How to Write a Press Release That Actually Gets Published

Most press releases never see the light of day. They get buried in inboxes because they sound like ads, not news. Editors and journalists receive dozens of submissions daily, and if yours doesn’t look professional or relevant, it gets ignored.

Writing a press release that actually gets published means thinking like a reporter. You need a clear story, a clean format, and a reason for someone else to care. Below, you’ll learn exactly how to do that step-by-step — plus where to find a free template and how to submit your press release to real news outlets.

What Makes a Press Release Worth Publishing

A good press release tells a story. It explains what happened, why it matters, and who’s involved — all in about one page. Editors don’t have time for filler or long introductions. You want to grab attention with facts, not fluff.

Every press release that gets picked up follows the same core structure:

1. A strong headline

2. A clear first paragraph

3. A relevant quote

4. Short, factual content

5. Contact information

When you follow this simple layout, you’re already ahead of most people who submit press releases.

Write a Headline That Gets Attention

Your headline is your first impression. It decides whether anyone reads the rest of your release. A good headline is short, factual, and makes sense without any extra context.

Example: Local Tech Startup Launches App to Help Seniors Manage Prescriptions

That’s clear, informative, and interesting — all in one line. Avoid buzzwords like “revolutionary” or “amazing.” Editors delete releases that sound like marketing pitches. Stick to neutral, professional language that sounds like real news.

A useful trick is to imagine your release as a newspaper story. If your headline could appear in a local paper, you’re doing it right.

Lead With the Most Important Information

The opening paragraph is called the lead — and it’s where most people go wrong. Don’t start with your company’s backstory or a long quote. Instead, deliver the key facts first: who, what, when, where, and why.

Example:
Yuba City News today announced a new online resource designed to help small businesses write and submit press releases that actually get published.

The goal is for someone to understand your entire story from the first two sentences. If you can do that, your press release has a strong foundation.

Use a Real Quote From Someone Involved

A press release without a quote feels cold and impersonal. Adding a real person’s voice makes it believable and adds perspective.

Try something like:
“We wanted to make it easier for small business owners to share their stories with the community,” said a Yuba City News representative.

Quotes shouldn’t repeat facts — they should express emotion, purpose, or results. Think of them as your chance to show the human side of the story. Keep them short and natural.

Keep It Short, Clear, and Factual

Editors love clarity. They’re not impressed by fancy words or long paragraphs. Keep sentences under 20 words and paragraphs under four lines. Write like you’re explaining the story to a friend.

Don’t say: “Our company is thrilled to announce the unveiling of our groundbreaking, world-class innovation.”
Do say: “Our team launched a new feature that helps customers get faster results.”

See the difference? The second version is real and easy to read.

A well-written press release is typically 300 to 400 words — about three to five short paragraphs. If you can’t say it simply, it’s not ready.

Include Contact Information

Your story might be interesting, but if a reporter can’t reach you, it’s useless. Always include a real contact person at the bottom of your release — not just a website.

Example:
Contact: Jane Smith, Media Relations
Email: jane@yubacitynews.net
Phone: (555) 555-5555

This builds trust and shows you’re open to follow-up questions. Many editors skip releases that lack a name or working email address.

Format Your Press Release for Maximum Impact

Even the best content fails if the format looks unprofessional. Keep things simple — plain text, clear paragraphs, and easy-to-scan sections. Avoid excessive bolding or color.

Start with your city and date, like this:
SACRAMENTO, CA — November 7, 2025

Then, write your headline, lead paragraph, body, and contact info.

If you’re not sure how your release should look, download the Free Press Release Example Template. It includes proper spacing, contact formatting, and examples of professional press releases that follow standard guidelines.

You can use the template for any purpose — business launches, events, nonprofit campaigns, or new product announcements.

Submit Your Press Release to Get Published

Once your press release is polished, the next step is getting it in front of the right audience.
Submitting your story to local and niche news outlets can get your message seen by real readers — and boost your search visibility online.

If you have news to share, submit your press release to YubaCityNews.net. The editorial team reviews each submission for clarity, accuracy, and relevance. Approved stories are featured on the Press Releases page, giving your organization exposure to audiences across California and beyond.

Don’t forget to double-check everything before submitting — spelling, names, dates, and links. A single typo can make your release look unprofessional.

Extra Tips for Getting Published

• Use keywords naturally. Include phrases like “press release example” or “local business announcement” in your copy.

• Add one photo or logo. Images help draw attention when your story is shared online.

• Avoid attachments. Paste your press release into the body of your email unless otherwise requested.

• Follow up once. If you don’t hear back in a few days, a polite email is fine — but don’t spam editors.

When you use the right structure and tone, you increase your chances of getting noticed by newsrooms and search engines.

Final Thoughts

Writing a press release that actually gets published isn’t complicated — it’s about respecting the reader’s time.
Be clear. Be direct. Be newsworthy.

Start by using the free Press Release Example Template to format your story correctly. Then submit your press release to YubaCityNews.net to reach more readers.

When your story follows journalistic standards, it stands out — and that’s what gets it published.