How to Write a Press Release UK: Format, Example and Template
Published 7 Aug 2025 · Updated 9 Oct 2026
How to write a press release UK editors will read: lead with a short headline and answer who, what, when, where and why in the first paragraph. Add a named quote, then finish with notes to editors and contact details. Keep it to one page. This guide gives an example and a template.
What is a press release?
A press release is a short news story that an organisation writes for journalists. It tells them something new in a form they can use quickly. Reporters read the headline first and often stop there, so the news must come first.
Students meet the format in PR, journalism and marketing modules. Small businesses, charities and schools use it to get local coverage.
How to write a press release UK step by step
- Find the news. Ask what is new, who it affects and why now.
- Write the headline and opening paragraph first, then build the body.
- Add one named quote and the supporting facts.
- Finish with notes to editors, contact details and an ENDS marker.
- Check every name, date and figure, then send.
Guides differ slightly on word count and order, so follow your course brief if you are writing for an assignment.
Press release format
A standard UK release fits on one page, or two sides of A4 at most. Put the release date or embargo line at the top, then the headline. Key facts must sit on the first page, as high as possible.
| Part | What it contains |
|---|---|
| Release line | 'For immediate release' or an embargo date and time |
| Headline | Short, factual and active |
| Opening paragraph | Who, what, when, where and why |
| Body | Facts and figures, most important first |
| Quote | Named person, job title and an approved opinion |
| ENDS | Shows editors that the text for publication has finished |
| Notes to editors | Background, photos and an 'About us' paragraph |
| Contact | Name, email address and phone number |
Headline and opening paragraph
Write the headline last or rewrite it at the end. Keep the opening to one sentence of about 25 to 30 words. Oxfam's guide suggests 30 words or fewer, and startups.co.uk suggests under 25. Put the place name in so regional editors see the local link.
Quote placement
Place the quote early, usually in the third paragraph. Editors cut from the bottom, so a quote near the end is the first thing lost. Use the speaker's full name and role. Keep it to one or two short sentences with a clear opinion.
Notes to editors
This block sits after ENDS. Use it for the boilerplate, photo details and interview availability. A boilerplate is a standard two to four sentence description of your organisation, used unchanged on every release.
Press release example UK
This example is invented, so do not copy it. The notes show why each part is there.
| Part of the release | Invented example |
|---|---|
| Release line | FOR IMMEDIATE RELEASE |
| Headline | Stockport library lends laptops free to jobseekers |
| Opening paragraph | Stockport, 14 October 2026: Heaton Moor Library will lend 30 laptops to local jobseekers for two weeks at no charge from Monday 20 October. |
| Body | A £6,000 community grant funds the scheme. Borrowers need a library card and photo ID. [Invented figures] |
| Quote | 'Many people apply for jobs on a phone,' said librarian Dana Okafor. 'A laptop makes a CV far easier.' |
| ENDS | ENDS |
| Notes to editors | Heaton Moor Library has about 9,000 members. Launch photos available. |
| Contact | Name, job title, email address and phone number |
Notice what is missing: no adjectives such as 'exciting', and no sales pitch. Every line is a fact or a quote.
Make your headline stronger
Test a headline by asking: would a stranger care? Compare these weak and strong versions.
| Weak headline | Stronger headline | What changed |
|---|---|---|
| Library announces exciting new service | Stockport library lends laptops free to jobseekers | Names the place and the benefit |
| Our new product launches this week | Leeds firm launches app that cuts delivery waste | Names who, where and the result |
| Charity thrilled to share news | Manchester charity opens warm space for 40 families | Adds a number and a place |
Press release template UK
Copy this layout and replace the brackets.
- FOR IMMEDIATE RELEASE (or EMBARGOED UNTIL [date, time])
- [Headline: the news in under 12 words]
- [Town, date]: [who] [what] [when and where] because [why it matters].
- [One or two paragraphs of facts, most important first]
- '[Quote that gives an opinion],' said [full name, job title].
- ENDS
- Notes to editors: [boilerplate; photo details]
- For more information: [name, email address, phone number]
Run your draft through our grammar checker and word counter before you send it.
Writing a press release for coursework
Many modules ask for a release plus a short rationale. Markers look for news judgement, correct format and a clear target audience, so say who you would send it to and why. Use an invented organisation unless your brief names a real one, and label made-up facts.
Explain your choices
In the rationale, say why you chose that news angle, that headline and that outlet. Link each choice to a source from your reading list and reference it in the style your university asks for.
Where we can help
We give written feedback on your draft release, rationale and referencing. You write and submit your own work. See how it works.
How to send your press release
- Paste the text into the email body, because many editors will not open attachments.
- Keep photo attachments small; the University of the Arts London suggests under 3MB.
- Use a clear subject line, such as the headline.
- Send time-sensitive news at least a day ahead.
- Send to journalists who cover your topic, not to a mass list.
Before you send: 10 checks
- Is there real news in the first sentence?
- Are who, what, when, where and why all answered?
- Is the release on one page?
- Is the quote real, approved and attributed?
- Are names, job titles, dates and figures correct?
- Is the release line or embargo clear?
- Is there an ENDS marker and notes to editors?
- Does the contact person know the story and have time to answer?
- Is the spelling British, such as organise and centre?
- Did you remove jargon and sales language?
Need a press release written for your business?
If you are a business or charity, not a student, our team can draft releases for you. See our press release writing service. For longer business documents, read our guide to a white paper.
Related guides
- Press release writing service
- White paper writing guide
- Website content writing
- SEO blog writing services
Sources
- University of the Arts London, How to write a press release
- Oxfam GB, Press releases: how-to guide
- Cairngorms National Park Authority, How to write a press release
- Startups.co.uk, How to write a press release
Frequently asked questions
What is a press release?
A short news story written by an organisation for journalists. It gives the facts in a form an editor can use with little editing.
What is the correct press release format in the UK?
Release line, headline, opening paragraph, body with a quote, ENDS, notes to editors and contact details. Keep it to one page where you can.
How long should a press release be?
Most UK guides say one page. Word counts quoted range from about 300 to 400 words. Check your course brief if you are writing for an assignment.
What should a press release include?
Include a headline, a first paragraph answering who, what, when, where and why, a named quote, the boilerplate and a contact person. Add photos if the story is visual.
Is there a free press release template UK?
Yes. Use the template above. Replace each bracket, keep the order, and delete anything that is not news.
What does embargoed mean?
It asks journalists not to publish before a set date and time. Put the embargo line clearly at the top of the release.
Should I attach the release or paste it into the email?
Paste it into the email body. You can attach a copy and small photos as well.
Can I write a press release for my university assignment?
Yes, if your brief asks for one. Use an invented organisation, label made-up facts and follow your marking criteria.