The Complete Guide to Crafting Effective Podcast Outreach Templates

Sick of Getting Ghosted by Podcasters? Follow This Blueprint for Pitch Perfection.

Pitching yourself as a podcast guest is an art and science. Master captivating podcasters instantly with this comprehensive guide to crafting irresistible outreach templates. Discover proven outreach strategies to land high-value interviews, skyrocket your personal brand, and mesmerize niche audiences.

Let’s dive in!

Page Contents

Understanding Podcast Outreach and Its Benefits

Podcast outreach has become an integral part of marketing and PR strategies for businesses and individuals looking to expand their reach and promote their brand. But what exactly is podcast outreach, and why has it emerged as such an effective approach?

What is podcast outreach?

Podcast outreach refers to the process of identifying and connecting with podcasters, hosts, and shows to explore potential collaborations, partnerships, or simply to be featured as a guest to access their audience. The main goals are to:

  • Tap into a podcast’s existing audience and niche.
  • Provide value by sharing your expertise.
  • Increase awareness and promote your brand, product, or service.

It typically involves a combination of research to find relevant shows, networking to connect with podcast hosts, and outreach to pitch yourself as an expert guest.

For example, a marketing consultant may reach out to business and entrepreneurship podcasts to offer their insights on digital marketing strategies. Or an author could connect with book and literary podcasts to discuss their latest publication.

The end result is an appearance as a guest on the podcast to share your knowledge, perspective, or story with a new yet targeted audience aligned with your niche.

Why is podcast outreach effective?

There are several key reasons why podcast outreach can be an incredibly effective marketing and branding strategy:

1. Highly engaged niche audiences

Podcast listeners tend to be a highly engaged audience closely interested in the show’s topic or niche. By accessing a podcast’s pre-qualified audience, you can precisely target potential customers or clients without wasting efforts casting a wide net.

For instance, a B2B startup may specifically reach out to business and entrepreneurship shows to connect with founders and executives.

2. Builds trust and authority

Being invited as a podcast guest positions you as an authority on the topics discussed, building credibility and trust with listeners. Podcast hosts also lend their credibility to you as their chosen expert guest.

After an appearance discussing predictive analytics, for example, a data scientist can establish themselves as a thought leader on that subject.

3. Drives traffic and generates leads

Podcast episodes live on indefinitely, allowing you to benefit from long-term traffic, lead generation, and sales. Audiences who discover older episodes will still be exposed to your brand.

Podcasts also get syndicated across platforms like YouTube, Spotify, Apple Podcasts, etc. expanding your reach.

4. Opportunity for backlinks and brand mentions

Most podcasters will include guest bios, links, and social channels in their show notes, providing valuable backlinks and brand mentions to boost SEO.

For example, a podcast episode page on motherhood may link to your mommy blog from the show notes.

5. Repurposable content

The podcast episode audio and transcript provide content that can be repurposed. You can excerpt snippets for social media, write a blog post summarizing key points, or even use the transcript as a script for a YouTube video.

6. Networking opportunities

Being on a podcast allows you to connect with the host, guests, and wider community around the show. This can lead to valuable networking, collaborations, or recommendations to be on other podcasts.

For instance, an author may connect with fellow writers or literary professionals who have been on the same podcast.

Key benefits of podcast outreach

To summarize, here are some of the top benefits of podcast outreach:

  • Targeted reach: Immediate access to a highly specific and engaged audience.
  • Increased authority: Establishes expertise and thought leadership.
  • Enhanced SEO: Opportunity for high-quality backlinks and brand mentions.
  • Lead generation: Drives traffic and conversions long-term via podcast episodes.
  • Brand awareness: Massive opportunity for brand exposure and visibility.
  • Cost-effective: Outreach is free, with minimal costs compared to other paid advertising.
  • Networking: Connects you with peers, partners, and collaborators in your space.
  • Repurposable content: Podcast transcript and audio can be reused and shared.

