A well-written press release is still one of the most effective ways to get media coverage, build backlinks, and establish credibility. The problem is that most teams either do not know how to format one properly or do not have the time to write one from scratch every time they have news to share.

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This free press release template generator walks you through every section of a standard press release, from headline to boilerplate. Fill in the fields, and it produces a properly formatted press release following AP style guidelines that you can copy as plain text for email distribution or as HTML for your website.

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How the press release template generator works

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Enter your headline, subheadline, dateline, and the core sections of your press release: the opening paragraph that states the news, the context paragraph that explains why it matters, and the details paragraph that covers specifics.

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Add a quote from a company leader and optionally a second quote from a customer or partner. Fill in your company boilerplate and media contact information, and the generator assembles everything into a properly structured press release with correct formatting.

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You get two output formats. Plain text is what you paste into an email when pitching journalists directly. HTML is what you post on your website's press or news page for SEO value and credibility.

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What is the correct format for a press release

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A standard press release follows a specific structure that journalists expect and editors recognize. Deviating from this format does not make your press release creative. It makes it harder to read and more likely to be ignored.

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The structure is: FOR IMMEDIATE RELEASE header, headline, optional subheadline, dateline with city and date, opening paragraph with the news, context paragraph explaining why it matters, details paragraph with specifics, one or two quotes from relevant people, company boilerplate, media contact information, and the traditional ### ending mark.

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The opening paragraph is the most important. It should answer who, what, when, where, and why in the first two to three sentences. Journalists decide whether to read further based entirely on this paragraph. If the news is not clear within the first 50 words, the press release has failed.

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How to write a press release headline

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A press release headline should state the news in plain language. It is not a blog title designed to generate curiosity. It is a news headline designed to communicate facts.

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Compare these two approaches:

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Bad: "The Future of Marketing Is Here."

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Good: "Systems-Led Growth Launches AI Platform That Consolidates Marketing Tool Stacks for B2B Teams."

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The first headline says nothing. The second tells a journalist exactly what happened, who did it, and who it affects. Write your headline as if a reporter will use it verbatim in their article, because sometimes they will.

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How to write a good press release quote

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Quotes in a press release serve a specific purpose: they add a human voice and opinion that the factual paragraphs cannot include. A good quote says something that a journalist could not write themselves. It expresses a point of view, a vision, or a reaction.

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Bad: "We are excited to announce this new product."

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Good: "Most marketing teams are stuck duct-taping ten tools together. We built the layer that makes them work as one system."

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The first quote is generic and says nothing. Every company is "excited to announce" something. The second quote makes a specific claim with conviction. That is quotable. That is what a journalist might actually include in their article.

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How to write a company boilerplate

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The boilerplate is the "About" section at the bottom of every press release.

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It should be two to three sentences that explain what your company does, who you serve, and one proof point that establishes credibility. Keep the same boilerplate across all press releases for consistency, updating it only when something significant changes like a funding round, acquisition, or milestone.

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A good boilerplate reads like: "Systems-Led Growth is an AI-powered platform that helps B2B marketing teams consolidate their tool stack, build custom agents, and connect content to pipeline. Founded in 2026, SLG serves lean teams that need enterprise-grade marketing systems without enterprise-grade headcount."

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Where to distribute your press release

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The most effective distribution method is direct email to journalists who cover your industry. A personalized pitch with the press release pasted below is more likely to get coverage than a wire service blast. Build a media list of 20 to 30 relevant journalists and send individually.

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Post the press release on your own website under a dedicated press or news section. This creates a permanent, indexable record of your announcement that earns SEO value over time. Link to it from your social media channels and include it in your email newsletter.

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Wire services like PR Newswire and Business Wire are useful for major announcements like funding rounds, acquisitions, or executive hires where broad distribution matters. For product launches and feature updates, direct outreach typically outperforms paid distribution.

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Common press release mistakes

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The most common mistake is writing a press release when there is no actual news. A new blog post is not news. A minor feature update is not news. A press release should announce something that a journalist would consider worth covering: a launch, a partnership, a funding round, a major milestone, or original research with surprising findings.

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The second mistake is writing it like marketing copy instead of a news document. Press releases should be factual, specific, and quotable. Save the persuasive language for your landing page. The press release is a news document that happens to be about your company.

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The third mistake is burying the news. If a journalist has to read three paragraphs before understanding what you are announcing, they will not read three paragraphs. Lead with the news. Always.

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Who this tool is for

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This press release template generator is built for founders, marketing managers, PR professionals, and anyone who needs to write a properly formatted press release without hiring an agency or starting from a blank page. Enter your information, generate the release, and distribute it the same day.

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