# Press Release Writing > A press release is a short, journalist-facing news document with a single goal: make it so easy to publish your news that a busy reporter (or a wire-service automated feed) can run it nearly verbatim. Parent: [Writing and Documentation](https://llms-explorer.com/tree/writing-and-documentation/) · 14 facets · 54 facts · page: https://llms-explorer.com/tree/press-release-writing/ ## Overview - A press release is a short, journalist-facing news document with a single goal: make it so easy to publish your news that a busy reporter (or a wire-service automated feed) can run it nearly verbatim. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#overview` - The defining traits of a press release: — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#overview` - Third person, past or present tense, never "we" — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#overview` - Inverted-pyramid structure — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#overview` - AP Style dateline at the top of the body — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#overview` - Stable boilerplate at the bottom (the "About" paragraph) — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#overview` - Quote attribution that is publication-ready — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#overview` - End mark: ### centered on its own line — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#overview` - 400–600 words is the sweet spot — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#overview` ## 1. The headline (and the subhead) - Under ~100 characters. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#1-the-headline-and-the-subhead` - No marketing puffery: avoid "industry-leading," "revolutionary," "best-in-class." — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#1-the-headline-and-the-subhead` - State the news, not the spin. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#1-the-headline-and-the-subhead` ## 2. Release-type tag - FOR IMMEDIATE RELEASE - the default — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#2-release-type-tag` - EMBARGOED UNTIL: [Day, Month Day, Year, HH:MM TIME ZONE] — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#2-release-type-tag` - MEDIA ADVISORY - for an upcoming event/availability — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#2-release-type-tag` - Always include the time zone for embargoes. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#2-release-type-tag` ## 3. The dateline (AP Style) - City name in ALL CAPS — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#3-the-dateline-ap-style` - AP state abbreviation (not USPS!) — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#3-the-dateline-ap-style` - Date written out: Nov. 12, 2026 (AP uses abbreviated months for Jan., Feb., Aug., Sept., Oct., Nov., Dec.) — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#3-the-dateline-ap-style` - Em dash (—) before the lede — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#3-the-dateline-ap-style` ## 4. The lede (and the five Ws) - The first sentence must contain Who, What, When, Where, Why. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#4-the-lede-and-the-five-ws` - Bad lede: > Acme Corp, a leading provider of analytics solutions, is excited to announce today an important new milestone in its ongoing growth journey. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#4-the-lede-and-the-five-ws` - Good lede: > Acme Corp today announced it has acquired Beta Analytics, a Boston-based real-time data platform, for $400 million in cash and stock. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#4-the-lede-and-the-five-ws` ## 5. The body (inverted pyramid) - Paragraph 2: amplification - the size, the scope, the differentiator. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#5-the-body-inverted-pyramid` - Paragraph 3: the executive quote. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#5-the-body-inverted-pyramid` - Paragraph 4–5: supporting detail. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#5-the-body-inverted-pyramid` - Paragraph 6: optional second quote. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#5-the-body-inverted-pyramid` - Paragraph 7: practical info - availability, pricing, link. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#5-the-body-inverted-pyramid` - Boilerplate: stable "About" paragraph(s). — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#5-the-body-inverted-pyramid` - Media contact block. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#5-the-body-inverted-pyramid` ## 6. Quote attribution - Standard pattern: > "We chose Beta because their real-time architecture is the strongest in the market," said Jane Doe, CEO of Acme Corp. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#6-quote-attribution` - Attribution after the first sentence of the quote. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#6-quote-attribution` - said is the AP-standard verb. Avoid stated, commented, noted, exclaimed. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#6-quote-attribution` - Full name + title + company on first reference. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#6-quote-attribution` ## 7. The boilerplate - 60–120 words. Updated when a hard fact changes. — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#7-the-boilerplate` ## 9. The end mark - The release ends with ### centered on its own line (or the older -30-). — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#9-the-end-mark` ## References - How to Write an AP Style Press Release - PR Newswire — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#references` - AP Stylebook — source: `https://llms-explorer.com/sources/mdb-context-hub/press-release-writing/#references` ## Where this helps - Announcing a funding round, acquisition, product launch, or executive hire in a format a wire service or reporter can run nearly verbatim. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - Distinguishing between a genuine news release and a marketing blog post dressed up with a dateline, when the audience is journalists rather than customers. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - Preparing an embargoed release ahead of a scheduled announcement, where the timing and time zone details matter as much as the content. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - Coaching an executive whose quote reads like ad copy into something that sounds like something a person would actually say in an interview. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* ## How to apply this - Write the lede as one sentence covering Who, What, When, Where, and Why before drafting anything else, then build the inverted-pyramid body outward from it. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - Draft the headline under 100 characters stating the news itself, stripped of marketing puffery like "industry-leading" or "revolutionary." — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - Format the dateline in AP style — city in ALL CAPS, AP state abbreviation (not USPS), abbreviated month where AP requires it — before the em dash and lede. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - Keep the boilerplate to 60–120 words and update it whenever a hard fact about the company changes, since it's reused verbatim across releases. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* ## Antipatterns - Opening with a "we're excited to announce" lede instead of stating who did what, when, where, and why in the first sentence. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - Using "we" or first-person voice anywhere in the release body — press releases are third person throughout, even when quoting the company's own executive. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - Choosing a quote-attribution verb other than "said" (stated, commented, noted, exclaimed) — AP style expects "said" as the default. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - Padding the release past the 400–600 word sweet spot with detail that belongs in a follow-up briefing, making it harder for a reporter to run close to verbatim. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* ## Known issues - A press release's success depends on wire pickup and journalist judgment, not just correct formatting — a technically perfect release can still go unpublished if the news itself isn't newsworthy. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - Embargo dates depend on every recipient honoring them; a release marked "EMBARGOED UNTIL" has no technical enforcement mechanism, only the norm that reporters and wire services respect it. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - AP Style state abbreviations differ from USPS abbreviations (for example "Calif." not "CA"), which is an easy error for anyone used to postal addressing conventions. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)* - The 400–600 word target is a norm for general business news, not a hard rule for every release type — a product-availability notice or media advisory may legitimately run shorter. — [source](https://llms-explorer.com/tree/press-release-writing/) *(AI-suggested, synthesized from this pack's existing facts — not extracted from a source document.)*