A press kit template gives a reporter everything they need to write about your company without emailing you first: a fact sheet, your boilerplate, bios and headshots of the people they can quote, logos, product screenshots, recent press releases, coverage, approved customer stories, any original data and a named media contact. The outline below copies in one click. The Word version adds a planning sheet, a 14-line fact sheet table, guidance in every section and a checklist to run before you publish. No signup.
Download the Word template (.docx)
Most press kit templates on Google are design files for musicians, creators and influencers: an Xtensio or Kittl layout, a Canva EPK, a Pinterest board, or a media kit built to sell sponsorships. A software company needs something plainer. Reporters covering B2B tech want the facts, the people and the product images, fast, and they want to trust that the numbers are current. This template is built for that, and it pairs with our press release template: the release is the news, the press kit is everything behind it.
What goes in a press kit?
Fact sheet
Founded, headquarters, founders, employees, customers, funding, products and two or three numbers you can prove.
Boilerplate
A short version for releases and a long one for the press page, word for word the same as your website.
Bios and headshots
Short and long bios for each person a reporter may quote, the topics they cover and a high-resolution photo.
Logos
Primary, black, white and icon versions in SVG and PNG, with a link to the usage rules.
Product screenshots and video
The images most B2B stories run with, each captioned, with fictional data on screen.
Recent press releases
Newest first, dated, linked to the copy on your own newsroom.
Coverage
Articles, podcasts and analyst mentions you are happy for a reporter to read.
Customer stories
Only customers who approved being named to the press, and whether they will take interviews.
Data and research
Reports, sample sizes and the data you can run for a reporter on request.
Media contact
A named person, an email that is checked daily, a phone number and a time zone.
Copy the press kit template
Paste it into your website editor, a Google Doc or a Notion page, or download the .docx, which adds the planning sheet (owner, review date, approvals), the full fact sheet table, grey guidance notes and the pre-publish checklist.
PRESS KIT: [Company]
Last updated: [Month Day, Year]
Download all assets: [link to one .zip file]
1. FACT SHEET
Company: [Name]
What it does: [One sentence, in your buyers' words]
Category: [Category]
Founded: [Year, city] | Headquarters: [City, country]
Founders: [Names, titles]
Employees: [Number or range, as of date]
Customers: [Count or range; named customers approved for press]
Funding: [Total raised, last round, date, lead investors]
Products: [Names, one line each]
Key numbers: [2 or 3 numbers you can prove, each with source and date]
2. BOILERPLATE
Short: [Company] is [category] that helps [audience] [outcome]. [Proof point]. Learn more at [URL].
Long: [About 100 words: founding story, what you do differently, traction, investors, location]
3. FOUNDER AND EXECUTIVE BIOS
[Full name], [Title]
Short bio: [About 50 words]
Long bio: [About 150 words]
Can comment on: [Topic 1], [Topic 2], [Topic 3]
Headshot: [file name, high resolution, plain background]
4. LOGOS
Primary, black, white and icon versions, in SVG and PNG with transparent backgrounds.
Usage rules: [Link to brand guidelines]
5. PRODUCT SCREENSHOTS AND VIDEO
[file name]: [Caption]
Demo video: [URL]
6. RECENT PRESS RELEASES
[Date] | [Headline] | [URL]
7. COVERAGE
[Date] | [Outlet] | [Headline] | [URL]
8. CUSTOMER STORIES AND QUOTES
[Customer]: [Approved result] | Available for interviews: [yes / no]
9. DATA AND RESEARCH
[Report] | [Year] | [Sample and method] | [URL]
10. MEDIA CONTACT
[Full Name], [Title]
[press@yourdomain.com] | [phone] | [Time zone]What do journalists want from a press kit?
Two large surveys point to the same things. In Muck Rack's State of Journalism 2026 (897 journalists, surveyed January to March 2026, mostly in the United States), the most valuable elements of a pitch were clear relevance to the reporter's beat, access to relevant sources, original research or data, and high-resolution images. Three of those four live in a press kit: the people you can put forward, the data you can share and the images a publication can print.
Cision's 2025 State of the Media report, a survey of more than 3,000 journalists in 19 markets, found that 72% call press releases the most useful resource PR teams can offer, and 72% worry about factual errors in AI-generated PR content. A press kit answers both: it keeps your releases in one place, and it gives every number a date and a source a reporter can check.
| What reporters say | Source | What it means for your press kit |
|---|---|---|
| Access to relevant sources is one of the most valuable parts of a pitch | Muck Rack 2026 | Bios list the topics each person can comment on, and the contact says how fast you reply |
| Original research or data is one of the most valuable parts of a pitch | Muck Rack 2026 | A data section with sample sizes and methods, plus what you can run on request |
| High-resolution images are one of the most valuable parts of a pitch | Muck Rack 2026 | Headshots, logos and screenshots in one zip, at full size, with clear file names |
| 72% say press releases are the most useful resource PR teams offer | Cision 2025 | Recent releases, dated and linked, on the same page |
| 72% worry about factual errors in AI-generated PR content | Cision 2025 | Every fact sheet number has a source and a date, and finance approved it |
| 88% immediately disregard pitches that miss their beat | Muck Rack 2026 | The kit supports a targeted pitch; it does not replace one |
What should the fact sheet include?
The fact sheet is the part reporters copy from, so write it as short answers, one per line. Here is a filled one.
