17 Podcast Email Templates for Various Use Cases [2022 List]

17 Podcast Email Templates for Various Use Cases [2022 List]

Ivan Escott
Ivan Escott

Partnerships Manager at Respona

With podcasts gaining more and more traction in recent years, we believe that you can benefit from a complete guide on creating podcast email templates for a wide range of use cases, including:

  • Reaching out to other podcast hosts to pitch yourself as a guest
  • Inviting potential guests to join your podcast
  • Promoting your podcast with the help of influential industry leaders
  • Announcing a new podcast episode to your industry peers
  • Suggesting a podcast sponsorship to relevant brands
  • Confirming a guest after they’ve accepted your invitation

As an email outreach tool, we obviously know a thing or two about effective outreach and we ’re here to help you write short, to-the-point subject lines, email bodies, and CTAs for your podcast email campaigns.

Let’s get started!

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Podcast Outreach Email Templates

As a new podcast host, you can attract new listeners by joining like-minded podcasts as a guest, who have a similar audience.

But before appearing as a guest on other peoples’ podcasts, you need to explain to them what you’re bringing to the table.

That’s exactly what we’re going to cover next.

Below, you will find 4 email outreach templates to help you pitch yourself as a guest on somebody’s show.

Let’s take a look at the first email.

Template #1: We both do podcasts – let’s work together!

Subject

Hey {first_name},

[Name] here with [Podcast Name].

I was listening to your podcast episode on [Topic]; [Episode Title].

I like how you said that {Insert Excerpt}.

Since we’re both in the [Industry], I think a collaboration about [Topic] would be a great idea.

What do you think?

Is that something you’d like to discuss?

Let me know and we can work something out.

I look forward to connecting with you!

[Your Name]

Use this email template when you’re writing to another podcast host for the first time to propose a collaboration.

As you can see, this template is all about showing your interest in a specific topic that has been approached by a podcast that targets the same audience as your own show.

It captures the reader’s attention with a compliment, then cuts right to the chase by inviting the email recipient to a further discussion about your potential collaboration.

This podcast guest pitch would be suitable for reaching out to small businesses and other podcasts on the same level as yours.

How about pitching yourself as a great guest to more influential or well-established producers?

How can you tell guest management what a great guest speaker you would be for their upcoming episode?

Let’s see…

Template #2: Just discovered your podcast

Subject

Hi {first_name},

[Your Name] here with [Your Company Name]. I just discovered your podcast on the way to work, and I loved your most recent episode where you talked about [Insert Topic of the Episode You Listened To].

I wanted to reach out to ask if you’re accepting guests on your show.

[2-3 Sentences About You and Your Accomplishments] 

I’ve also been featured on [2-3 Examples of Podcasts/Publications].

I’m happy to have our team promote the episode to our audience as well on social media and through our newsletter, too.

I look forward to hearing back from you!

P.S. Here are a few topics I am familiar with:

Idea 1 (30 words max)

Idea 2 (30 words max)

Idea 3 (30 words max)

Thanks,

[Your Name]

The template above gives you room to showcase the accomplishments of your great podcast – and your career life. But, remember to keep it short and relevant.

Author’s Tip: You can list your achievements with bullet points. This will improve the readability of your email and keep the reader engaged.

If you’re looking for a more relaxed way to initiate a collaboration, check out the next template.

Template #3: I want to connect (& be a guest on your podcast)

Subject

Hey {first_name},

I stumbled across your podcast… Just kidding. :)

Guess you’ve heard that line already; haven’t we all?

I’ve been following your podcast and blog for a while now. Since we’re in the same business — and probably have similar audiences — I wanted to connect.

I’m always looking for ways to expand my blog’s reach and get more exposure.

If you’re up to the same thing, I’d love to chat about how we could help each other out, including being a guest on your podcast. 

Let me know your thoughts!

P.S. Here are a few topics that I’m familiar with:

Idea 1 (30 words max)

Idea 2 (30 words max)

Idea 3 (30 words max)

Thanks,

[Your Name]

Here, you have the chance to let your colors shine through and crack a few jokes to break the ice with your future collaborator.

However, try to keep it professional.

And don’t forget why you’re writing the email in the first place. State your order of business and give some examples on subjects that can complement your expertise.

