A press release remains one of the most effective ways to share real news about your business—but only when it’s written properly.

Many companies struggle not because they lack something to say, but because they misunderstand the format. A press release is NOT an article, not a blog post, and not a place to share opinions or frustrations. It is a structured, factual announcement designed to clearly communicate news to readers, search engines, and media outlets.

If you follow a proven structure and use tools like ChatGPT strategically, you can create a professional press release ready for distribution.

For a deeper understanding of best practices, formatting, and strategy, the 24-7 Press Release Knowledge Base offers a strong foundation and additional supporting resources.

Step 1: Start With Real News, Not Noise

Before writing anything, determine whether you actually have news.

A strong press release should be built around something timely, relevant, and specific, such as a product launch, company milestone, partnership, expansion, event, or award.

If your content feels like general information, a promotional message, or an opinion piece, it likely does not belong in a press release.

This is one of the most common mistakes businesses make. If you are unsure, this article about when not to send a press release provides helpful clarity.

A press release without real news will almost always underperform.

Step 2: Gather Your Key Information Before Writing

Before you begin drafting, organize your core details. This ensures your press release stays focused and structured.

You should have:

• Who is making the announcement
• What is happening
• When and where it applies
• Why it matters
• A quote from someone in the company
• Contact information
• Your boilerplate

This approach aligns with the foundational structure outlined in these helpful articles here.

Having this information ready will make the writing process significantly faster and more effective.

Step 3: Write a Headline That Clearly Communicates the News

Your headline should tell the reader exactly what happened in plain language. Avoid vague or overly clever phrasing.

If you want to improve your headline writing, this article on optimizing your press release headline has a ton of tips and information to help you, and it's worth reviewing.

Example:

Weak:

Company Shares Exciting Update

Strong:

ABC Technologies Launches New AI Customer Support Platform for Small Businesses

Clarity and specificity are far more important than creativity in a press release headline.

Step 4: Open With a Strong First Paragraph

Your first paragraph should immediately summarize the announcement. This is often referred to as the lead.

It should answer the key questions:

• Who
• What
• Where
• When
• Why it matters

For example:

SEATTLE, WA, April 7, 2026 — ABC Technologies today announced the launch of its new AI-powered customer support platform designed to help small businesses reduce response times and improve customer satisfaction.

Readers should be able to understand the core message within seconds.

Step 5: Expand With Supporting Details

After the opening paragraph, build out the story with relevant details.

This may include:

• Product or service features
• Background on the company
• Industry context
• Key benefits or differentiators
• Event or rollout details

Stay focused on the announcement. This is not the place for a long-form article or unrelated commentary.

If you want additional guidance on structure and flow, you can check out a few of these helpful articles here and here.

A strong press release stays tight, clear, and relevant from start to finish.

Step 6: Include a Real, Natural Quote

A quote adds a human voice and credibility to your press release.

It should sound authentic and not overly promotional.

Example:

“We created this platform to give smaller businesses access to tools that were once only available to large enterprises,” said Jane Smith, CEO of ABC Technologies. “Our goal is to make customer support faster, smarter, and easier to manage.”

Avoid generic or exaggerated statements. A strong quote should feel genuine and purposeful.

Step 7: Add Clear Contact Information

Every press release should include contact details so journalists, readers, or potential customers can follow up.

This typically includes:

• Contact name
• Company name
• Email address
• Phone number
• Website

Example:

Media Contact:
Sarah Johnson
ABC Technologies
[email protected]
604-555-1234
www.abctech.com

This section is simple but essential. Why would you NOT want people to contact you to learn more and further your story?

Step 8: Include a Boilerplate (About the Company)

A boilerplate is a short “About the Company” section at the end of the press release. It provides a consistent summary of your business.