Illustrative, not a real company. Brightquay is a fictional payroll software company, and every figure below is made up to show the format.
| Field | Brightquay's entry | Why it is there |
|---|---|---|
| What it does | Payroll software for companies with 50 to 500 employees in the United States | The line a reporter pastes into the second paragraph |
| Founded | 2021, Denver | Context for "young company" or "established player" |
| Founders | [Name], CEO; [Name], CTO | Who to quote, with titles spelled right |
| Employees | 85, as of October 2026 | A dated number does not go stale silently |
| Customers | 600+; named with approval: [Customer A], [Customer B] | Reporters can only print names you have cleared |
| Funding | $18M total; Series A, March 2025, led by [investor] | The most requested fact after the founding year |
| Key numbers | [Payroll volume processed in 2025, with source] | Two or three proof points, each one you can show |
| Media contact | [Name], press@brightquay.example, replies within one business day | A named person gets more calls than a form |
The boilerplate under the fact sheet should match the one at the end of every release word for word. Our press release examples show how real B2B SaaS companies write theirs.
How should you package logos, headshots and screenshots?
| Asset | Versions to include | Notes |
|---|---|---|
| Logo | Primary color, black, white, and the icon alone | SVG for print and web, PNG with a transparent background for everyone else. Link to the usage rules in your brand guide (our brand guidelines template has a logo section). |
| Headshots | One per spokesperson, portrait and landscape crops | High resolution JPG, plain background, recent. Name files firstname-lastname.jpg. |
| Product screenshots | Three to six of the screens that explain the product | Full size PNG, fictional customer data, a caption for each. Replace them after every redesign. |
| Office or team photos | Optional | Useful for funding and hiring stories. Get consent from everyone in the shot. |
| Video | A short demo and any founder interview | Link to a hosted video a publication can embed, plus a downloadable file on request. |
Put every file in one zip with a single download link at the top of the page. A reporter on deadline will not click through ten separate downloads.
Press kit, media kit or online newsroom: what is the difference?
| Name | Who it is for | What is in it |
|---|---|---|
| Press kit | Journalists, analysts, podcast hosts, event organizers | Facts, people, images, releases, coverage, contact |
| Online newsroom | The same people, plus investors, candidates and AI assistants | The press kit as a permanent web page (/press or /news), with every release |
| Media kit | Advertisers and sponsors | Audience size, ad formats and rates |
| EPK (electronic press kit) | Mostly music and entertainment press | Music, photos, tour dates, press quotes |
Many of the templates that rank for this search are media kits. If you sell software, you want the first two rows: a press kit that lives as an online newsroom.
Where should your press kit live?
- On your site at /press, linked from the footer. It is the copy that ranks, that you can update in minutes, and that AI assistants can read when someone asks about your company.
- In every release, in the media contact block at the end.
- In every pitch, as one link under your signature. Our media pitch examples keep the email short and send the detail to a link like this one.
- In your sales and partner folders, so partners and event organizers stop asking for your logo by email.
Check the press kit against this list before you publish:
- [ ] Every fact sheet number has a source and a date.
- [ ] Funding, customer and investor names are public or approved in writing.
- [ ] The boilerplate matches your last release, website and LinkedIn page.
- [ ] Each bio has a current title and a recent headshot.
- [ ] Logos come in SVG and PNG, in color, black and white.
- [ ] Screenshots show the current product with fictional data.
- [ ] All release and coverage links work.
- [ ] One zip holds every asset, with clear file names.
- [ ] The media contact is a named person who replies within a business day.
- [ ] The page shows a "Last updated" date.
Our PR and awards service writes your releases and award entries, pitches the reporters who cover your market and sends you every mention and clipping each month, ready for your press page and your sales deck.
Frequently asked
What should be included in a press kit?
For a B2B software company: a fact sheet, a short and a long boilerplate, bios and headshots of the founders and executives a reporter may quote, logos in every version, product screenshots with captions, recent press releases, coverage, approved customer stories, any original data, and a named media contact. Put a "Last updated" date on it.
What is the difference between a press kit and a media kit?
A press kit is for journalists: the facts, people, images and contacts they need to write about your company. A media kit is usually for advertisers and sponsors: audience size, ad formats and rates. Many template sites use the two names for the same thing, which is why most "press kit templates" on Google look like sponsorship decks.
Should a press kit be a PDF or a web page?
A web page, with a zip file of the assets. A page at yourdomain.com/press can be updated in minutes, linked from every pitch, found by search engines and read by AI assistants. A PDF goes out of date the day a number changes. Keep a PDF of the fact sheet only if reporters in your market ask for one.
How do I make a press kit for a startup?
Start with four parts: a fact sheet, the boilerplate, a founder bio with a headshot, and your logos. That covers most requests. Add product screenshots before your first launch, then releases and coverage as you earn them. The Word template on this page has every section, so you can fill in what you have and leave the rest for later.
What is an EPK?
An electronic press kit: a press kit delivered as a web page or file instead of a printed folder. The term is most common for musicians and artists, whose EPKs hold music, photos and tour dates. For a company, the online newsroom or /press page is the same idea.
How often should you update a press kit?
Review it once a quarter, and update it the same day as any funding round, launch, executive change or new headline number. An outdated employee count or old logo in a published story is hard to correct once it is printed.