Author’s Tip: Make sure to personalize the template by adding details such as the industry, business sector, audience type, etc.

Speaking of shining the spotlight on your mastery…

How about an interview on your favorite podcast to promote yours?

Here’s how to request one.

Template #4: I want to suggest an interview

Subject

Hi {first_name}

[Your Name] here from [Your Company].

I’ve been binging your podcast on the way to work recently and loved the last episode, {Episode Title}.

I wanted to ask if you’re accepting new guests. 

I can bring a valuable perspective on [Topic] because of my [Relevant Experience]. I have already been featured on a few other relevant podcasts, including [Podcast 1] and [Podcast 2].

Let me know if you’d be interested in having a chat!

All the best,

[Your Name]

P.S. I’d be happy to promote the episode across our audience of [# of followers] followers.

In this case, you get to talk about how an amazing guest you can be (again).

Isn’t that just great?

You compliment the host, ask for a podcast interview spot, explain why you would be a relevant guest, and tell them the benefits of having you over. It’s so simple, yet effective.

Now let’s see how you can invite people to join your future podcast episodes.

Podcast Guest Email Templates

Now, let’s get back to you as a podcast host.

When outlining your next episode, reaching more podcast listeners is surely on your mind.

And a great way to do that is by joining forces with industry leaders who you admire, and inviting them over to be a guest on your show.

Wondering how to ask somebody to be on your podcast?

The next 4 email templates will help you reach out to potential guests and successfully invite them for an interview.

So, you’d better prepare your interview questions!

Template #1: We love your work – be a guest on our podcast

Subject

Hey {first_name},

My name is [Your Name]. I’m a [Job Title] at [Company Name] — [something about the company].

I was checking out a few posts on your blog; the one on [Topic] really caught my attention.

I really liked how you mentioned that {Insert Excerpt}.

We’d love to interview you for our podcast, [Podcast Name].

We’ve already interviewed [Guest’s Name A], [Guest’s Name B], and [Guest’s Name C].

Would you be interested in setting up a call to discuss things further?

Here’s a link to my calendar in case you’re interested:

[Link to Calendar]

Thanks,

[Name]

This email template is a great way for you to schedule a pre-interview right away.

In case the interview request passes and your guest books a call, don’t forget to send a follow-up email with the call details.

Make sure to add your guest on Skype, send a Zoom invite, or provide them with the appropriate instructions to be able to easily join you on whatever platform you prefer to use for calls.

If you consider this template to be too much from the start, let’s simplify things a bit in the next one.

Template #2: We’re doing the same job – let’s talk about it on my podcast

Subject

Hey {first_name},

[Name] here with [Blog Name].

I’ve been following your blog for a while now and just wanted to say that I really like your writing style.

I especially enjoyed when you said {Insert Excerpt}.

Since we’re both in the business of creating and publishing content online, I thought it would be nice to connect.

More than that, I’d like to invite you as a guest on my podcast, [Podcast Name].

If you’re interested, I’d love to discuss your ideas around [Topic] further.

Let me know what you think.

Talk soon,

[Your Name]

This template will not only help you to invite people over, but also establish meaningful connections with professionals from your industry that you admire.

Another option for reaching out to people you look up to would be to use our next template.

Template #3: I’m a big fan – come as a guest on my podcast

Subject

Hey {first_name},

[Name] here from [Company].

I’ve been following your work for [Time Period] now.

You’re among the people who have had the biggest impact on me and my business.

“[Insert Quote]”

I keep this phrase in mind every time [Related Story] happens.

For all of this, I’d like to say thank you. I’d also be thrilled if you would be a guest on my podcast, [Name of Podcast].

Let me know what you think!

Thanks, and hope to chat soon.

[Your Name]

Just like the previous email, this one gives you an opportunity to show your admiration towards industry leaders.

By doing so, you will increase your chances of getting a positive response.

Here’s another way to do it.

Template #4: Do you want to participate on our podcast?

Subject

Hey {first_name},

My name is [Your Name] and I am a [Job Title] at [Your Company Name] — [something noteworthy about the company].

I found you on a {Podcast Name} episode you participated in a while back:

{referring url}

We’re hosting a podcast episode on [Topic] and we’re hoping to get [Industry] experts like you to have a conversation with us.