With so many advantages, it’s easy to see why podcast outreach has become such a popular marketing technique. The key is to strategically identify and approach podcasters aligned with your goals and able to introduce you to your perfect audience.

Overcoming Common Podcast Outreach Challenges

While podcast outreach offers immense marketing potential, it also comes with some common obstacles. Being aware of these challenges and having strategies to address them will help ensure your podcast outreach efforts are effective.

Finding the right collaboration fit

One of the biggest hurdles with podcast outreach is identifying shows that are the right match for a mutually beneficial collaboration. Reaching out blindly to any podcast related to your industry may not yield the ideal partnership.

Some key factors to consider when assessing fit include:

  • Values and perspectives – Do you share a similar worldview and way of communicating? Differing opinions can derail an interview.
  • Content formats – Some podcasts favor structured interviews while others prefer free-flowing conversations. Make sure their format matches your comfort level.
  • Engagement level – Bigger podcasts may give you reach but offer little chance to deeply connect with the host and audience. Find the right balance for your goals.
  • Existing guest profiles – Research the backgrounds of other guests to assess if you would fit the mold for the host’s ideal interviewee.
  • Target audience – Is the podcast’s audience demographically aligned with your customers or niche? If not, the exposure may be less beneficial.

Thoroughly vetting podcasts takes time but helps match you with the best collaborators. Prioritize outreach to those offering maximum mutual value.

Time investment required

Executing a podcast outreach campaign takes a significant time investment. From strategizing and research to conducting outreach and follow-ups, it demands consistent effort over an extended period.

Some ways to reduce the time commitment without sacrificing results include:

  • Build an outreach process: Establish systems for research, tracking, templates, and follow-up to work efficiently.
  • Outsource where possible: Hire a VA for research tasks or use tools to automate follow-ups and tracking.
  • Block time: Dedicate set weekly time for your podcast outreach efforts to ensure consistency.
  • Reuse content: Repurpose and tweak pitches instead of crafting each email from scratch.
  • Limit targets: Keep your outreach list tight with podcasts thoroughly vetted for fit rather than reaching out broadly.

With the right approach, podcast outreach can become less of a time drain and more of an optimized process.

Need for organization and tracking

A structured system to organize your podcast prospects and track outreach is crucial for success. Without a process to monitor your efforts, follow-ups can slip through the cracks.

Critical elements for tracking and managing your podcast outreach include:

  • An evergreen list of target podcasts along with host contacts and email addresses. Having this in a spreadsheet or database keeps all the information conveniently in one place.
  • Email templates for initial pitches and follow-up messages to streamline your outreach.
  • A tool or system to track when emails are sent, opened, and replied to. This allows you to follow up appropriately.
  • Notes on interactions with each podcast host to remember key details. This provides context for building the relationship over time.
  • Aggregate metrics on open rates, positive responses, interviews booked, etc. so you can optimize and refine your approach.

Investing in the right organizational and tracking infrastructure early on will enable your podcast outreach efforts to scale while remaining targeted and effective. Don’t wait until you’re juggling dozens of prospects to implement a system.

The key hurdles with podcast outreach are certainly surmountable with the right level of research, persistence, and organization. By being proactive, you can avoid wasted efforts and align yourself with podcasts that are truly the best fit to grow your business and elevate your brand.

Step-by-Step Process for Podcast Outreach

Executing a smart podcast outreach strategy involves several key steps – from researching prospects to crafting pitches and optimizing your efforts. Follow this comprehensive process to ensure your outreach yields interviews and mutually beneficial partnerships.

Building a list of potential podcasts and guests

The first step is identifying and qualifying your list of podcasts and potential guests to target. Casting too wide of a net or outreach without a strategy wastes time and hurts your results.

Research podcasts in your niche

Start by brainstorming relevant topics and keywords. For example, a software startup may focus on industry terms like “SaaS,” “software engineering,” and “bootstrapped business.”

Next, leverage podcast directories like ListenNotes to find shows discussing your topics. Look for podcasts aligning with your brand values, perspectives, and audience demographics.

