A news release template is a pre-structured document for announcing newsworthy information to journalists, editors, and the public. It follows the inverted pyramid format: most important facts first, supporting detail second, background last. Using the right template ensures your announcement meets the formatting standards that editors expect before they consider covering it.
Key Highlights:
A news release and a press release use the same template. The terminology differs by industry, not format.
The standard format has nine elements: release instruction, headline, dateline, lead, body, quote, boilerplate, end marker, and media contact.
Your lead paragraph must answer who, what, when, where, and why in under 40 words.
Every numerical claim in a news release needs a named source and year, uncited figures are treated as low-authority content.
News Release vs Press Release - What's the Difference?
They are the same document. The format is identical, the structure is identical, and no wire service or editor will reject a submission based on which term you used.
The difference between news release and press release is purely industry-based.
"News release" is the preferred term in government communications, journalism schools, and public sector PR.
"Press release" dominates corporate PR, agency work, and tech. The AP Stylebook formally prefers "news release" but treats both as standard.
No platform will reject one term over the other.
Some practitioners draw a timing distinction: a news release covers something that already happened, while a press release announces something upcoming. In practice, most professionals use both terms interchangeably for both situations.
If you searched "news release template" and landed here expecting something different from a press release template, you are in the right place. Everything on this page applies to press release templates, media release templates, and PR announcements equally.
Standard News Release Template - Copy and Use
This is the full standard format. Copy it, replace the brackets, and it is ready to submit to a wire service or pitch directly to journalists. This media statement template works for businesses, government agencies, and nonprofits alike.
FOR IMMEDIATE RELEASE
[Or: EMBARGOED UNTIL: Month DD, YYYY, HH:MM AM/PM ET]
[HEADLINE - under 100 characters, active voice, present tense, specific]
[SUBHEADLINE - optional, one sentence of supporting context]
[CITY, State, Month DD, YYYY] - [Organization] today announced [what happened or is happening and why it matters in one sentence.]
[BODY PARAGRAPH 1 - supporting facts. Include a stat with named source + year if applicable. 2 to 3 sentences.]
[BODY PARAGRAPH 2 - additional context, mechanism, or next steps. 2 to 3 sentences.]
"[Direct quote from spokesperson.]" said [Full Name], [Title], [Organization]. "[Optional: second sentence of quote adding perspective, not restating the announcement.]"
[BODY PARAGRAPH 3 - optional. Third-party validation, customer data, or what happens next.]
About [Organization Name]
[Boilerplate: 60 to 100 words. Who you are, what you do, where you operate. Use the exact same text on every release.]
###
Media Contact:
[Full Name]
[Title]
[Organization Name]
[Email Address]
[Phone Number]
[Website URL]
Four Rules to follow in this news release template:
FOR IMMEDIATE RELEASE goes top-left, in all caps or swap it for EMBARGOED UNTIL: [Date/Time/Timezone] when sending to journalists ahead of a planned announcement.
### sits centered on its own line, signaling the release is complete. Everything below is editorial metadata, not for publication.
Never use a generic inbox like press@company.com; editors need a named person to follow up with.
The boilerplate is identical across every release, do not rewrite it per announcement.
News Release Format - Standard Structure Explained
The standard news release format follows AP Style, which is the style guide used by the majority of news outlets and wire services. Each element has one specific job. Here is what each section does and what editors look for.
1. Release Instruction
"FOR IMMEDIATE RELEASE" tells the editor they can publish right away. If the news is time-sensitive or under embargo, replace it with "EMBARGOED UNTIL: [Date / Time / Timezone]." This line goes top-left, in all caps, before the headline. This is standard practice when timed to a product launch, earnings announcement, or major event.
2. Headline
Keep it under 100 characters. Use active voice, present tense, and specific language. "GreenStack Raises $8M to Expand Carbon Tracking to 200 U.S. Facilities" beats "GreenStack Announces New Funding." Journalists receive hundreds of releases daily; the headline decides whether the email gets opened.
3. Dateline
Standard AP format: CITY, State, Month DD, YYYY. For example: NEW YORK, June 19, 2026. The dateline establishes where the news originates and when it was issued. For international organizations, use the city of the issuing office. Large standalone cities, CHICAGO, LOS ANGELES, NEW YORK do not require a state abbreviation per AP Style.
