What Is a Press Statement? How to Write One That Works

Author: Emma John

As media cycles become increasingly fast and reactive, it’s more important than ever for businesses and individuals to share their messages effectively. Whether you're dealing with a sensitive situation or delivering major news, writing a press statement is a skill you can’t afford to ignore.

In this guide, you’ll learn what a press statement is, why it matters, and how to write one that not only informs but also strengthens your credibility and message.

What Is a Press Statement?

A press statement (also known as a media statement or news statement) is an official written communication issued to the media. Its purpose is to share your organization's stance, clarify facts, or respond to events or inquiries. Unlike a press release, which is typically promotional or event-driven, a press statement is more reactive and often addresses time-sensitive topics.

Key characteristics of a press statement:

  • Clear and concise

  • Fact-based and neutral in tone

  • Often issued during breaking news or crises

  • Typically on,e page or less

Why Writing a Press Statement Matters

In a world where public perception can change with a single headline, writing a press statement the right way is essential. A well-crafted statement can:

  • Control the narrative during a crisis

  • Prevent misinformation from spreading

  • Communicate your values and transparency

  • Build trust with the public and media

Whether you're a business owner, nonprofit director, or public figure, the ability to respond quickly and professionally through a press statement is a vital part of your communication toolkit.

How to Write a Press Statement That Works

1. Know Your Objective

Before you start writing, define your goal. Ask:

  • What message do I need to convey?

  • Who is my audience?

  • What tone is appropriate (calm, urgent, apologetic, factual)?

Clear intent will shape how your press statement is received.

2. Use a Clear, Professional Format

Here’s a standard press statement format:

  • Header: Include your organization’s logo and "PRESS STATEMENT" or "MEDIA STATEMENT" clearly at the top.

  • Date: Indicate when the statement is issued.

  • Headline: A brief, factual headline that summarizes the key message.

  • Opening Paragraph: State the purpose of the statement immediately.

  • Body: Provide key facts, background, and context.

  • Closing Line: Summarize or reaffirm your position.

  • Media Contact: Include contact details for follow-up questions.

3. Be Clear, Honest, and Direct

Avoid jargon or vague language. Stick to facts and use plain English. If the statement addresses a mistake or controversy, honesty goes a long way. Acknowledge what you can, and avoid speculation.

4. Stay On Message

Your press statement should stay focused on one central message. Don’t attempt to address too many issues in a single statement. If needed, issue separate statements for different topics.

5. Add a Human Touch (When Appropriate)

If your statement concerns a sensitive or emotional topic, a quote from a spokesperson can help humanize your message. Keep it empathetic and authentic.

Example:

"We are deeply saddened by the events of this morning and are committed to working with the community to ensure this never happens again," said [Spokesperson Name], CEO of [Company Name].

6. Review Before Sending

Proofread carefully. A typo or factual error can damage credibility. Have your legal or communications team review the statement, especially during sensitive situations.

Sample Press Statement (Brief Template)

FOR IMMEDIATE RELEASE

[Organization Logo or Header]

Date: July 18, 2025

Headline: [Company Name] Responds to [Situation/Event]

[City, State] — [Company Name] today issued the following statement in response to [brief explanation of event or issue].

"We take this matter seriously and are actively investigating the situation. Our priority is the safety and well-being of our employees and customers," said [Spokesperson Name], [Title].

We will provide updates as more information becomes available. We appreciate the public’s patience and support during this time.

Media Contact:

[Full Name]

[Phone Number]

[Email Address]

Final Thoughts

Writing a press statement may seem daunting, especially under pressure. However, with the right structure, tone, and purpose, you can craft a message that conveys your point clearly and credibly. Whether you're responding to a crisis or simply clarifying facts, a strong press statement can shape public perception and demonstrate leadership.