A press release writer turns a real announcement into a short, factual document that journalists can understand and use. The work starts with news value, not sales language, and ends with a release that answers who, what, when, where, why, and how.
This press release example guide shows the workflow, from the lead and quotation to the boilerplate and final edit. It also includes practical press release tips for making a release clear to both reporters and the people who approve it.
What a press release writer does
A press release writer identifies the strongest new fact, decides which audience needs it, and builds the document around that point. The writer checks claims, removes vague praise, supplies missing details, and gives the release a logical order.
The standard components are a release label, headline, optional subheadline, dateline, factual lead, supporting details, quotation, boilerplate, media contact, and an end mark. The writer also confirms names, titles, figures, dates, links, and spelling before publication.
A release is not an advertisement made only of promotional claims. Advertising asks people to buy or act; a release gives news organizations a timely fact they may report. A capable press release writer may include a benefit, but supports it with evidence, context, and a clear source.
How to find and frame the news
Start by asking what changed today. A launch, appointment, funding award, partnership, study, opening, or measurable milestone can be news. “We are excited” is not news unless the release explains what happened and why it matters.
Use one main angle. For example, “Lumen Health opens a clinic” is broad, while “Lumen Health opens a free evening clinic for 2,000 uninsured residents” gives the reader a specific impact.
Write the lead in one or two sentences. State the organization, action, place, date or timing, and most important result. Put secondary history later rather than making readers search for the announcement.
A useful quotation adds meaning that a fact alone cannot provide. It should explain the decision, effect, or next step in natural language. Avoid quotes that merely repeat the headline, such as “This is an exciting and important announcement.”
Press release example: two complete models
These models use invented organizations and show how the parts work together.
FOR IMMEDIATE RELEASE
Lumen Health opens free evening clinic in Northbridge
New service will offer primary care appointments to uninsured residents five nights a week.
NORTHBRIDGE, June 12, 2025 — Lumen Health today opened a free evening clinic at 18 Cedar Street, giving uninsured Northbridge residents access to primary care appointments from 5 to 9 p.m., Monday through Friday.
“People should not have to choose between a shift at work and a basic medical visit,” said Dr. Maya Chen, medical director of Lumen Health. “Evening hours remove one of the biggest barriers our patients have described.”
The clinic will provide routine checkups, vaccinations, blood-pressure screenings, and referrals. Patients can book appointments at lumenhealth.org/evening or call 555-0148.
About Lumen Health: Lumen Health is a nonprofit community health provider serving Northbridge and surrounding counties through clinics, mobile services, and health education programs.
Media contact: Jordan Lee, Communications Manager, [email protected], 555-0192
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FOR IMMEDIATE RELEASE
Harbor House receives $250,000 grant for youth apprenticeships
Funding will support paid training and job placements for 60 local students.
RIVERGATE, September 4, 2025 — Harbor House today announced a $250,000 grant from the North County Foundation to expand its paid technology apprenticeship program for students ages 16 to 19.
“A paid first job can change how a young person sees the future,” said Elena Ortiz, executive director of Harbor House. “This grant lets us pair classroom learning with real work and a clear path to employment.”
The 12-month program will enroll 60 students, who will receive digital-skills training, workplace mentoring, and placements with local employers. Applications open October 1 at harborhouse.org/apprenticeships.
About Harbor House: Harbor House is a Rivergate nonprofit that provides education, mentoring, and employment support to young people and their families.
Media contact: Marcus Bell, Director of Communications, [email protected], 555-0166
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Press release tips and final checks
- Lead with the change. Make the first sentence understandable without background knowledge.
- Use precise proof. Add dates, locations, amounts, audience size, study findings, or named partners when they support the news.
- Keep the structure scannable. Use a short headline, brief paragraphs, one or two quotations, and a compact boilerplate.
- Write for the intended reader. Explain technical terms and include the detail a local, trade, or business reporter is likely to need.
- Make the quote useful. Give the speaker a reason, consequence, or human perspective rather than a slogan.
- Separate fact from promotion. Replace “leading” or “revolutionary” with verifiable information.
Before sending, check that the headline matches the lead, the lead matches the body, and every number has been approved. Confirm the quotation, contact details, links, dateline, release timing, and boilerplate. Then cut repetition and read the release aloud: any sentence that sounds like an advertisement or needs several rereads should be rewritten.