It should briefly explain:

• What your company does
• Who you serve
• Where you operate
• Where to learn more

Example:

About ABC Technologies

ABC Technologies is a Vancouver-based software company that develops digital tools designed to help small and mid-sized businesses improve efficiency and customer engagement. The company serves clients across North America and focuses on practical, scalable solutions for growing organizations. Learn more at www.abctech.com

For more on formatting and structure, you can may check out the following articles on press release format and structure.

A strong boilerplate is reusable and reinforces your brand across every release.

Step 9: Don’t forget meaningful images or attachments.

This is a step that at 24-7 Press Release, we see all too often. 24-7 Press Release allows you to attach up to 5 attachments or images at no additional cost. The only requirement is that you have permission to use any image you include in your press release. More helpful information about using images within a press release can be found here. More helpful information about using images within a press release can be found here.

Step 10: Understand What a Press Release Is Not

This is critical. A press release is not:

• A blog article
• A marketing rant
• A personal opinion piece
• A long educational guide

It is a factual announcement.

Maintaining this distinction improves credibility, readability, and overall performance. Press releases that drift into opinion or overly promotional language tend to lose effectiveness quickly.

Step 11: Use ChatGPT to Create a Strong First Draft

One of the biggest challenges businesses face is getting started. This is where tools like ChatGPT can be extremely useful.

ChatGPT works best when you provide structured input.

Include:

• Your company name
• The announcement
• Key details
• A quote
• Contact information
• Your boilerplate

Example prompt:

Write a professional press release announcing that ABC Technologies has launched a new AI customer support platform for small businesses. Include a headline, dateline, opening paragraph, supporting details, one quote from the CEO, media contact information, and a boilerplate. Keep the tone factual and professional.

You can refine further by adding:

The exact quote you want used
Specific messaging points
Target audience details

This approach can dramatically reduce the time it takes to produce a clean, structured first draft.

Final Thoughts

Writing your own press release is entirely achievable when you follow a clear process.

Start with real news, organize your information, write a direct headline, summarize the announcement quickly, support it with relevant details, include a quote, provide contact information, and finish with a strong boilerplate.

Most importantly, remember what a press release is meant to be. It is a professional announcement—not an article and not a rant.

When done correctly, a press release becomes a powerful tool for visibility, credibility, and long-term growth.

FULL CASE PRESS RELEASE EXAMPLE

GreenLoop Technologies Launches Smart Home Composting System Designed to Eliminate Food Waste

SEATTLE, WA, April 6, 2026 — GreenLoop Technologies today announced the launch of LoopBin™, a smart home composting system designed to help households reduce food waste, lower environmental impact, and create nutrient-rich compost in under 48 hours.

The LoopBin™ system combines advanced dehydration technology with AI-driven sensors to monitor food waste levels, optimize processing cycles, and eliminate odours. Designed for modern kitchens, the compact unit integrates with a mobile app that allows users to track waste reduction, receive sustainability insights, and schedule compost cycles remotely.

According to GreenLoop Technologies, the average household discards hundreds of pounds of organic waste each year. LoopBin™ aims to address this challenge by providing a convenient, clean, and efficient solution that fits seamlessly into everyday life.

“Food waste is one of the most overlooked environmental issues in the home,” said Daniel Mercer, CEO of GreenLoop Technologies. “We built LoopBin™ to make composting effortless. Our goal is to turn something people throw away into something valuable—without the mess, time, or complexity traditionally associated with composting.”

The system is now available for pre-order across North America, with shipments expected to begin in early summer 2026. GreenLoop Technologies plans to expand distribution internationally later this year.

In addition to its consumer launch, the company is exploring partnerships with municipalities and sustainability programs to support larger-scale waste-reduction initiatives.

About GreenLoop Technologies

GreenLoop Technologies is a Vancouver-based environmental technology company focused on developing innovative solutions to reduce household waste and promote sustainable living. The company specializes in smart home systems that combine automation, data insights, and eco-friendly design to help consumers make a measurable environmental impact. Learn more at www.greenlooptech.com.

Media Contact:

Emily Carter
GreenLoop Technologies
[email protected]
778-555-9821
www.greenlooptech.com