Press Release Word Count & Format Guide 2026

I've written and reviewed hundreds of press releases, and here's what I've learned: journalists are brutally busy. If your release is too long, they won't read it. Too short, and they don't have enough to work with. The sweet spot is narrower than you'd think.

Let me share everything I know about press release length — from word counts to headline limits to the little formatting details that actually matter.

Ideal Press Release Length: 400-500 Words

After years of PR work, I can tell you the sweet spot is 400-500 words. That's about one page single-spaced. Long enough to tell your story, short enough that journalists will actually read it.

Journalists receive hundreds of press releases daily. Research shows they spend an average of less than one minute scanning each release before deciding whether to pursue the story. A focused 400-500 word release ensures your key news appears immediately.

Headline Character Limits

Your headline is the most critical element of your press release. Most journalists decide whether to read further based on the headline alone.

Headline Best Practices

• Length: 60-80 characters (8-12 words) for optimal display
• Maximum: Never exceed 100 characters
• Format: Use title case (capitalize major words)
• Content: Include key news, company name if relevant

Subheadline Guidelines

A subheadline (or deck) provides additional context below the main headline:

• Length: 100-150 characters (15-20 words)
• Format: Sentence case
• Purpose: Expand on the headline with supporting details

Structure & Word Count Breakdown

A professional press release follows the inverted pyramid structure, with the most important information first:

Lead Paragraph (50-75 words)

The opening paragraph must answer the five Ws: Who, What, When, Where, and Why. This is often the only paragraph journalists read in full.

• State the news clearly and directly
• Include company name and location
• Provide the date or timeframe
• Explain the significance briefly

Body Paragraphs (200-250 words)

The body provides supporting details, context, and evidence in 2-3 paragraphs:

• Background information and context
• Statistics, data, or research findings
• Product details or event specifics
• Industry impact or market position

Quote Section (30-75 words)

Include 1-2 quotes from company leadership or relevant stakeholders that provide insight and human perspective.

Boilerplate (75-100 words)

End with a standardized company description that appears on all press releases.

Boilerplate Guidelines

The boilerplate is your company's "about us" section that appears at the end of every press release. It should be 75-100 words and remain consistent across all releases.

What to Include

• Company name: Full legal name
• Founding information: Year founded, headquarters location
• Mission statement: One sentence describing purpose
• Key offerings: Products, services, or solutions
• Differentiators: What makes you unique
• Website: Company URL

Boilerplate Format Example

"About [Company Name]: Founded in [year], [Company Name] is a [description] headquartered in [city]. The company [mission/what they do]. [Key achievement or differentiator]. For more information, visit [website]."

Quote Length Best Practices

Quotes add credibility and human interest to your press release. They should be 30-50 words each, with a maximum of 1-2 quotes per release.

Quote Guidelines

• Length: 30-50 words (2-3 sentences)
• Quantity: 1-2 quotes maximum
• Source: C-level executives or relevant experts
• Content: Insight, opinion, or context—not facts

What Makes a Good Quote

Effective quotes provide perspective that cannot be stated as journalistic fact:

• Express excitement, vision, or commitment
• Provide industry insight or predictions
• Explain the "why" behind decisions
• Sound natural when spoken aloud

What to Avoid

• Quotes that merely restate facts from the release
• Overly promotional or salesy language
• Corporate jargon and buzzwords
• Quotes longer than 50 words

AP Style Essentials

Most news outlets follow Associated Press (AP) style. Writing your press release in AP style increases the likelihood of publication and makes it easier for journalists to use your content.

Key AP Style Rules

• Numbers: Spell out one through nine; use numerals for 10 and above
• Dates: Use month-day format (Jan. 15, 2026), abbreviate months with more than five letters
• Titles: Capitalize before names, lowercase after (CEO Jane Smith; Jane Smith, chief executive officer)
• Spacing: Single space after periods
• Percent: Use % symbol with numerals (5%), spell out with words (five percent)
• Times: Use a.m. and p.m. with periods, lowercase

Common AP Style Abbreviations

Common Mistakes to Avoid

These formatting and length mistakes reduce your chances of media pickup:

1. Burying the Lead

Your most important news must appear in the first paragraph. Don't start with company history or industry background. State the news immediately and clearly.

2. Excessive Length

Press releases over 600 words signal that you don't understand media needs. Edit ruthlessly. If you have extensive information, provide it as a separate backgrounder document.

3. Promotional Language

Words like "revolutionary," "groundbreaking," and "best-in-class" mark your release as advertising, not news. Use factual, objective language that journalists can publish.

4. Missing Contact Information

Always include a media contact with name, phone number, and email at the top or bottom. Make it easy for journalists to reach you for additional information.

5. Inconsistent Boilerplate

Your boilerplate should be identical across all releases. Inconsistencies suggest carelessness and undermine credibility.

6. Too Many Quotes

More than two quotes makes your release feel like an interview transcript. One well-crafted quote is often more effective than multiple mediocre ones.

Frequently Asked Questions

How many words should a press release be?

A press release should be 400-500 words, or about one page single-spaced. This length provides enough detail for journalists while remaining concise and scannable. Releases under 300 words may lack substance, while those over 600 words risk being ignored.

How long should a press release headline be?

A press release headline should be 60-80 characters (8-12 words). This length displays fully in search results and email previews while capturing attention quickly. Avoid headlines over 100 characters, as they get truncated in most distribution systems.

How long should quotes be in a press release?

Quotes should be 30-50 words each. Include 1-2 quotes maximum. Quotes should provide insight, opinion, or context that cannot be stated as fact, and should sound natural when spoken aloud. Avoid quotes that merely restate information from the release.

What is a boilerplate in a press release?

A boilerplate is a standardized company description placed at the end of every press release. It should be 75-100 words and include the company name, founding date, mission, and key offerings. The boilerplate remains consistent across all releases.

Should press releases follow AP style?

Yes, most news outlets follow Associated Press (AP) style, so writing your press release in AP style increases the likelihood of publication. Key AP style rules include writing out numbers one through nine, using a single space after periods, and following specific date and title formats.

Can a press release be two pages?

Ideally, no. A press release should fit on one page (400-500 words). If you absolutely need a second page, ensure all essential information is on page one. Many journalists won't read past the first page, so treat page two as supplementary background only.