Curate a targeted list

Assemble a master list of 15-50 podcasts to research further. Focus on:

  • Authority in your niche measured by number of listeners, reviews, longevity, and guest profiles.
  • Host expertise and professional background.
  • Production quality based on audio standards, format, and interview style.
  • Previous guests and topics covered for alignment and relevancy.
  • A diverse mix of podcast types between interviews, panel discussions, solo shows, and emerging vs established.

Identify relevant guests

You can take the opposite route by starting with industry experts, authors, or influencers you wish to collaborate with. Identify guests you admire or believe would complement your brand.

Search their name on ListenNotes to discover podcast appearances. Reach out to those podcast hosts directly to increase your chances of being a guest alongside your desired expert or influencer.

Crafting an effective podcast pitch

With your prospect list ready, it’s time to craft your pitch. Tailor each email while following a template that hooks the podcaster’s attention.

Grab attention with a unique hook

Rather than a generic pitch, get noticed by highlighting a fascinating experience, exclusive news, or data relevant to the show’s audience.

For example,

lead with “As the founder of [company], I increased revenue 30% in one year using X strategy…” or “New data reveals 75% of people believe XYZ about [niche topic]…”.

Communicate your expertise

Succinctly convey your credentials and expertise related to the show’s topics and why listeners would value your insights. Avoid simply listing achievements and instead state the relevance.

Propose discussion topics

Suggest 2-4 specific talking points you’re eager to explore such as lessons from your startup journey, trends in your industry, actionable strategies, etc. This shows you’re invested in providing value, not self-promotion.

Include a call to action

Wrap up your pitch by proposing next steps and requesting a conversation to further discuss a potential interview. Offer available dates and times that work for you.

Optimizing your outreach strategy

Sending compelling pitches is step one, but securing interviews requires tenacity and optimization.

Personalize each email

Avoid copy-pasting generic messages. Personal details like the host’s name, podcast name, and episode mentions make a difference. Segment your list by podcasts size to customize pitches accordingly.

Use multi-channel outreach

Email often goes overlooked. Try messaging hosts via LinkedIn, Twitter, Instagram, or booking platforms like Podbooker as well. Vary your outreach channels.

Follow up consistently

Only 7% of sales happen after the first contact. Set calendar reminders to follow up weekly if needed. Politely reiterate your interest and offer new reasons to talk.

Track and measure results

Use analytics to see open and response rates. Continuously refine subject lines, content, and timing. Pay attention to what works to improve your approach.

Build genuine relationships

Don’t let the outreach process feel transactional. Consume episodes, share them if you enjoy the content, and leave thoughtful reviews. Relationships open more doors than one-off pitches.

Leveraging tools like

Specialized tools can optimize efficiency by automating tedious tasks like tracking and follow-ups.

For example,’s CRM automatically captures contact details as you research podcasts and prospects. You can sort prospects by status, tag connections, schedule follow ups, and track open and reply rates. Robust analytics help refine your process for better results over time.

Other useful features include:

  • Email templates to standardize your outreach
  • Automated follow up reminders
  • Contact profiles containing full history and notes
  • Calendar view to visualize your outreach schedule

In short

With a laser focus on executed, personalized, and optimized outreach to carefully selected podcasts, your pitches will stand out and spark more high-quality podcast interviews. Consistency and relationship-building are key. Using tools like significantly eases the heavy lifting.

Elements of an Effective Podcast Pitch

Crafting a compelling pitch is instrumental for getting your foot in the door with podcasters. An excellent pitch succinctly showcases your value and piques interest in bringing you on as a guest. Here are the key elements that make up a podcast pitch that gets results.

Providing value for the audience

At its core, a pitch must communicate the tangible value you’ll provide listeners if given an interview spot. Podcasters want guests who educate, entertain, inform, or inspire their audience.

