Press releases should be 300-500 words (400 optimal) on a single page maximum. Research shows 68% of journalists prefer press releases under 400 words, and the average journalist takes only 5-10 seconds to decide whether to give a release their attention. The one-page rule has governed PR for decades because journalists scan releases quickly, looking for newsworthy angles. The inverted pyramid structure ensures the most important information appears first, so even readers who stop early get the essential news.

This guide covers press release length standards and structure for 2026.

Press Release Length Guidelines

The One-Page Standard

Why One Page Works

Journalist expectations:

• Reporters receive hundreds of releases daily
• Average review time: 30 seconds to 2 minutes
• If it can’t be said in one page, it’s not focused enough

Practical considerations:

• Wire services charge by word count
• Email previews show limited text
• Editors cut from the bottom

When Two Pages Might Be Acceptable

Rare exceptions:

• Complex financial disclosures
• Major mergers or acquisitions
• Multi-part announcements
• Required regulatory information

Even then: Aim for tight writing and consider splitting into multiple releases.

Press Release Structure

The Inverted Pyramid

Structure by importance:

HEADLINE (most important)
Subheadline
Lead paragraph (who, what, when, where, why)
Supporting details
Background/context
Quote(s)
Additional information
Boilerplate
Contact information
(least important - can be cut)

Section-by-Section Breakdown

Headline (10-15 words): Clear, factual, newsworthy statement

Subheadline (15-25 words): Additional context, can include more detail

Lead paragraph (35-50 words): The complete news in one paragraph—who, what, when, where, why

Body (200-300 words total): 2-4 paragraphs with supporting details, organized by importance

Quote(s) (25-50 words each): 1-2 quotes from relevant executives or stakeholders

Boilerplate (75-100 words): Standard company description

Contact information: Name, phone, email

Word Count by Section

Headline

Length: 10-15 words (60-90 characters)

Examples:

• “Acme Corp Acquires WidgetCo for $500 Million” (7 words)
• “New Study Shows Remote Workers 40% More Productive Than Office Staff” (11 words)
• “TechStart Raises $25M Series B to Expand AI-Powered Customer Service Platform” (12 words)

Best practices:

• Active voice
• Specific details (numbers, names)
• No jargon
• Front-load important words

Lead Paragraph

Length: 35-50 words, 1-2 sentences

The 5 Ws:

• Who: Company or person involved
• What: The news/announcement
• When: Date/timeframe
• Where: Location if relevant
• Why: Significance or context

Example (45 words): “San Francisco-based TechStart today announced it has raised $25 million in Series B funding led by Venture Capital Partners. The company will use the funding to expand its AI-powered customer service platform and grow its engineering team from 50 to 150 employees by year-end.”

Body Paragraphs

Length: 50-75 words each, 3-4 paragraphs total

Paragraph 1: Expand on the lead More detail about the announcement itself.

Paragraph 2: Context and background Why this matters, market context, history.

Paragraph 3: Supporting information Additional facts, timeline, other stakeholders.

Paragraph 4 (optional): Future implications What happens next, expected outcomes.

Quotes

Length: 25-50 words per quote

Number of quotes: 1-2 (rarely more)

Who to quote:

• CEO or executive
• Customer or partner (for credibility)
• Expert or analyst (for context)

Quote best practices:

• Sound human, not corporate
• Add insight not in the body
• Avoid restating facts

Example (38 words): “This funding allows us to serve enterprise customers at a scale we couldn’t before,” said Jane Smith, CEO of TechStart. “We’re seeing demand from Fortune 500 companies, and this investment lets us meet that demand.”

Boilerplate

Length: 75-100 words

What to include:

• Company name and founding year
• What the company does (one sentence)
• Key facts (employees, locations, customers)
• Website URL

Example (85 words): “About TechStart: Founded in 2020, TechStart is the leading provider of AI-powered customer service solutions for enterprise businesses. The company’s platform uses natural language processing to resolve customer inquiries automatically, reducing response times by 60% while improving customer satisfaction. TechStart serves over 200 enterprise customers across financial services, healthcare, and technology sectors. The company is headquartered in San Francisco with offices in New York and London. For more information, visit www.techstart.com.”

