Free Template
Guest Outreach Email Templates
Email templates for booking podcast guests: initial outreach plus a four-step follow-up sequence (day 4-5, day 10, day 18, and a day 30 breakup email) and a guest confirmation email.
Guest Outreach Templates
Initial Outreach Email
Subject: Podcast Guest Invitation - Your Podcast Name
Hi Name,
I'm Your Name, host of Podcast Name, a podcast about brief description. We reach audience size/description.
I've been following your work on specific topic/project and would love to have you on the show to discuss specific angle.
Episode Details:
Topic: Proposed topic
Format: Length minute interview/conversation
Recording: Remote via platform
Audience: Who listens
Would you be interested? I'm flexible on scheduling and can work around your availability.
Your Name
Podcast Name
Website
The Follow-Up Sequence at a Glance
Most guest bookings are won on follow-up 2 or 3, not on the first email. Send four, spaced out, each with a different reason to reply. Then stop.
| Email | Send on | Job of this email | Ask |
|-------|---------|-------------------|-----|
| Initial outreach | Day 0 | Introduce the show and the angle | Interested? |
| Follow-Up 1 | Day 4-5 | Gentle nudge, assume the email got buried | One-line yes or no |
| Follow-Up 2 | Day 10 | Remove friction: questions in advance, short recording, your calendar link | Pick a slot |
| Follow-Up 3 | Day 18 | Add value: a fresh angle, audience numbers, a relevant recent episode | Interested in this angle? |
| Follow-Up 4 | Day 30 | Breakup, close the loop politely | Permission to stop or to revisit later |
Rules that keep this from feeling like spam: reply in the same thread so the history stays visible, never send two follow-ups in the same week, cap the sequence at four, and stop immediately if they say no. If they say "not right now", move them to a reminder 90 days out and start over with a new angle.
Follow-Up Email 1 (Day 4-5)
Subject: Re: Podcast Guest Invitation - Your Podcast Name
Hi Name,
Following up on my note from last week about joining Podcast Name to talk about specific angle. Inboxes are brutal, so I wanted to make sure this did not get buried.
A yes or a no is all I need, and no is a completely fine answer.
Best,
Your Name
Podcast Name
Follow-Up Email 2 (Day 10)
Subject: Re: Podcast Guest Invitation - making this easy
Hi Name,
Still would love to have you on Podcast Name. In case the unknowns are what is holding this up, here is exactly what it involves:
[Length] minutes, recorded remotely on Zoom/Riverside
Questions sent 48 hours ahead so nothing catches you off guard
No prep required beyond showing up
We handle the editing, and you get the audio, a full transcript, and clips to share
If that works, grab any slot that suits you: calendar link
Best,
Your Name
Follow-Up Email 3 (Day 18)
Subject: A different angle for Podcast Name?
Hi Name,
One more idea before I get out of your inbox. I read recent article/post/launch and think the sharper episode is actually new specific angle, which is a question our listeners ask constantly.
For context: Podcast Name reaches audience size/description, and our last episode on related topic did concrete result, e.g. 4,200 downloads in two weeks.
If that angle interests you more than the original one, say the word and I will build the episode around it.
Best,
Your Name
Follow-Up Email 4 (Final, Day 30)
Subject: Closing the loop on Podcast Name
Hi Name,
I have written a few times about having you on Podcast Name, so I will assume the timing is wrong and stop here. No hard feelings at all.
If that changes, my calendar stays open: calendar link. And if someone else on your team is a better fit for topic, I would welcome the introduction.
Thanks for the work you put out on topic. It is genuinely useful.
Best,
Your Name
Podcast Name
Website
Guest Confirmation Email
Subject: Confirmed: Guest Name on Podcast Name - Date
Hi Name,
Thanks for agreeing to join Podcast Name! Here are the details:
Recording Details:
Date: Date
Time: Time with timezone
Duration: Length
Platform: Link to Zoom/Riverside/etc
Before Recording:
Please use headphones if possible
Find a quiet space with minimal echo
Test your microphone beforehand
Topics We'll Cover:
Topic 1
Topic 2
Topic 3
Let me know if you have any questions or need to reschedule.
Looking forward to it!
Your Name
How to Use This Template
1Personalize the subject line and opening with the guest name
2Research the guest and mention a specific episode or work of theirs
3Clearly explain what makes your podcast a good fit
4Include easy next steps for the guest to respond
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