A press release form is a structured document used to write or submit a press release. It comes in two types: a writing template with labeled fields you fill in to build your announcement, and an online submission form on a wire service where you paste or upload your finished release for distribution. Both follow the same standard structure: headline, dateline, body, boilerplate, and contact information and both exist to make the process faster and less error-prone.
Key Highlights:
Press release forms come in two types: writing templates and wire service submission forms.
Every form, regardless of type, requires the same six core fields.
Filling a template correctly takes under 30 minutes when you follow a structured approach.
EasyPRwire's submission form accepts your release and distributes it to hundreds of outlets in one step.
What Are Press Release Forms?
The term "press release form" means two different things depending on what you're searching for, and that's worth clearing up first.
A writing form (or template) is a blank document with pre-labeled sections: headline, dateline, lead paragraph, body, boilerplate, and contact info. You fill in each field and your press release is done.
A submission form is the online form on a PR distribution platform where you paste your finished release, choose your distribution targets, schedule the send date, and complete your order.
Most people need both. You write using a template, then submit through a distribution platform's form.
According to Cision's 2025 State of the Media Report, 72% of journalists still consider press releases the most useful resource PR teams can provide, meaning how your form looks on arrival matters as much as what it says.
Press Release Writing Form (Fillable Template)
A press release writing form is the skeleton every announcement is built on. The standard fields are universal: wire services, journalists, and editors all expect the same structure.
Here are the six required fields in every writing template:
Field | What Goes Here |
FOR IMMEDIATE RELEASE | Release timing or a specific embargo date |
Headline | 80 characters max; includes company name and main news |
Dateline | CITY, State, Month Day, Year - at the start of the first paragraph |
Lead Paragraph | Who, what, when, where, why in 2-3 sentences |
Body (2-3 paragraphs) | Supporting detail, quotes, statistics, background |
Boilerplate | 3-5 sentence company description, same on every release |
Media Contact | Name, title, email, phone number |
A strong writing form also includes one blockquote placeholder for a quote from an executive or spokesperson. According to PR Newswire's 2025 Global State of the Press Release report, 9 in 10 companies now include multimedia in press releases, and releases with quotes and rich media receive substantially higher journalist engagement than text-only submissions
You can find a ready-to-use press release template in our press release template for Word, or browse fully formatted press release samples to see real examples.
Press Release Submission Form - What to Expect
Once your release is written, the next step is submitting it through a distribution service. Every wire service has an online submission form, and they all ask for roughly the same information.
Here's what a typical submission form includes:
Submission Form Field | Purpose |
Headline | Pulled directly from your release |
Release body / text | Paste or type your full release here |
Contact information | Name, email, phone - required by most services |
Industry / category | Helps route your release to relevant journalists |
Distribution region | Local, national, or global reach |
Release date / schedule | Immediate release or scheduled embargo |
Multimedia attachments | Logo, images, video - boosts engagement significantly |
EIN Presswire, Business Wire, and EasyPRwire all use this format. The key difference is what happens after you click submit: a quality press release distribution service edits, formats, and pushes your release to verified media contacts, not just open-access aggregators.
How to Fill Out a Press Release Form Step by Step?
This is where most people slow down. Here's the process that works, whether you're using a Word template or an online submission form. Each step includes what to write and what it looks like in practice.
Step 1: Write your headline
Keep it under 80 characters. Lead with the most important word. Include your brand name. Avoid question marks and exclamation points.
Weak: "Company Announces New Product" Strong: "Apex Tools Launches AI-Powered Inventory Scanner for Small Retailers"
The second version names the company, names the product, and tells you who it's for, all in one line.
Step 2: Add your dateline
Format: CITY, State, Month Day, Year - placed at the very start of your first paragraph, followed by a dash.
Example: NEW YORK, NY, June 23, 2026 —
If your business is based in a city journalists recognize, use it. It signals relevance and locality immediately.
Step 3: Write your lead paragraph
Answer who, what, when, where, and why in two to three sentences. This paragraph should work as a standalone summary. Journalists decide whether to keep reading based on this alone.
Example: "Apex Tools (NYSE: APX) today launched ScanPro, an AI-powered inventory scanner designed for small retailers with under 50 employees. The device integrates with existing POS systems and reduces manual stock counts by 80%. ScanPro is available nationwide starting July 1, 2026, at $299 per unit."
Every W is answered. A journalist could publish just this paragraph.
