Press release embargo templates
Two email templates. One to ask for embargo agreement, one to send the material after the journalist has confirmed. Both use a generated timezone block with the weekday, date and year, so the example is always internally consistent. Regenerate it for your own moment with the Embargo Timer.
1. Ask for embargo agreement
Use this before you send any material. The recipient has not yet agreed to anything.
Subject: Advance news on {topic}
Hi {First name},
I have an announcement about {short description} that may be relevant to your coverage of {subject}.
It will be released on:
• 06:00 PT, Thursday 24 September 2026
• 09:00 ET, Thursday 24 September 2026
• 14:00 BST, Thursday 24 September 2026
• 15:00 CEST, Thursday 24 September 2026
Would you like to receive the details in advance under embargo?
I can send the release, assets and interview options once confirmed.
Best,
{Your name}2. Send after agreement
Use this only after the journalist has confirmed they accept the embargo.
Subject: Embargoed: {announcement title}
Hi {First name},
Thanks for confirming the embargo.
The information and attached materials are under embargo until:
• 06:00 PT, Thursday 24 September 2026
• 09:00 ET, Thursday 24 September 2026
• 14:00 BST, Thursday 24 September 2026
• 15:00 CEST, Thursday 24 September 2026
Please let me know if you need additional assets, background information or an interview.
Best,
{Your name}What makes a good embargo line
- Include the weekday, full date, year, time and a date-aware timezone abbreviation.
- Use PT and ET rather than PST or EST so daylight saving does not throw the offset. Same for BST vs GMT and CEST vs CET.
- Never write a lift time without a date. “Next Tuesday” is ambiguous across timezones.
- Use 24 hour time to avoid AM/PM mix ups, or state AM/PM clearly.
How to send an embargoed press release
Put the embargo line near the top of the email, before the pitch, quote or attachment list. Journalists should not need to scan the whole message to find the publish time. If the release is sensitive, repeat the embargo in the subject line and in the first paragraph.
A good press email answers four questions quickly: what is the news, when can it be published, what assets are included, and who can answer follow up questions.
Template FAQ
Can I use these embargo templates for free?
Yes. Both templates are free to copy, edit and send. No attribution needed.
Plain text or HTML: which should I send?
Plain text is easy to scan and works consistently across email clients. Simple HTML is also fine, but the timing and main message should remain clear without relying on visual formatting.
How far in advance should I send an embargoed press release?
The right lead time depends on the announcement and the amount of work required. A short news item may only need a day or two. Reviews, interviews and detailed features usually need longer.
What if a journalist breaks the embargo?
First check whether the journalist accepted the embargo and whether the timing was clear. Contact them directly and ask what happened. If the story is already live, consider lifting the embargo for everyone else. Future access should depend on the impact, intent and relationship, not a fixed punishment.
Do I need to spell out the date and year in every embargo line?
Yes. Always include the weekday, day, month and year. Especially around New Year, quarter-end or daylight saving changes.
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Hi, I'm Raoul. I spent more than 15 years working on PR campaigns and international launches. At Wrong Floor, I build simple digital tools for work that takes longer than it should. Embargo Timer is one of them.
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