An AP-style press release uses Associated Press style conventions for clear, consistent news writing, arranged in the familiar format of a media release. Use the blank template below to organize your announcement, then check the details against your organization’s needs and the current AP Stylebook; AP style guides the writing, but it does not prescribe one mandatory press release layout.
What AP Style Means for a Press Release
AP style is a set of editorial conventions used by journalists and many communications teams. It covers matters such as spelling, punctuation, capitalization, numbers, dates and titles. Applying it to a release can make the text easier for an editor or reporter to scan and adapt. It does not make an announcement newsworthy, verify its claims or guarantee that a newsroom will publish it.
A press release is an organization’s announcement, usually written for journalists and other readers who may need reliable details quickly. Its basic structure is practical: identify the release and a contact, state the news in a headline and opening paragraph, provide supporting information and quotations, then close with background about the issuing organization. The format is a convention, not a requirement imposed by the AP.
Keep the distinction in mind when a house style or a publication’s instructions differ from a general guide. A newsroom may ask for a particular file format, word count or submission method. Follow those directions first, and use AP conventions for the copy unless the recipient specifies otherwise. Since style guidance can change, consult a current edition or your organization’s approved reference when a detail matters.
AP Style Press Release Template
| Field | Your information |
|---|---|
| Release status and publication date | |
| Media contact: name, role, email and phone | |
| Headline | |
| Optional subhead | |
| Dateline and lead paragraph | |
| Supporting facts and context | |
| Quote: speaker, title and approved wording | |
| Additional details or next steps | |
| Organization boilerplate | |
| End marker |
Filled-In Sample
Sample — all people, organizations and details below are fictional.
FOR IMMEDIATE RELEASE
May 6, 2026
Media contact: Jamie Lee, (555) 010-0142, press@example.org
Riverglen library opens a free community repair room
Weekly sessions will help residents fix small household items
RIVERGLEN, Ohio — Riverglen Public Library will open a free repair room May 20, where residents can bring small household items for help diagnosing and fixing common problems.
The weekly sessions will run from 5 to 7 p.m. Wednesdays in the library’s community room. Visitors should bring one clean, portable item at a time. Staff will provide basic tools, while repairs depend on the item’s condition and the availability of volunteer help.
“We want people to have a welcoming place to learn how an everyday object works,” said library director Morgan Ellis. “The goal is to share practical skills, not to promise that every item can be repaired.”
Riverglen Public Library provides lending, learning and community programs for residents of the fictional city of Riverglen. The repair room is free and does not require registration.
###
How to Arrange the Release
Put information in the order a reader is likely to need it. A standard layout usually includes:
- Release status and date: Say whether the announcement is for immediate release or held until a specified time. Include a publication date so recipients can identify the version.
- Media contact: Provide a person who can respond, plus working contact details. Get permission before listing someone and make sure the contact will be available.
- Headline and optional subhead: Summarize the concrete news. A subhead can add a useful detail, but should not repeat the headline.
- Dateline and lead: Identify the place associated with the announcement, then state the most important news in the opening paragraph.
- Body, quote and background: Explain what happened, who is affected, when and where it applies, and what readers need to know next.
- Boilerplate and end marker: Add a brief, factual description of the organization. A centered “###” is a common end marker, though recipients may have other preferences.
Not every release needs every element. An embargo should be used only when there is a clear reason and recipients agree to the conditions; do not assume that labeling a release “embargoed” creates agreement. For a short announcement, a concise body and one well-chosen quote may be enough. The goal is a useful, self-contained document, not a fixed number of paragraphs.
AP Style Details to Check
Use consistent, current conventions rather than relying on memory for every edge case. Common checks include:
- Dates: Write dates without ordinal endings, such as “May 6,” not “May 6th.” AP abbreviates certain month names when they appear with a specific date; check the current reference if you are unsure which ones.
- Times: Use forms such as “9 a.m.” and “4:30 p.m.” Include a time zone when readers could otherwise misunderstand a time, especially for events shared across regions.
- Numbers and percentages: Follow the current AP rules for numbers, units and exceptions. AP uses the percent sign with a numeral in ordinary references, such as “8%.” The subject and context can affect how a number should be presented.
- Titles and names: Verify people’s names, spelling and preferred titles. Capitalization of titles depends on how they are used, so do not capitalize every job title automatically.
- Locations: A conventional dateline often begins with an uppercase city name and a location, followed by a dash. State treatment depends on AP conventions and the place; do not substitute postal abbreviations without checking.
