Have you heard about the benefits of a Press Release (PR) but do not know how to write it properly? Or are you not sure about the right press release length? Don’t worry! You are going to know about press release writing in depth in this post. In fact, it is a comprehensive guide that covers every aspect of a PR for businesses (companies), in particular.
What a Press Release Is.
A press release is some news or information that businesses spread out to inform the general public and the press. Press release meaning also refers to the same. Often, the Public Relations (PR) department of companies handles spreading such information. In order to spread such information to reach a wider audience, companies typically use newswire services.
What Is the Ideal Press Release Length?
Ideally, the press release length is 300 to 500 words. When writing it, you should make sure your press release does not last more than a page with spacing. In this respect, formatting is something that you cannot overlook. Press releases are short for a good reason. That is, catching readers’ attention with concise delivery of essential information.
Moreover, the following are several reasons why press releases are short in length:
- Journalists typically expect AP (Associated Press) style press releases for clarity, brevity, and relevance to ensure effective message delivery.
- Press releases are not blog posts that follow a blog post format and are usually longer. Unlike blog posts, press releases are short as they have to cover the main message with necessary supporting details.
- Keeping press releases short helps brands and companies get their message across to the audience quickly and effectively.
What Is the Purpose of a Press Release?
Companies write press releases on purpose to spread important business information to the audience. They may write it to announce the launch of a new product or promote a newsworthy event. However, companies leverage press release writing for more than just a single purpose.
Companies invest in press releases for various purposes other than just announcing new products or newsworthy events, as mentioned below:
- Alerting the Media to Capture Reporters’ Attention
- Sharing Important Information about a Client or Business for a Possible News Story with Press Coverage
- Promoting Brand Identity and Awareness
Why Is AP Style the Gold Standard for PR?
Associated Press style is the gold standard for PR for businesses for different reasons, as mentioned below:
1. Getting the Media Attention
Nowadays, journalists get information about a company from different sources. A website, social media posts, internal publications, and press releases, to name a few. When you write a press release in AP style, your chances of getting media attention with positive coverage increase. This is one of the reasons why AP style is the gold standard for a press release.
2. Boosting Business’s Credibility
It is important for companies to have consistency and continuity in every written document they produce. It ensures their target audience views them as a trustworthy resource in the industry. So, companies invest in AP style press release writing and distribution to boost their business’s credibility.
3. Leaving a Lasting Impression
When running a business, you have to ensure stakeholders have a good perception of your company and brand. Stakeholders include customers, prospects, potential employees, board members, and industry thought-leaders. Writing press releases in AP style with proper grammar usage leaves a lasting impression on your stakeholders. That is another reason why press releases in the Associated Press style are the gold standard.
Press Release Writing Format in AP Style
Press release format in AP style includes the following elements, step-by-step:
1. A Headline (H1)
A headline is the first element to use in press release writing. When writing your press release in the Associated Press style, you should use strong action verbs for your headline. It is important for capturing your readers’ attention from the start of your PR. Also, try to keep the headline short, with fewer than 100 characters with spacing.
2. Subheader
Just below the header (headline) of your press release, you will create a subheader. You should italicize your subheader and keep it centered, summarizing the core news.
3. The Dateline
Before starting the lead paragraph, you will use the Associated Press style dateline at the beginning of the paragraph. Here is the format for it:
City Name (All in Capital Letters), State Only When Cities Are Not Well-Known (Abbreviated), and the Date of the Release (Months Abbreviated with a Period If Over 5 Letters, Day, Year) Followed by an Em Dash with a Space.
Here is a press release example for the Associated Press style dateline: NEW YORK, July 18, 2025 —
4. The Lead Paragraph
You can start the lead paragraph immediately following the dateline, summarizing the essential details about the press release. It should answer the five Ws (Who, What, When, Where, and Why). It is important that you follow the Inverted Pyramid Approach for this. That is, covering the most important information at the beginning while covering the five Ws. Also, note that the Oxford comma is not used in AP-style press releases.
5. Short Paragraphs and Supporting Details
Next, you will expand on the lead paragraph in the body with short paragraphs. Use supporting details and quotes, with 1 quote from a relevant stakeholder. When creating these paragraphs, make sure you use one idea per paragraph. Encourage readers to take the desired action with a CTA (Call-to-Action) after the last body content paragraph. In this respect, you may provide a link to the landing page of a website or a microsite.
6. A Boilerplate
Conclude your press release with a boilerplate, including a brief description of the company/organization as follows:
About Company/Organization
Highlight the mission and expertise of the company/organization after a brief description.
7. Media Contact Information
Add Media Contact as an informative heading at the bottom left of your press release, including the following details, as available:
Media Contact:
Person’s Name
Job Title
Email:
Phone Number:
8. End with ###
Finally, indicate the end of the press release with three number signs, ###, centered on its own line.
Press Release Writing and Distribution
In order to communicate important information through a press release, organizations or companies follow a strategic communication process. That is, writing a press release first. Then, the distribution of a press release to disseminate that news or important information. For this purpose, companies or organizations can use various methods, such as:
- Newswire Services – to Send Information to Multiple Media Outlets
- Email Distribution – to Send News Directly to Journalists and Media Contacts
- Social Media Sharing – to Reach a Broader Audience
- Publishing on Website – for Easy Access to the Target Audience
Also, there are various benefits that businesses get via press release writing and distribution. Those benefits include the following:
- Increased Visibility
- Media Attention
- Enhanced Credibility
Not to mention, companies/organizations often hire newswire services to create and distribute press releases. Or they may hire an expert freelance press release writer to create newsworthy press releases at an affordable price.
Wrapping Up
A press release is some news that companies or organizations need to disseminate to the press and general public. Its ideal length is 300 to 500 words. Also, there are various purposes that it serves, like alerting the media and promoting a brand identity. The gold standard for press release writing is the Associated Press style.
Moreover, brands have to distribute press releases to spread the news to the press and general public after writing. For that purpose, they use newswire services, social media, and a few other resources.