Public relations teams
Separates investor relations inquiries from editorial requests, routing financial press to IR and editorial press to communications.
Press & Media Inquiry Form Template
Every missed media request is a missed chance to shape your story. This press inquiry form gives journalists and producers a clear, professional channel to reach your communications team — capturing the outlet, story angle, request type, and deadline in one place so you can respond fast and prioritize what matters.
Free for non-commercial projects, with unlimited forms and responses.
Last updated
About this template
A dedicated press inquiry form does two things a general contact form can't: it signals professionalism and it filters signal from noise. When journalists land on your website and see a structured media contact form, they understand they're dealing with an organization that takes communications seriously. When your PR team opens their inbox, they see requests with context — not a mix of sales leads, customer questions, and the occasional media inquiry buried in the middle.
More about this template
This template captures the minimum information a PR or comms team needs to respond effectively: who the journalist is, what outlet they represent, what kind of story they're working on, what type of help they need, and — critically — when their deadline is. The deadline field alone is worth its weight; a request due in four hours requires a completely different response than one with a two-week runway.
formformform keeps the form lightweight so journalists actually use it. It's not a gatekeeping mechanism — it's a routing mechanism. Every submission arrives in your team's inbox immediately, with enough context to act. Embed it on your press room page, link to it from your about page, or add it to your email auto-reply when journalists reach the wrong address.
8 fields to make your own6 required in this starting form
Make it fit your workflow.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
The questions, explained
Fields in this template
Review the starting questions and choices. You can change them in your own copy.
Your Name
Jordan Lee
Email Address
jordan@publication.com
Publication or Outlet
The Daily Tribune
Your Role
6 choices
- Journalist / Reporter
- Editor
- Producer
- Blogger / Independent
- Podcaster
- Other
Article or Story Topic
Brief description of the story you're working on
Type of Request
6 choices
- Interview
- Quote or statement
- Data or research
- Product review / demo
- Press kit
- Other
Publication / Broadcast Deadline
Specific Questions or Details
What would you like to know? Please share any specific questions, angles, or details about your story.
Where it fits
Who uses this template
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
Corporate communications departments
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Your Role” in particular and adapt it to the detail you need.
PR agencies
Get a useful brief before the first conversation. Written context helps you assess fit, prepare questions and decide what to discuss next. Review “Article or Story Topic” in particular and adapt it to the detail you need.
Startups and scale-ups building media presence
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Type of Request” in particular and adapt it to the detail you need.
Nonprofits and advocacy organizations
Gather the details needed before making arrangements. Consistent answers help you spot special requirements and prepare the next step. Review “Publication / Broadcast Deadline” in particular and adapt it to the detail you need.
Authors and public figures
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Specific Questions or Details” in particular and adapt it to the detail you need.
Research institutions
Collect answers in a consistent structure, so you can compare responses while keeping each person’s explanation in context. Review “Publication or Outlet” in particular and adapt it to the detail you need.
Government agencies and public bodies
Collects outlet, accreditation, story topic, and FOIA-related context from reporters covering public affairs and policy stories.
What's included
Outlet, role, story topic, and request type fields
Deadline date picker to prioritize time-sensitive requests
Request type radio: interview, quote, data, product review, press kit
Open field for specific questions and story context
Instant email notification to your PR team on every submission
Separates media inquiries from general contact traffic
Embed on your press room, about page, or newsroom
Unlimited submissions, no caps
How to create a press & media inquiry form
- 1
Click 'Use this template' to open it in formformform with all fields configured.
- 2
Update the notification email to route directly to your PR manager or communications team inbox.
- 3
Customize the 'Type of Request' radio options if your team handles specific types — add 'Speaking engagement' or 'Expert commentary' if relevant.
- 4
Add your media contact's phone number in the intro paragraph for urgent requests that bypass the form.
- 5
Optionally add a 'Estimated audience or circulation' field if audience size affects your response priority.
- 6
Publish and link to it from your website's press room, newsroom page, or about section.
Best practices for your press & media inquiry form
Always include the deadline field
it's the most important piece of context for triage. A request without a deadline is very different from one due tomorrow morning.
Make the outlet field required
knowing the publication immediately tells you audience size, reach, and editorial stance.
Keep a press kit ready
the 'Press kit' option in the request type dropdown is a signal to send your standard assets. Have them ready to attach.
Route directly to your PR person
don't let media requests queue in a general inbox. Set the notification email to whoever handles press.
Respond within one business day
journalists on tight deadlines will move on quickly. Fast response wins coverage; slow response loses it.
Separate this form from your general contact form
link to each one distinctly on your press page and contact page.
8 form ideas you can build with this template
Startup Press Inquiry Form
Captures story angle, outlet, and deadline from tech journalists covering product launches, funding rounds, and founder profiles.
Nonprofit Media Request Form
Routes journalist inquiries about programs, financials, and impact stories to the organization's communications director.
Government Agency Press Form
Collects outlet, accreditation, story topic, and FOIA-related context from reporters covering public affairs and policy stories.
Author Press & Interview Request Form
Lets journalists, podcast hosts, and event organizers request interviews, review copies, and appearance opportunities from a published author.
Healthcare Organization Media Form
Captures clinical topic, intended audience, and publication type from health journalists requesting expert quotes or data access.
University Communications Form
Routes media requests for faculty expert commentary, research data, and institutional statements to the appropriate department.
Publicly Traded Company IR/PR Form
Separates investor relations inquiries from editorial requests, routing financial press to IR and editorial press to communications.
Festival or Event Press Accreditation Form
Collects outlet, circulation, and coverage type from journalists applying for press credentials or complimentary media access to an event.
Frequently asked questions
Is this press inquiry form free?
Yes. Add it to your press room and collect unlimited media inquiries at no cost.
Where should I put this form on my website?
The most common placement is a dedicated press or newsroom page, linked from your about page and your footer. Some organizations also link to it from their media kit PDF.
Can I get notified immediately when a journalist submits?
Yes. Set your notification email to your PR team's inbox or your communications manager's address and they'll receive an instant email with the full submission.
Should I still list a press contact email?
Many organizations list both — a press contact email for urgent or sensitive matters and the form for standard requests. Include a note in the form intro directing urgent inquiries to the email.
What if a journalist misuses the general contact form instead?
Consider adding a note on your contact page: 'For press and media inquiries, please use our press inquiry form' with a direct link. This naturally routes media traffic to the right channel.
Can I add a file upload for media press kits or materials?
Journalists can attach a file to the form itself — drop an Upload field into the template and they can send you up to 2 MB. For your own press kit, though, a downloadable link from your press page is still the better call, since kits with multiple images and documents usually run past that limit.
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