Press Release Template

About this template

When to use

Sending a press release to media or partners as an official letter. This document is the covering letter, not the release itself; the material travels as attachments. The default subject line reads as transmittal of the press-release form with a request for cooperation, and three attachments are listed – a summary of the release, a detailed note on the key figures, and the photo material – so the template assumes you split the package that way. Page two carries a review-comment reply form the recipient fills in and returns.

Filling order

1. Replace the masthead company name and the recipient line; leave the (via) field empty when there is no intermediate approving body.
2. Write the subject as object plus action, replacing the generic form name with the actual material.
3. Numbered paragraphs run 1. greeting, 2. overview, 3. detail. Paragraph 2 currently says the document is written in order from release overview to enquiry contact – rewrite that first.
4. Under 3 sit three lettered items – release overview, announcement content, quotes from named people – each with an explanatory line and three numbered sub-lines carrying sample values such as a 09:00 release time on 4 March, coverage across 12 provinces and cities, and two sentences quoted from the CEO. Replace them with your own.
5. Paragraph 4 splits working consultation into three rounds (summary and background, key figures and quotes, photos and press enquiries), and paragraph 5 lists the figures: release time 09:00, 24 outlets, 3 attached photos, 800 characters of body copy. Replace both lines.
6. Paragraph 6 is the cooperation request and enquiry note, so keep its contact consistent with the details block below.
7. List attachments with copy counts and close the final line with the end marker; if you drop an attachment, the marker moves to the new last line.
8. Fill the signing line and seal-omitted note, then drafter, reviewer, approver and cooperating officer, the reference number and date, and the address, phone and disclosure line.
9. On page two, set the reply deadline, reply method and enquiry number, and send the three-column table (review item, comment, person in charge) with its seven body rows empty.

Numbering

Body items go three levels at most: 1., then a., then 1). Finer detail belongs in an attachment. The form ends with lines for the replying organization and the signer’s title and name, so leave that space blank for the recipient.

Values to replace

• Subject, e.g. transmittal of the 2026 brand renewal release, publication requested.
• Reference, e.g. PR-2026-0032 (2026-03-04).
• Figures line, e.g. release time 08:30, 31 outlets, 5 photos, 1,200 characters.

Common mistakes

• Letting the reference quoted in the page-two notice drift from the page-one reference; both ship with the same number, so changing only one breaks the pair.
• Leaving a mismatched particle after the department name in the reply-method line when you rename the team.
• Deleting the end marker after the attachments; with no attachments it goes one space after the last body character.
• Sending to several bodies but naming only one recipient.
• Pre-filling the seven empty rows on page two; that table is the recipient’s to complete, and the notice tells them to add rows if they need more.