Release Types and Length

Product Launches

Length: 450-550 words

Focus: Features, benefits, availability, pricing

Structure emphasis:

• Strong headline with product name
• Lead covering what’s new and when available
• Body covering key features (2-3 most important)
• Customer or executive quote about value

Funding Announcements

Length: 400-500 words

Focus: Amount, investors, use of funds

Structure emphasis:

• Amount and round in headline
• Investors and company in lead
• Use of funds in first body paragraph
• Growth metrics and plans in following paragraphs

Partnership Announcements

Length: 400-500 words

Focus: Partners, what they’re doing together, customer benefit

Structure emphasis:

• Both partners in headline
• Nature of partnership in lead
• Customer benefit in first body paragraph
• Quotes from both parties

Acquisition Announcements

Length: 500-600 words (can go longer for major deals)

Focus: Deal terms, strategic rationale, integration plans

Structure emphasis:

• Acquirer, target, and deal value in headline
• Complete deal summary in lead
• Strategic rationale in body
• Quotes from both companies

Event Announcements

Length: 350-450 words

Focus: Event details, speakers, registration

Structure emphasis:

• Event name, date, location in headline
• Complete event overview in lead
• Speakers and topics in body
• Registration details clearly stated

Wire Service Considerations

PR Newswire and Business Wire

Word count impact:

• Most plans have word count limits
• Exceeding limits increases cost
• 400-word release is often the base tier

Formatting requirements:

• Specific header formats
• Multimedia adds to count
• Regional targeting affects pricing

Optimization for Distribution

Keep releases tight to:

• Stay within wire service word limits
• Reduce distribution costs
• Improve journalist pickup

Digital and Email Considerations

Email Preview Optimization

Email clients show:

• Subject line: 40-60 characters
• Preview text: 50-100 characters

Optimize by:

• Strongest news in headline
• Lead paragraph front-loaded
• Key fact in first line

Website Publication

On newsroom pages:

• Can be slightly longer
• Allow multimedia expansion
• Include related links

SEO considerations:

• Keyword in headline
• Natural keyword use in body
• Proper header formatting

Common Length Mistakes

Too Long

Problems with 800+ word releases:

• Journalists stop reading
• Buries the news
• Looks unprofessional
• Costs more to distribute

Solution: Cut background information, limit to 1-2 quotes, tighten every sentence.

Too Short

Problems with under 300 words:

• May lack necessary context
• Appears insubstantial
• Misses SEO opportunity
• Editors can’t cut without losing news

Solution: Add relevant context, include proper boilerplate, ensure lead is complete.

Unbalanced Sections

Common mistakes:

• 200-word lead paragraph (too long)
• Multiple long quotes (cut to 1-2)
• Excessive background (move to end)
• Missing boilerplate (always include)

Formatting for Readability

Paragraph Length

Target: 2-3 sentences per paragraph

Why: Journalists scan; short paragraphs help

White Space

Use:

• Line break between paragraphs
• Space before and after quotes
• Clear separation of sections

Bold and Headers

Use sparingly:

• Bold for company names in headline
• Subheads for long releases only
• No bold in body paragraphs

Frequently Asked Questions

What is the ideal press release length?

300-500 words (400 optimal) on one page maximum. Research shows 68% of journalists prefer releases under 400 words. This provides enough information while respecting their time.

Can a press release be two pages?

Rarely. Two pages is acceptable only for complex financial announcements or major M&A deals. Even then, aim for tight writing and consider if the news warrants a longer format.

How long should a press release headline be?

10-15 words (60-90 characters). The headline must convey the news clearly while remaining scannable. Front-load the most important information.

How many quotes should a press release have?

1-2 quotes totaling 50-100 words. More quotes dilute impact. Choose one executive and optionally one customer or partner.

Does press release length affect SEO?

Longer releases (within reason) can provide more keyword opportunity, but only if content is valuable. Padding for length hurts both SEO and journalist reception.

Should I include the boilerplate in my word count?

Yes. The boilerplate (75-100 words) counts toward your total. Factor this in when planning body content to stay within 400-600 words total.

Key Takeaways

• Optimal press release length: 300-500 words (400 optimal)
• One page maximum for most announcements
• Headline: max 10 words; Subtitle: max 20 words
• First paragraph: 80-100 words covering the 5 Ws
• Body: ~200 words
• Boilerplate: under 100 words
• 68% of journalists prefer releases under 400 words
• Journalists decide in 5-10 seconds whether to read further
• Use inverted pyramid structure

Conclusion

Press release length has remained consistent for decades: 300-500 words (400 optimal) on a single page. With 68% of journalists preferring releases under 400 words and taking only 5-10 seconds to decide whether to give your release attention, every word must count. Use the inverted pyramid to front-load your news, keep quotes tight and meaningful, and include a standard boilerplate under 100 words. Try our free letter counter → to verify your press release fits within the optimal word count before distribution.