Some ways to demonstrate audience value include:

  • Share insider stories or a candid perspective: Use anecdotes and insights from your experience consumers can’t get anywhere else. Give a real, unfiltered glimpse into your industry or niche.
  • Present new data, stats, or trends: Include fresh survey data, growth metrics, or research findings that shed light on an important topic. Numbers intrigue people.
  • Offer advice, tips, or actionable takeaways: Provide strategic advice or actionable lessons that help listeners accomplish goals or improve their lives.
  • Address common pain points: Identify and provide solutions for challenges the audience faces in their role or when making decisions. Talk about their problems, not yours.
  • Give frameworks, models, or tools: Introduce new ways to think about something or models to apply to business, career, or life. Frameworks make concepts tangible.
  • Challenge assumptions: Offer a contrarian perspective that makes listeners reconsider long-held beliefs. Respectfully counter mainstream narratives.
  • Provide unique analysis: Dissect complex topics, recent news, or trends using your distinct lens based on experiences and expertise. Give uncommon vantage points.

The benefits listed should excite the podcaster about the value you can contribute as a guest for their audience.

Demonstrating credibility

Backing up claims of value you provide requires evidence of credibility. The fastest way to establish authority is through concrete examples like:

  • Media features and podcast appearances: Being featured in prominent publications or invited on other podcasts carries weight. Include a sample list.
  • Celebrity clients or noteworthy partners: Name-dropping big brands, authors, or celebrities you’ve worked with builds trust through association.
  • Awards and press recognition: Feature profiles, awards, and credible media coverage act as social proof. Don’t overinflate insignificant accolades.
  • Bestselling books: Authoring an Amazon bestseller in your niche adds immense credibility, especially for positioning you as an expert.
  • Record of achievement: For founders and executives, quantifiable achievements like remarkable revenue growth, customers acquired, or funding raised makes an impact.
  • Testimonials: Brief positive reviews and quotes from clients demonstrate you deliver results and satisfaction for others seeking your experience.
  • Existing audience size: A large social following, email list, blog traffic, or downloads/streams shows existing demand for your content and perspective.

While showcasing credibility markers, stay concise and only highlight the most relevant facts tied directly to your experience and authority around the podcast’s topic. Avoid unnecessary fluff that dilutes your pitch.

Being direct and concise

Podcasters are busy. Get to the point quickly and make clear requests to maximize your chances of a response.

  • Keep pitches under 300 words or 4 brief paragraphs.
  • Use an eye-catching yet professional subject line including your name and niche or company.
  • Start with your unique hook grabbing attention immediately.
  • Succinctly explain why you’d make an ideal guest. Include key achievements or credentials demonstrating your expertise.
  • List the topics, talking points, insights, or value you can offer their audience if brought on. Be specific.
  • End with a call to action proposing next steps toward an interview. Provide availability or request theirs.
  • Add a signature with your name, title, website or social links, and contact details at the bottom.

Avoid vague, generic language. Get straight to the details of why you’d add value and what makes you the credible guest they need.

Preparing guests for the podcast appearance

Helping prospective guests prepare sets them up for podcast success.

  • Share podcast details: Give context about the show format, length, and host style so they know what to expect during the interview.
  • Suggest talking points: Provide broad topic areas or sample questions to help guide their preparation and responses.
  • Recommend resources: Share useful links, articles, or books to study to give guests knowledge before an interview related to more complex topics.
  • Offer practice interviews: For less experienced guests, having a mock interview helps polish their skills and reduces nerves.
  • Guide promotion: Explain the show’s strategy for episode promotion across social media and set expectations for how guests can amplify.

Thorough preparation leads to smooth, compelling interviews with articulate guests able to clearly convey their expertise and perspectives.

