How to Write a Press Release Journalists Will Read
A press release structure with headline, lead paragraph, quotes and boilerplate, plus common mistakes.
A press release should give journalists everything they need quickly.
Write a headline that states the news
Journalists scan dozens of releases a day, so the headline should say exactly what happened in plain words: who did what, and why it matters. Save adjectives such as 'revolutionary' for nothing. A sub-headline can add one supporting fact, such as the amount raised or the number of cities covered.
Put the essentials in the first paragraph
The opening paragraph should answer who, what, when, where and why in two or three sentences. If a reporter reads only this paragraph, they should be able to write a short news item. Include the dateline (city and date) at the start, which is still standard practice in Indian newsrooms.
Add supporting details in order of importance
Follow with context: market size from a credible source, customer numbers you can verify, product specifications, pricing and availability. Use the 'inverted pyramid', with the most important facts first, so editors can cut from the bottom without losing meaning.
Use one quote that adds perspective
A good quote explains why the news matters or what comes next, in a voice that sounds human. Avoid quotes that repeat facts already stated or string together buzzwords. One strong quote from a founder and, optionally, one from a partner or customer is enough.
Finish with boilerplate and a reachable contact
End with a short, factual 'About' paragraph and a media contact who will actually answer the phone and email. Add a link to high-resolution images, logos and spokesperson photos. Missing contacts and broken image links are among the most common reasons coverage does not happen.
Need help putting this into practice? Gravmo offers press release writing and distribution. Get a proposal or message us on WhatsApp.
Frequently asked questions
How long should a press release be?
Usually 400 to 600 words.
Should I include images?
Yes, provide high-resolution images and logos through a link.
Written and reviewed by Gravmo's marketing team. Read our editorial policy.
Related articles
PR for Startups in India: Getting Your First Coverage
How startups can build media relationships, find newsworthy angles and prepare for interviews.
Online Reputation Management: A Practical Guide
How businesses can monitor reviews and mentions, respond professionally and strengthen accurate search results.
Crisis Communication Plan: What Every Brand Should Prepare
The components of a crisis communication plan, from risk mapping to holding statements and review.
Founder Personal Branding on LinkedIn: A Practical Playbook
How founders can build credibility on LinkedIn with consistent, genuine content.
Ready to grow with Gravmo?
Tell us about your business and goals. We will review your current marketing and suggest a practical plan, with no obligation.