Step 4: Build your body (two to three paragraphs)
Add supporting detail, a relevant statistic with a named source, and at least one direct quote from a company representative.
Quote example - weak: "We are thrilled to launch this product and believe it will change the industry."
Quote example - strong: "Small retailers lose an average of $50,000 per year to inventory errors. ScanPro was built specifically to close that gap," said James Ford, CEO of Apex Tools.
The strong quote explains a problem, names the solution, and gives a journalist something to excerpt.
Step 5: Paste your boilerplate
This is a 3-5 sentence "About Us" paragraph. Write it once, keep it consistent, and paste it at the bottom of every release.
Example: "Apex Tools is a hardware technology company headquartered in New York, NY. Founded in 2018, Apex Tools develops inventory and workflow automation solutions for independent retailers across North America. The company serves over 4,000 businesses in 32 states. For more information, visit apextools.com."
Same boilerplate. Every release. No exceptions.
Step 6: Add media contact information
Include a full name, title, email, and phone number. Business Wire confirms that the headline, dateline city, and media contact are the three non-negotiable fields on every submission.
Example: Contact: Sarah Kim, PR Manager Email: press@apextools.com Phone: +1 (212) 555-0198
Step 7: Attach multimedia
A logo at minimum. A product image if you have one. According to Prezly's 2025 PR Trends data, multimedia press releases receive up to 9.7x more views than text-only versions. (Source: Prezly, 2025)
Step 8: Choose your distribution settings
Select your industry category (e.g., Technology, Retail), your target region (local, national, or global), and your release date. Then submit.
If you're distributing for the first time, review press release samples in your industry before hitting send, seeing a finished example removes most of the uncertainty.
Press Release Form for Different Use Cases
Not every announcement uses the same template. The core structure stays the same, but the emphasis shifts depending on what you're announcing.
Use Case | What to Emphasize in the Form |
Product launch | Lead with product name and key benefit; add pricing and availability in body |
Company milestone | Open with the achievement; include a quote from the CEO or founder |
Event announcement | Who, what, when, where in the first sentence; add RSVP or ticket info |
New hire / executive appointment | Lead with name and title; include a 2-3 sentence bio in the body |
Partnership or acquisition | Name both companies in the headline; explain the strategic outcome |
Award or recognition | State the award and awarding body upfront; quote the recipient |
For industries like finance and healthcare, many wire services require a "Full Service" submission. It means a human editor reviews formatting before distribution. For most business announcements, the standard self-service form is sufficient.
Download our press release templates library to see finished examples across each category before you write yours.
Ready to distribute?
Skip the guesswork and use a platform built for it. EasyPRwire's press release distribution puts your announcement in front of the right journalists: formatted, verified, and live within hours.
Key Takeaways
Press release forms serve two purposes: writing templates to draft your announcement and submission forms to distribute it.
Every press release requires the same six core fields: headline, dateline, lead paragraph, body, boilerplate, and contact information.
The step-by-step section examples show that small wording decisions in headlines and quotes especially directly determine whether a journalist reads further.
The submission form on your distribution platform is where reach is determined; industry category, region, and multimedia all affect pickup rates.
Frequently Asked Questions
What is a press release form?
A press release form is either a writing template with labeled fields: headline, dateline, body, boilerplate, contact that you fill in to create a release, or an online submission form on a wire service where you upload your finished release for distribution. The two are often confused because they share the same required fields. If you're writing your first release, start with the template. If your release is ready, go to the submission form.
Is a press release form the same as a press release template?
They're closely related but different. A press release template is a document, usually a Word or Google Doc file with placeholder text you replace with your own content. A press release form is typically an interactive, online version of the same structure, either a fillable PDF or a web-based form on a distribution platform. Both serve the same purpose: ensuring your announcement includes every required element before it reaches a journalist.
What information is required on a press release submission form?
Every major wire service requires a headline, the full release body text, and at least one media contact method (email or phone). Most also require you to select an industry category and distribution region. Business Wire confirms that the headline, dateline city, and media contact are the three non-negotiable fields, everything else enhances the release but is technically optional.
How long does it take to fill out and submit a press release?
Writing a release using a structured template takes 20-45 minutes for most business announcements. Completing the submission form on a wire service takes an additional 5-10 minutes. EasyPRwire's submission process is a single-page form: paste your release, choose your targets, and submit. If you're submitting for the first time, budget an hour total to review everything before it goes live. See EasyPRwire's pricing options to choose the right distribution package before you submit.
