire or event | Anything the outlet judges newsworthy | An issue or incident that is already public |
| Format | Headline, dateline, lead, body, quote, boilerplate, contact | Set by the outlet, usually with a byline | Often a few paragraphs with little fixed structure |
| Where it appears | Sent to media, distribution services, company newsroom | The outlet's website, print or broadcast | Sent to reporters or posted online, often quoted in news articles |
A news article may use a release as one source, but the outlet decides the angle. A related document, the media advisory, simply invites reporters to an event. We compare the organization-issued formats in press statement vs press release vs media advisory.
Who Writes and Distributes Press Releases?
Anyone can write a press release, but the writer is usually one of these:
- In-house communications or marketing teams at larger organizations.
- PR agencies and freelance writers hired for an announcement or an ongoing program.
- Founders and small business owners, often working from a template.
- Editors at distribution services, who review or rewrite releases to meet publisher requirements.
Distribution is a separate job. An organization can email journalists who cover its field, post the release on its website, or pay a wire or distribution service to publish it more widely. At RedPress, for example, editors review each release against editorial guidelines and can rewrite it to meet outlet requirements, and the customer approves the final version before distribution.
How Does a Press Release Get Published?
A release reaches the public through three main routes, and they work very differently.
1. Through Newsrooms and Journalists
Reporters receive releases by email or wire feeds and decide whether the news is worth covering. If it is, they may write their own story, quote the release or request an interview. If not, nothing runs. This is earned media: the most credible outcome, but never guaranteed.
2. Through Wire and Distribution Services
Wire services such as PR Newswire, Business Wire and GlobeNewswire, along with other distribution services, deliver releases to media outlets and publish them on partner news sites, typically identified as press releases rather than staff reporting. This route is predictable: you choose the timing and know what will be published.
RedPress works this way, distributing releases to news sites across its press release distribution network. Plans are priced per campaign with no membership fee, and each campaign comes with a placement report listing the live links.
3. Through Your Own Newsroom
Most organizations also post releases on a newsroom page on their website. It becomes the official archive that journalists check for background and that search engines and AI assistants can find. For how much that helps, see whether press releases help SEO and how to get press releases cited in AI search.
What a Press Release Is Not
- Not an ad. Promotional copy, discount codes and hype are what editors cut or reject.
- Not a guarantee of coverage. Paid distribution publishes the release itself; it does not buy an independent story.
- Not a pitch. A pitch is a short, personal email to a journalist; the release is the formal document behind it.
FAQ — What Is a Press Release?
What is a press release in simple terms? An official announcement an organization writes in news style and sends to the media, so journalists and news sites can share the news accurately.
What is the main purpose of a press release? To put newsworthy information on the record, giving journalists reliable facts and quotes and creating a dated public account of the news.
What are the parts of a press release? A release line, headline, optional subheadline, dateline, lead paragraph, body, quote, optional call to action, boilerplate, media contact and an end mark such as ###.
How long should a press release be? Most fit on one or two pages, usually a few hundred words. Put the full story in the first paragraph and cut anything that doesn't add a fact.
Is a press release the same as a news article? No. The organization writes and controls a press release. A journalist writes a news article independently and may use the release as one source.
Who can issue a press release? Any business, nonprofit, school, public agency or individual with genuine news. What matters is that the information is factual and newsworthy, not the size of the organization.
Does a press release guarantee media coverage? No. Journalists choose what to cover. Distribution services can publish the release itself, but independent coverage is always the reporter's decision.
How much does it cost to distribute a press release? Emailing journalists yourself costs only time. Paid distribution varies by reach and service; RedPress plans start at $169 per campaign, with no membership fee.
Summary
A press release is the standard way an organization puts its news on the record. Knowing the definition, the parts and the publishing routes tells you when you need one and what a good one looks like.
Key takeaways:
- A press release is an official, news-style announcement issued to the media; "news release" and "media release" mean the same thing.
- The modern format is commonly traced to Ivy Lee's 1906 statement after a train wreck in Atlantic City.
- Core parts: headline, dateline, lead, body, quote, boilerplate and media contact, closed with ###.
- It differs from a news article, which a journalist writes independently, and a press statement, a short official response.
- Releases reach the public through journalists, wire and distribution services, and the organization's own newsroom.
Bottom line: A press release is neither an ad nor a guarantee of coverage. It is a factual, structured announcement that gives journalists, customers and search engines one accurate source for your news.
Ready to put your news on the record? See RedPress plans from $169 →
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Planning a release? See how our press release distribution service works, compare press release distribution pricing, or read our review of the best press release distribution services.