How to use this template
Put the news first and the background last, so a reporter can cut from the bottom without losing the story. The lead after the dateline says who did what, when, where and why, in two or three sentences.
Write one paragraph over each grey line: the supporting facts (what's new, who it's for, what it costs, when it's available), then context and evidence, then what happens next, with a link.
Quotes say why it matters, in words the person would say out loud, never a list of features. Have each person quoted approve their words in writing.
For an embargo, change the first line to “EMBARGOED UNTIL” with the date, time and time zone. Keep the ### at the end: it tells a reporter the release is over.
Keep it to one page, about 300–500 words, in plain words. Cut “excited to announce”, “revolutionary”, “industry-leading” and any claim you can't prove.
Send it in the body of your email, with the headline as the subject line, and attach photos rather than the release. Delete this box, the example and the checklist first.
FOR IMMEDIATE RELEASE
[Headline]
[Subhead: one sentence]
[CITY, State], [Month DD, YYYY] —
See an example
Headline: Pathlight launches offline maps for rural health workers
Subhead: The free app lets community health workers in Kenya and Uganda plan home visits without a mobile signal.
Lead: NAIROBI, Kenya, March 4, 2026 — Pathlight today released Pathlight Maps, a free Android app that gives community health workers directions and visit lists that work without a mobile connection. It is available now in Kenya and Uganda, where a pilot with 1,200 health workers cut missed home visits by 30 percent last year.
Quote: “Our health workers were losing a day a week just finding houses,” said Amina Otieno, chief executive of Pathlight. “Now the map works in their pocket, signal or not.”
Supporting facts: what, who for, price, availability
“[Quote],” said [Name], [title] of [Company].
Context and evidence
Optional: Customer or partner quote
“[Quote],” said [Name], [title] of [Organization].
What happens next, with a link
About [Company]
The same two or three sentences on every release
Media contact
Name:
Email:
Phone:
Press kit:
###
Before you send
The release line is right: FOR IMMEDIATE RELEASE, or the embargo's date, time and time zone
The first paragraph alone tells the story: who, what, when, where and why
Every name, title and number is checked, and every link opens
Each person quoted has approved their words
The media contact can be reached on the day it goes out
Every grey line and bracket is replaced, and the text is back to the default colour