For a full breakdown of dateline rules across AP Style, city-only formats, and international releases, see what is a dateline in a press release?
4. Lead Paragraph
This is the most important paragraph in the entire document. It must answer who, what, when, where, and why in under 40 words. A journalist should be able to file a brief from the lead alone. If they need to keep reading to understand what happened, the lead needs a rewrite.
5. Body Paragraphs
Two to three paragraphs add supporting detail: statistics with named sources and years, context, background, and how the announcement works. Each paragraph adds one new piece of information. The body never repeats what the lead already said, that is wasted space editors will cut first.
6. Quote
One or two quotes from a named spokesperson; CEO, customer, or partner. Keep each under 40 words. Quotes should add perspective or opinion, not restate what the body already covered. "We are excited to announce" is not a useful quote and editors will cut it.
7. Boilerplate
The "About [Organization]" paragraph. Write it once, 60 to 100 words, and use it unchanged on every release. It is background context, not the story. Keep it factual and avoid superlatives. Avoid superlatives, avoid first-person language - journalists may lift boilerplate text directly into their articles, and first-person reads oddly in a news context.
8. ### or ENDS
Three hash marks (###) or the word ENDS, centered on their own line below the boilerplate. This is the universal signal that the release is complete. Anything below it is editorial metadata, not content for publication. It is not decorative, it confirms to journalists and wire services that nothing was cut off in transmission.
9. Media Contact Block
Named person, direct email, direct phone, and website. This goes below the ### marker. Editors who want to follow up or request an interview need a real human to contact, a generic newsroom inbox kills follow-up every time.
For a deeper walkthrough on crafting each section from scratch, read the full guide: how to write a press release.
News Release Templates by Announcement Type
Here are five short-form press announcement templates for the most common announcement types. Adapt the structure and replace the brackets with your details.
Corporate Announcement
FOR IMMEDIATE RELEASE [HEADLINE: Organization Name Does / Achieves / Completes X] [CITY, State, Date] — [Organization] today [announced/completed/signed] [what happened]. [Why it matters in one sentence.] [Supporting detail. Named stat with source + year if available.] "[Quote from CEO or senior leader.]" said [Name], [Title]. [Next step or timeline.] About [Organization] ### Contact |
Product Launch
FOR IMMEDIATE RELEASE [HEADLINE: Organization Launches [Product] for [Audience] to [Benefit]] [CITY, State, Date] — [Organization] today released [product name], [what it does], available [date / where / how]. [Market problem it solves. Named stat with source + year.] "[Quote from product lead or a customer.]" said [Name], [Title]. [Pricing, availability, and where to learn more.] About [Organization] ### Contact |
Event Announcement
FOR IMMEDIATE RELEASE [HEADLINE: [Event Name] Brings [Topic / Number of Attendees] to [City] on [Date]] [CITY, State, Date] — [Organization] will host [event name] on [date] at [venue / format]. [Who it is for and what will happen.] [Registration link or ticket details.] "[Quote from organizer.]" said [Name], [Title]. About [Organization] ### Contact |
Government / Nonprofit
FOR IMMEDIATE RELEASE [HEADLINE: [Agency/Org] Announces [Policy/Program/Funding] for [Audience]] [CITY, State, Date] — [Agency/Organization] today announced [what], effective [date]. [Who is affected and what they need to know.] [Named stat on scope or impact — Source, Year.] "[Quote from official spokesperson or director.]" said [Name], [Title]. About [Agency/Organization] ### Contact |
New Hire / Executive Appointment
FOR IMMEDIATE RELEASE [HEADLINE: [Organization] Names [Full Name] as [Title]] [CITY, State, Date] — [Organization] today announced the appointment of [Name] as [Title], effective [date]. [One sentence on background and why they were chosen.] "[Quote from incoming executive.]" said [Name]. "[Quote from CEO or hiring executive.]" said [Name], [Title]. [Brief note on what the role will focus on going forward.] About [Organization] ### Contact |
Need templates organized by announcement category? See all press release templates by type.