Would you be interested in participating?

Here’s a link to our podcast series:

{referring url}

Look forward to hearing from you!

Thank you,

[Your Name]

Now that you know how to melt the hearts of your industry colleagues, let’s see how you can promote your podcast through emails.

Podcast Promotion Email Templates

Another great strategy that you can use to get your podcast on your target audience’s radar is to reach out to popular industry experts and ask them to promote a specific podcast episode of yours.

Think about people who are often invited to talk shows, have authoritative blogs, produce industry-related content on YouTube, and so on.

The following 3 email templates have been designed to help you get these experts on your podcast.

Template #1: Help us spread the word

Subject

Hey {first_name},

How are things going over in [city]?

It’s [Your Name] here from [Podcast Name]. We are [description] and [what you do].

We’ve been monitoring your work and see you’re doing a great job with [topic of interest].

We really liked what you posted recently on your [social media platform] about [topic].

It’s also interesting to see that your online audience is growing so fast.

We’re looking for people like you to partner up with and help us spread the word about [Podcast Name].

Here’s a link to our podcast series:

{referring url}

Is that something you’d be interested in?

Let me know how that sounds and we can jump on a call to discuss things further.

Hope to chat with you soon!


Thanks,

[You Name]

You can use this template to reach out to influencers and content creators with a considerable follower count that fit within your niche or industry.

This way, you will be able to reach their followers and put your content in front of a relevant audience of new people who are likely to be interested in your podcast.

Another way you can do that is by asking for a podcast review, which brings us to our next template.

Template #2: Asking for a podcast review

Subject

Hey {first_name},

I hope you’re having a good {day_of_week}!

I was watching some review videos on YouTube about [Podcast] and I ended up coming across yours: {video url}.

I keep thinking how fun, engaging, and rigorous your video review was, and really appreciated your deep dive into [podcast’s details].

I wanted to reach out and let you know that our team actually just released a new podcast episode as part of our recently launched podcast series, [Podcast Name].

Since you’re obviously familiar with [niche], I’d love to get an engaging and honest podcast review – no strings attached!

Let me know what you think and I can send over some additional info.

Cheers,

[Your Name]

A review can be intimidating, but you have nothing to worry about.

This is an opportunity for you to grow and learn about your podcast’s strengths and weaknesses, which will allow you to sit down and think about how you can further improve.

If you’re not ready to be reviewed just yet, look for someone who can help you spread the word about your work.

You can do it like this.

Template #3: Let’s have a call!

Subject

Hey {first_name},

[Your Name] here from [Podcast Name].

I’ve been a big fan of your work and everything you do with [Topic of interest].

I particularly enjoyed your recent approach about [Topic] on [Social media platform].

To be honest, I think it’s just so fascinating to see that your online audience and number of subscribers is growing so fast without sacrificing the quality of the content you’re putting out there.

We’re looking for people like you to partner up and help us spread the word about [Podcast Name].

Is that something you’d be interested in?

Let me know how that sounds and we can jump on a 30-minute call – or longer if you’d like – to discuss things further.

Thank you, and I’m looking forward to hearing from you.

[Your Name]

These 4 templates should be enough to get you started with getting the promotion you need for your new podcast.

Now, let’s switch to another strategy to get the word out about your new episodes.

Podcast Announcement Email Templates

As soon as your new podcast is live, you need to let the world know—especially those with influence in your niche or industry.

To help you do that, we’re put together a couple of email templates that will ensure a proper introduction.

Here is the first one.

Template #1: We just launched a podcast

Subject

Hey {first_name},

Happy {day_of_week}!

Was looking to connect with fellow marketers to begin this quarter, so I thought I’d reach out.

I just launched [Your Podcast Name + Short Description] and wanted to run it by you.

We just interviewed [1 or 2 thought leaders] recently, and would love for you to take a look and get your thoughts about [Topic] as well!

Can I send through some more info?

Cheers,

[Your Name]

With this template, you can ask for qualified feedback from your email list while also getting some views right after your launch.

Let’s have a look at another template you can use to do that.

Template #2: We wanted to tell you about our new podcast

Subject

Hey {first_name},

Hope you’re having a good {day_of_week}. :)

I just wanted to reach out and let you know that our team just launched a new podcast series called [Podcast Name].