- Punctuation and spelling: Use a consistent approach to commas, hyphens and compound terms, and check words that have AP-specific spellings or usage.
These are starting points, not a replacement for a current style reference. House style may also add rules for names, links, accessibility or product terminology. A release intended for publication should be proofread both for style and for factual accuracy.
Write a Useful Lead and Support It
The lead should tell readers what is new and why it matters, ideally in one direct sentence. Include the essential who, what, when and where, but do not force every detail into a crowded opening. For example, “The city will open a free cooling center at the Eastside Community Hall on Friday” gives a reader a concrete announcement. The next paragraphs can explain hours, eligibility, transport or other practical details.
Put the most consequential information first, then add context in descending order of importance. Be specific about dates, locations, eligibility, costs and what happens next. If a program is available only to a defined group, say so plainly. If a figure is an estimate, label it as an estimate and explain its basis where useful. Avoid unsupported superlatives such as “first,” “largest” or “only” unless they have been checked and can be substantiated.
A release should distinguish confirmed facts from plans and expectations. “The organization plans to open” is different from “the organization opened.” Attribute opinions, projections and claims to the people or sources responsible for them. A reader should not have to guess whether a statement is a verified fact, an aspiration or a quotation.
Quotes, Attribution and Credibility
A quotation should add something a factual summary cannot: a clear explanation, informed perspective or human response. It should sound natural when read aloud and add a point rather than restate the headline. Identify the speaker accurately, including a title that is relevant and current. Obtain approval for the wording under your organization’s process, and do not invent, combine or silently rewrite quotations.
Attribute claims that readers cannot independently take as established fact. For example, a group’s estimate of how many people a project may serve should be described as the group’s estimate, not as an unquestioned outcome. Check the underlying number, time period and definition before publishing it. If a quote includes a technical term, explain it in surrounding text rather than expecting every reader to know it.
When a release includes sensitive or high-stakes claims, careful review matters more than polished phrasing. If the subject raises legal, tax, medical or financial-planning issues, ask a qualified professional rather than treating this template as advice.
Before Sending: Editing and Distribution
Read the release as a recipient who knows nothing about the announcement. Can that person tell what changed, who is affected and how to get more information? Check each name, date, number, link and contact method against a reliable internal source. Confirm that the quote is approved, the headline matches the body and the boilerplate is current.
Then make the document easy to use. Keep paragraphs focused, use descriptive subheads when they genuinely help, and avoid decorative formatting that makes copying difficult. If you send a document attachment, ensure the text is selectable and the contact details are visible. If the release is distributed as plain text, check that line breaks and punctuation remain readable.
Choose recipients whose coverage or audience fits the announcement rather than sending an indiscriminate mass message. Follow each newsroom’s published submission instructions where available. A press release is one way to share information, not a substitute for a direct response to questions or for public-facing information that people need to access easily. Keep a record of the final version and any later corrections so everyone refers to the same details.
Common Problems to Avoid
- Making the release an advertisement: Replace sales language with verifiable information. Explain what is available and who it serves instead of calling it “revolutionary” or “unmatched.”
- Hiding the news: Do not begin with several paragraphs of organizational history. Put the announcement first and move background lower down.
- Using an unclear date or location: Include the year when it could prevent confusion, and provide enough location detail for the intended audience.
- Leaving out a usable contact: A generic inbox that nobody checks is not helpful. Name a responsive contact and confirm the details before sending.
- Treating AP style as a guarantee: Correct punctuation cannot make unsupported claims reliable or make a release automatically suitable for every publication.
- Forgetting the reader’s next question: Include practical information such as how to attend, where to find official details or whom an affected person should contact.
Frequently Asked Questions
Does AP provide an official press release template?
AP style is an editorial guide, not a required release form. The template above uses a common media-release structure and applies general AP-style writing conventions; an organization or recipient may use a different layout.
Should an AP-style press release be single-spaced?
There is no universal AP requirement for line spacing. Choose a readable layout and follow the recipient’s submission instructions. For a document that may be edited, clear paragraph breaks matter more than a particular spacing rule.
How long should a press release be?
There is no single required length. Include enough verified detail to explain the announcement and answer likely practical questions, but remove repetition and background that does not help the reader understand the news.
Do I need a dateline?
A dateline is common, especially when the announcement is tied to a specific place, but it is not mandatory in every format. Use a location that accurately reflects the news and follow any instructions from the intended recipient.
Can I use “###” at the end?
Yes. Three number signs are a widely used end marker that tells a reader the release text is finished. It is a convention rather than an AP rule, so omit or change it if the recipient requests a different format.