Campaigns · free template

Press Release Approval Form

Route each press release through a clear review, capture edits and quote permissions, and record approval against the exact draft before publication.

A ready-to-use marketing & agency form for small teams who need a reliable intake process: 15 questions, 3 pages, 3 conditional rules.

Questions
15
Pages
3
Layouts
classic · card
Time to complete
≈ 8 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Page 1 of 3 — Release and Draft

Approve One Specific Release Draft

Copy the headline from the attached draft.

Upload one review-ready PDF or document with a dated version label in its filename.

Any file type up to 50 MB (larger files are rejected) · uploads are saved on the live form

This label must identify the exact file being approved.

Every question on this page is currently visible.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Press Release Approval Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in marketing & agency.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 15 questions across 3 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 12 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It accepts a document or photo upload as evidence.
  • It pins the request to a specific date.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Press Release Approval Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features advanced show logic: if “Is This Release Embargoed?” is Yes, the form dynamically exposes “Embargo Lift Details”. Otherwise that question never appears.
  • Features advanced show logic: if “Does the Draft Include External Quotes?” is Yes, the form dynamically exposes “Quote Permission Record”. Otherwise that question never appears.
  • Features conditional validation: if “Approval Decision” is Changes Requested, “Required Edits or Decision Notes” becomes mandatory before the form can be sent.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A press release is not approved just because the latest comment thread goes quiet. Use this form to tie a named reviewer’s decision to one specific draft, with publication timing, embargo details, and external quote permissions in the same record. The release owner should complete the draft and timing sections before requesting review. Upload a dated file and give it a version label that also appears in the filename. Avoid replacing that file after approval: a changed headline, quotation, claim, or publication schedule should trigger a fresh review of the revised version. Choose one person to record the final decision after specialist reviewers have finished their checks. The form captures that consolidated decision; it does not substitute for separate approvals your team requires. For external quotes, record who confirmed the wording and where the confirmation can be found. Do not treat an unanswered permission request as consent. Keep the requested publication time separate from the embargo release time, and include a time zone for both. If changes are requested, list concrete edits and identify the person responsible for resubmitting. Only an Approved decision for the intended draft should move the release into your publishing queue.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Release and Draft

  • Release Ownerrequired
  • Release Owner Emailrequired
  • Release Headlinerequired
  • Draft for Approvalrequired
  • Draft Versionrequired

Page 2 — Timing and Permissions

  • Requested Publication Daterequired
  • Publication Time and Time Zonerequired
  • Is This Release Embargoed?required
  • Embargo Lift Details
  • Does the Draft Include External Quotes?required
  • Quote Permission Record

Page 3 — Reviewer Decision

  • Approval Decisionrequired
  • Required Edits or Decision Notes
  • Final Reviewerrequired
  • Decision Daterequired

15 questions in total.

A Draft Returned for One Specific Edit

Fictional Lantern Vale Studio routes its community design lab announcement for review before scheduling distribution.

Release Headline
Lantern Vale Studio Opens Community Design Lab
Draft Version
v03 — 2026-09-14
Requested Publication Date
2026-09-18
Publication Time and Time Zone
10:00 a.m. America/Chicago
Approval Decision
Changes Requested
Required Edits or Decision Notes
Replace the opening-hours sentence in paragraph three with the confirmed schedule. Release owner Mira Talven will upload v04 for another review.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Is This Release Embargoed?”

  • Reveals questions

    If “Is This Release Embargoed?” is Yes, the form reveals “Embargo Lift Details”.

Driven by “Does the Draft Include External Quotes?”

  • Reveals questions

    If “Does the Draft Include External Quotes?” is Yes, the form reveals “Quote Permission Record”.

Driven by “Approval Decision”

  • Makes answers required

    If “Approval Decision” is Changes Requested, “Required Edits or Decision Notes” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Freeze the review copy

    Export a review-ready draft and put its version label in both the filename and Draft Version field. Keep approved files intact rather than overwriting them.

  2. 2

    Resolve timing before sign-off

    Compare the requested publication schedule with the embargo lift details. Confirm the date and time zone with whoever controls distribution.

  3. 3

    Make quote confirmation traceable

    For each external quote, identify the speaker, the wording they confirmed, and the location of that confirmation. Resolve outstanding permission before approval.

  4. 4

    Give one reviewer the final decision

    Assign the final section to a designated reviewer using your team’s access and handoff process. When edits are requested, return the revised draft for a new decision instead of treating completed edits as automatic approval.

Mistakes to avoid

  • Approving a version label that does not match the uploaded draft.
  • Entering an embargo time without a date or time zone.
  • Selecting Approved while quote permissions or requested edits remain unresolved.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Send the recorded decision to the release owner and distribution lead. Queue only the approved version for publication; return changed drafts for another review.

Works in both layouts

Browse classic templatesBrowse card templates

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Frequently asked questions

Does submitting this form approve the release?

No. Submission records the selected decision. Only Approved, entered by your designated reviewer for the attached draft, should authorize the next publishing step.

Can several departments review the same release?

Yes, but this template records one consolidated decision rather than separate departmental sign-offs. Complete your specialist reviews first, or add distinct reviewer sections if your process needs individual decisions.

What happens if the draft changes after approval?

Keep the original approval record and submit the revised file with a new version label. Do not assume approval carries over to a changed headline, quote, claim, or publication schedule.

How is this different from PR Pitch Submission?

PR Pitch Submission collects an idea or angle for media outreach. This form belongs later in the process, when a complete press release needs a documented decision before distribution.

Is the Press Release Approval Form template free to use?

Yes. You can preview and test Press Release Approval Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Press Release Approval Form template ask for?

It asks 15 questions across 3 pages, 12 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Press Release Approval Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this marketing & agency form work?

3 conditional rules ship with the template: Features advanced show logic: if “Is This Release Embargoed?” is Yes, the form dynamically exposes “Embargo Lift Details”. Otherwise that question never appears. Features advanced show logic: if “Does the Draft Include External Quotes?” is Yes, the form dynamically exposes “Quote Permission Record”. Otherwise that question never appears. Features conditional validation: if “Approval Decision” is Changes Requested, “Required Edits or Decision Notes” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Press Release Approval Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Press Release Approval Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

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