Since you’re obviously familiar with [niche], I’d love to get your thoughts on it.

Let me know what you think!

Cheers,

[Your Name]

Template number two is shorter, with no fluff.

It cuts right to the chase and allows you to efficiently announce your new podcast series.

Let’s move on to the next use case.

Podcast Sponsorship Email Templates

Ah, sponsorships!

So, you want to monetize your podcast and look for sponsorships.

What should you start with?

Well, it should be a proper email to reach out to relevant brands in your industry, promote your personal brand, and stand out from the crowd.

How do you do that?

You can use the following email templates. You just need to fill in the blanks and press “send”.

Template #1: Wanna sponsor our podcast?

Subject

Hey {first_name},

My name is [Your Name] and I’m host of [Podcast series].

My team and I are big fans of your brand, [Brand Name], and would love to bring you into our podcast.

We’re into [Topic] and we’ve already interviewed [Industry] thoughts from [Guest A], [Guest B], and [Guest C].

Plus, our episodes get approximately [number of listeners].

Would you be interested in sponsoring [Podcast Name]?

Let me know if you’d be interested in having a chat to discuss things further!

Cheers,

[Your Name]

Pretty straightforward, right?

Let’s see another similar template with a tone that’s a tad more formal.

Template #2: Let’s discuss a potential sponsorship opportunity

Subject

Hey {first_name},

My name is [Name] and I am a [Job Title] at [Company Name] — [something about the company].

I was checking out a few [events/podcasts/projects] you sponsored in the last [Time Period].

We’re looking for brands like yours; ones that want to be a part of interesting projects in [Industry] to partner with.

We’re already working with brands like [Brand A], [Brand B], and [Brand C].

Would you be interested in setting up a call to discuss things further?

Here’s a link to my calendar in case you’re interested:

[Link to Calendar]

Thanks,

[Your Name]

Make sure to include the most popular and relevant brand collaborations in the designated fields of the template.

By doing so, you will make your podcast more appealing to possible sponsors.

Now you’re almost done with all the emailing, except for one — the guest confirmation email.

Here’s how usually that one goes.

Podcast Guest Confirmation Email Templates

First, you sent off some emails, testing the waters and trying to hook some industry experts or fellow podcast hosts in your industry.

You’ve since received some emails back from interested industry experts. They want to join you for a podcast episode.

Now what?

You need to confirm the guests after they’ve accepted your invitation and scheduled the recording.

To help you out, we’ve created a few templates that you can send individually or use as an automated reply.

Let’s dive right in!

Template #1: We’re excited to have you over

Subject

Hello again, {first_name}

Thank you for accepting my invitation to join the [Name of Podcast] on [date] at [hour].

I’m thrilled to sit down for an episode with you!

Please let me know if you have any questions in the meantime so we can address them.

Talk to you soon.

Thanks,

[Your Name]

This is a quick check-in with your guest just to let them know everything is settled for your collaboration. Nothing too fancy.

Let’s go to the next template, which employs a similar tone.

Template #2: Thanks for accepting our invitation for the live interview

Subject

Hi {first_name}

Thanks for agreeing to share your expertise with our audience. We greatly appreciate the response!

As we discussed, the interview will be live, on [date] at [hour].

Until then, we are at your disposal for any question or problem you might want to discuss.

Thanks again,

[Your Name]

After this, your emailing work is pretty much done. The podcast episode is scheduled and your guest is confirmed.

Now you can start preparing for the next episode.

Let’s wrap up!

Link building cheat sheet

Link building cheat sheet

Gain access to the 3-step strategy we use to earn over 86 high-quality backlinks each month.

Download for free

Now Over to You

Hopefully, these email templates will help you initiate a successful podcast email strategy.

And if doing all this emailing by yourself seems like a lot of work, don’t worry; we can give you a helping hand with your outreach process.

Let us show you how—book a demo with us and make your outreach efforts seamless.

Ivan Escott

Article by

Ivan Escott

Ivan is the partnerships manager at Respona, the all-in-one PR and link building tool that combines personalization with productivity. Along with creating content, he looks for unique ways to build meaningful relationships with other bloggers.

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