Company Fact Sheet Template
The facts a journalist needs so they stop guessing: what you do, how big, who speaks.
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Correct as at October 14, 2026.
What we do
[one paragraph, no adjectives]
The facts
| [add one fact per line] |
Media contact
[name, email, phone]
What is a Media Fact Sheet?
A media fact sheet is the one- or two-page sheet that gives a journalist the checkable facts about your organisation: legal name, founding year, what you sell, size, locations, leadership and who may be quoted. It matters because a reporter on deadline will publish something either way. Without a sheet they lift figures from an old article or a stale directory entry, and the wrong headcount or the wrong founder's name follows you around for years.
Communications teams, founders and PR agencies keep one in the newsroom section of the website and attach it to every pitch. It gets used at funding announcements, product launches, trade shows and during incidents, when accuracy matters most and time is shortest. Beyond journalists, the same sheet answers conference organisers writing a speaker biography, awards administrators checking eligibility, analysts building a market map, and partners drafting a joint release. Anywhere someone has to describe you and would otherwise invent the wording.
Which identifiers belong on it depends on where you are registered. UK organisations give the company number and registered office; Indian companies give the CIN and often the GST registration; EU businesses may need a VAT number, and a German-language site carries Impressum obligations that go further than a fact sheet. Financial figures are the sensitive part: if you are listed or preparing to list, what you may disclose and when is governed by your market's rules, such as the UK and EU market abuse regime or Regulation FD in the US. Confirm with counsel before publishing numbers.
It is not a press release, because it carries no news and no date-stamped announcement. It is not a pitch either — no adjectives a reporter would have to strip out before quoting you. It is not a brand guideline, though it can link to one. And handing it over does not make anything off the record or on background; everything on the sheet is publishable, so put nothing on it you would not want printed exactly as written.
What to put in a Media Fact Sheet
These are the details this template asks for. Anything left blank is marked in red on the preview so you can see what is still missing.
| Field | What goes in it |
|---|---|
| Business name | For example: Barton Supply Co. |
| Your address | For example: Unit 7, Barton Road, Columbus, OH 43212 |
| What the company does | For example: Trade supplier of timber and fixings, stocked for small orders. |
| Key facts | One per line: Fact | Value |
| Spokesperson optional | For example: James Whitfield, Managing Director |
| Media contact | For example: Linda Alvarez |
How to write a Media Fact Sheet
Open with a plain one-sentence description
Write the sentence a reporter could paste into a story without editing it. Name what the organisation does, for whom, and where. 'A Leeds-based company that makes payroll software for care homes' works. 'A next-generation platform empowering the future of work' will be rewritten by the journalist, usually less accurately than you would have written it yourself.
Give the legal name and registration details
State the registered legal name in full, alongside the trading name if they differ, plus the year of founding, the country of registration and the company or registration number used in your jurisdiction. This is what a fact-checker or a compliance desk searches for. Add the head office address and the countries you operate in, so nobody has to guess at your footprint.
Publish only numbers you can stand behind
For every figure — headcount, customers, locations, units shipped — say how it is counted and as of when. Employees on payroll is a different number from people including contractors. Customers is not the same as accounts. If a number is confidential, give a band or leave it out; an omission is far safer than a figure you later have to correct in public.
Name spokespeople and a monitored contact
List who may be quoted, with the exact title as it should appear, and what each of them speaks about. Then give a press contact a human actually reads: a named person, a direct email, a phone number, and the hours and time zone covered. A generic inbox nobody watches after five o'clock is the reason a story runs with no comment from you.
State what images may be used and how
Link to logo files in the formats a publication needs, plus a small set of approved photographs with the credit line for each. Say plainly what is permitted: use in editorial coverage, no alteration of the logo, credit as written. This saves an email exchange on deadline and stops a reporter grabbing a low-resolution image from your homepage instead.
Common mistakes
- Leading with a marketing tagline instead of a plain description leaves the journalist to invent a category for you, and the one they choose is usually wrong.
- Omitting an as-of date from headcount and customer figures means a number from two years ago gets quoted as current, and correcting it afterwards is far harder than dating it now.
- Giving a generic info address as the press contact sends a deadline query into an unwatched queue, and the piece runs without your comment.
- Publishing revenue or growth figures that have not been released through the proper channel creates a disclosure problem for a listed or fundraising organisation, not merely an awkward conversation.
- Never revising the sheet after a leadership change leaves a departed chief executive listed as a spokesperson and still being contacted for quotes.
Frequently asked questions
What is the difference between a fact sheet and a press release?
A press release announces something on a date and is written to be reported. A fact sheet carries no news; it is the standing reference a journalist checks names, numbers and titles against, and it is updated rather than reissued. Most newsrooms publish both: releases in a dated list, and one fact sheet linked from every release.
How long should a company fact sheet be?
One page for most organisations, two if you operate across several countries or have a long product line. It should be skimmable in under a minute, because that is roughly the attention it will get. Anything longer belongs in the press kit as a separate document — a product sheet, leadership biographies, or a company timeline.
Should I include revenue figures?
Only if you are comfortable seeing that number in print, attributed to you, alongside next year's. Private companies often give a band or say nothing at all. If you are listed, preparing to list, or in a fundraising process, what may be disclosed and when is governed by your market's rules — take that question to counsel rather than settling it in a marketing meeting.
What else goes in a press kit?
The fact sheet, logo files, approved photographs of people and product, short and long biographies of spokespeople, recent releases, and a page of previous coverage. Keep each as its own file so a journalist can take only what they need. A single enormous PDF is the format most likely to be ignored on deadline.
Who should be listed as the media contact?
Someone who will answer within the hour on working days and knows who to escalate to outside them. In a small organisation that is usually a founder; in a larger one, a named communications person rather than a role address. Give a mobile number if you can, and say which time zone the stated hours refer to.
This page explains general practice and is not legal advice. Requirements differ between countries and, in some cases, between states — check what applies where the document will be used.