PR Help Articles

PR Guidelines

By PR Urgent | 2025-12-27 15:29:50 | 6 min read

Press Release Submission Guidelines

Submitting a press release correctly is essential to ensure timely approval, maximum visibility, and accurate distribution. Whether you are announcing a product launch, corporate update, event, or milestone, following standard press release submission guidelines significantly improves acceptance rates and media pickup. The guidelines below outline best practices followed by professional news distribution platforms.

1. Content Quality and Originality

All press releases must contain original, factual, and newsworthy content. Submissions should not be promotional advertisements disguised as news. The focus must remain on information that is relevant to journalists, editors, and readers.

  • Content must be unique and not copied from other websites
  • No misleading, false, or exaggerated claims
  • Press releases must comply with applicable laws and regulations
  • Adult, illegal, defamatory, or offensive content is strictly prohibited

2. Headline Requirements

The headline is the most critical element of a press release. It should clearly summarize the news in a professional tone.

  • Length: 6–20 words recommended
  • Avoid excessive capitalization and punctuation
  • Do not include promotional phrases such as “Best,” “Cheap,” or “Guaranteed”
  • Keywords should be used naturally, not stuffed
  • A strong headline improves search visibility and editorial interest.

3. Press Release Structure and Format

A standard press release should follow a recognized journalistic structure:

  • Headline
  • Dateline (City, State/Country – Release Date)
  • Introduction paragraph summarizing the news
  • Body content with supporting details
  • Company overview (About section)
  • Contact information

Submissions should be written in clear paragraphs and avoid unnecessary formatting, symbols, or HTML styling unless explicitly allowed.

4. Length and Readability

Press releases should be concise while providing sufficient information.

  • Ideal length: 400–700 words
  • Short paragraphs (2–4 lines) improve readability
  • Avoid keyword stuffing or repetitive phrasing
  • Write in third-person and formal business language
  • Overly long or poorly structured releases may be rejected or edited.

5. Links and URLs

Links are allowed but must be relevant and limited.

  • Include a maximum of 1–2 contextual links
  • Avoid affiliate, referral, or shortened URLs
  • Links must lead to functional, reputable websites
  • Excessive spammy linking is considered promotional and may result in rejection

6. Images and Multimedia (If Allowed)

If images are supported by the platform:

  • Use high-quality, relevant images only
  • Images must be owned by you or properly licensed
  • Do not embed promotional banners or advertisements
  • Images should support the news, not distract from it
  • Improper or copyrighted images may delay approval.

7. Company and Contact Details

Each press release must include accurate company and contact information.

  • Company name and brief description
  • Official website URL
  • Valid contact name and email address
  • Optional phone number
  • Incomplete or misleading contact details may lead to rejection.

8. Categories and Keywords

Select the most appropriate category for your press release to ensure correct distribution.

  • Choose one primary category
  • Use relevant keywords naturally within the content
  • Do not tag unrelated industries or topics
  • Correct categorization improves reach and editorial relevance.

9. Review and Approval Process

  • Most press release platforms review submissions before publication.
  • Editorial teams may edit for clarity, grammar, or compliance
  • Non-compliant releases may be rejected without publication
  • Paid submissions are typically prioritized but must still meet guidelines
  • Approval timelines vary based on submission volume and service level.

10. Ethical and Legal Compliance

You are fully responsible for the content you submit.

  • Ensure all claims are verifiable
  • Do not infringe trademarks, copyrights, or intellectual property
  • Financial, medical, or legal claims may require disclaimers
  • Content must comply with advertising and disclosure laws

Conclusion

Following press release submission guidelines is essential for successful publication and distribution. Well-written, properly formatted, and news-focused press releases not only get approved faster but also achieve better visibility across search engines and media outlets. Before submitting, always review your content carefully to ensure it meets editorial, legal, and quality standards.

If you would like, I can tailor these guidelines specifically for your press release platform or convert this into a formal “Submission Guidelines” page suitable for website publication.