In the world of public relations and journalism, details matter. One of the most overlooked yet essential elements of a press release or news article is the dateline. If you’re aiming to produce professional content for distribution through news wires, such as IMCWire, understanding how to write a dateline correctly can significantly impact your credibility and clarity.
This guide will walk you through everything you need to know about how to write a dateline—what it is, why it matters, how it should be formatted, and common mistakes to avoid.
Table of Contents
What Is a Dateline?
A dateline is the brief line of text at the beginning of a news article or press release that tells readers where and when the story was reported. It’s typically found before the opening sentence of the body copy.
Key Functions of a Dateline:
- Establishes location where the news took place
- Provides date of the news or event
- Adds credibility by confirming that the source is reporting timely and relevant content
Why Is the Dateline Important?
Understanding how to write a dateline is crucial because:
- It tells journalists and readers where the story originates
- It establishes a timeline for when the information was relevant
- It enhances transparency and accountability
- It follows journalistic standards, making your press release more trustworthy
Without a proper dateline, your press release may seem incomplete or unprofessional—something news outlets and editors are quick to notice.
How to Write a Dateline the Right Way
Let’s break down the steps involved in how to write a dateline so your content meets professional and industry standards.
Step 1: Start With the City Name
- The city name should be in all capital letters (e.g., NEW YORK, LOS ANGELES).
- Use the recognized AP Style city names whenever possible.
- If the city isn’t well-known, include the state or country as well (e.g., SPRINGFIELD, Ill.).
Step 2: Add the Date
- The date should reflect the actual day the news is being released.
- Format the date as Month Day, Year (e.g., April 25, 2025).
- Place the date after the city name, separated by a comma.
Step 3: Use a Dash Before the First Sentence
- End the dateline with a dash (—) to separate it from the article’s lead paragraph.
- Example:
NEW YORK, April 25, 2025 — IMCWire has announced…
Sample Dateline Format:
LOS ANGELES, April 25, 2025 — A new technology startup has launched…
This structure tells readers exactly where and when the story is taking place, establishing the basic facts up front.
AP Style Guidelines for Datelines
If you’re aiming to meet journalistic standards, follow the Associated Press (AP) Style for writing datelines. Here are some of their conventions:
Accepted U.S. City Names Without States:
Some cities are so well-known that you don’t need to include the state. These include:
- ATLANTA
- BOSTON
- CHICAGO
- DALLAS
- DENVER
- HOUSTON
- LOS ANGELES
- MIAMI
- NEW YORK
- PHILADELPHIA
- SAN FRANCISCO
- SEATTLE
- WASHINGTON
For lesser-known cities, add the state abbreviation according to AP style (e.g., ALBANY, N.Y.).
Accepted Foreign City Names Without Countries:
Similarly, well-known global cities do not require country names:
- LONDON
- PARIS
- ROME
- TOKYO
- TORONTO
- BERLIN
- SYDNEY
- MEXICO CITY
Use discretion and include the country if the city is not internationally recognized.
When to Use a Dateline
Knowing how to write a dateline is only part of the equation—you also need to know when to use it.
Situations That Require a Dateline:
- Press Releases distributed through news wires
- News articles published in media outlets
- Blog posts or news sections that report real-time events
- Event announcements or official statements tied to a specific date and location
If your content is opinion-based or not time-sensitive, a dateline may not be necessary.
Common Mistakes to Avoid
1. Using Lowercase for City Names
Always capitalize the city name.
Incorrect: New York, April 25, 2025 —
Correct: NEW YORK, April 25, 2025 —
2. Forgetting the Dash
The dash separates the dateline from the article body.
Incorrect: NEW YORK, April 25, 2025 IMCWire launched…
Correct: NEW YORK, April 25, 2025 — IMCWire launched…
3. Wrong Date Format
Stick with the format: Month Day, Year.
Incorrect: April 25th, 2025
Correct: April 25, 2025
4. Including Unnecessary Details
Avoid adding time or street addresses in the dateline.
Incorrect: NEW YORK, April 25, 2025 at 10:00 AM —
Correct: NEW YORK, April 25, 2025 —
Best Practices for Writing Effective Datelines
If you’re still wondering how to write a dateline that stands out professionally, here are some best practices to follow.
Keep It Brief and Relevant
Avoid including excessive location details or background context in the dateline. Save that for the body of your article.
Use Consistent Formatting
Using different dateline styles throughout your press releases can cause confusion. Always stick to one standardized format.
Match Dateline to the Event
The location in the dateline should reflect where the news happened—not necessarily where your company is based.
Proofread for Accuracy
Double-check the city spelling, date, and formatting before publishing. Even a small typo can reduce your press release’s professionalism.
Examples of Well-Written Datelines
Here are a few examples of how to write a dateline correctly in different contexts:
Example 1: Standard U.S. City
SAN FRANCISCO, April 25, 2025 — IMCWire announces a new partnership in the tech industry.
Example 2: Lesser-Known U.S. City
BOISE, Idaho, April 25, 2025 — The Idaho Arts Festival returns this summer with expanded programming.
Example 3: Foreign City
LONDON, April 25, 2025 — A major international summit on climate change begins today.
Example 4: Remote Reporting
If you’re reporting on an event from a remote location:
REMOTE VILLAGE, Nepal, April 25, 2025 — Aid organizations are responding to recent natural disasters in the region.
How to Incorporate Datelines in Digital PR
In digital media and PR distribution platforms like IMCWire, knowing how to write a dateline is just as important as your headline or lead paragraph.
Tips for Digital Press Releases:
- Always include a dateline even for online-only releases
- Ensure the dateline format complies with media submission rules
- Test how your dateline looks in preview before publishing
A well-structured dateline ensures your press release is taken seriously by journalists, editors, and readers.
Final Thoughts
Learning how to write a dateline may seem like a minor detail, but it plays a major role in crafting a professional and polished press release. Whether you’re reporting breaking news or announcing a product launch, the dateline acts as your starting point for clear and credible communication.
By following industry-standard practices, aligning with AP style, and avoiding common formatting mistakes, you can create datelines that elevate your content and ensure your message lands effectively in the media landscape.
If you’re using IMCWire for press distribution, ensuring each release has a correct and professional dateline will strengthen your visibility and trust among readers and newsrooms alike. Always take a moment to format your dateline properly—it’s the first step toward impactful storytelling.