Encouraging guests to promote episodes

Getting guests to help promote their episode expands the reach and benefits both parties. Some best practices include:

  • Share assets: Provide shareable graphics, clips, and caption templates they can easily post to social media. Eliminate barriers to sharing.
  • Suggest timing: Some shows specify dates for coordinated promotion. Guests may assume it’s taken care of. Give clear guidance.
  • Explain benefits: Note how cross-promotion grows their reach and authority. Guests may overlook what they gain in return.
  • Make it personal: Show you’ve listened and appeal by saying you loved their insights on XYZ and are excited to amplify their voice.
  • Send reminders: People get busy. Gently following up around promotion time keeps it top of mind. Make it frictionless to participate.
  • Show appreciation: Express sincere gratitude when guests share episodes with their networks. Positive reinforcement.

With clear expectations and support from podcast hosts, most guests are happy to co-promote their interview since it offers mutual benefit.

In nutshell

Distilling your pitch down to these core elements results in clear, compelling podcast outreach. Succinctly convey your impressive credentials, outline the audience value you provide, and directly request an interview spot. With a polished pitch showcasing you’re a podcast guest who informs, entertains, and brings a novel perspective listeners are seeking – podcasters will take notice and welcome you on their show.

Tips for Successful Podcast Outreach

Beyond an eye-catching pitch, podcast outreach requires persistence and optimization of your process to consistently land interviews. Follow these tips to take your outreach success to the next level.

Implementing follow-up sequences

The reality is most outreach goes unanswered on the first attempt. Following up is crucial, but avoid overbearing pestering.

Strategically stagger additional touchpoints using email sequences to re-engage podcasters. For example:

Follow up sequence:

  • Initial outreach email
  • 4 days later – Follow up email 1
  • 1 week later – Follow up email 2
  • 2 weeks later – Follow up email 3
  • Brief voice message

Follow up email tips:

  • Keep following up respectfully until you get a firm “no.”
  • Change subject lines to avoid sounding spammy.
  • Demonstrate you know their show by referencing recent episodes.
  • Offer new incentives or value propositions like an exclusive preview of data you can reveal on-air.
  • Consider varying contact methods with social outreach or voice messages mixed in.

Following up is a marathon, not a sprint. Set calendar reminders for when to deploy your next follow up for maximum effectiveness.

Taking a multi-channel approach

Email is easy to ignore or overlook. Increase your reach by utilizing other digital platforms podcasters actively use.

Additional outreach channels:

  • Twitter: Many podcasters are active on Twitter. Tag or direct message them.
  • LinkedIn: Send messages highlighting your expertise and interest in their show.
  • Instagram: For podcasts with active accounts, share your pitch over Instagram messages.
  • Booking links: Tools like Podbooker allow you to request podcast spots via a booking link.
  • Podcaster communities: Join Facebook Groups or subreddits podcasters participate in to connect.
  • Events: Conferences and live shows offer opportunities to network with podcasters.

Varying your outreach mediums gives multiple avenues to get noticed. Try a mix of cold emails and outreach through platforms where the host has an established presence.

Tracking outreach with

Monitoring the progress and results of your campaigns is essential to optimize and scale your podcast outreach.

Tools like make tracking easy with features to:

  • Compile podcast prospect lists
  • Automate follow up reminders
  • Track open and response rates
  • Set tags and status indicators
  • Record notes on interactions
  • Schedule calendar appointments
  • Generate reports on key metrics

Robust tracking capabilities let you identify successes to repeat and spot areas needing improvement. You gain invaluable data to refine your process over time.

Benefits include:

  • Simple tracking and management of all prospect interactions.
  • Quantifiable metrics to benchmark and improve performance.
  • Ensuring effective follow up.
  • Ability to replicate what works.

Having the right outreach tracking infrastructure saves time while optimizing how you connect with podcasters. You can focus energies on building relationships rather than manual admin work.

In summary, take your outreach to the next level by diligently following up across channels, leveraging other digital platforms popular with podcasters, and closely tracking quantitative results using tools like With consistency and optimization, your podcast outreach efforts will bear fruit.

Podcast Outreach Templates and Examples

When reaching out to podcasters, effective outreach templates are invaluable for saving time and optimizing your messages. Let’s explore sample templates you can utilize at each stage of the outreach process.

Cold email template

The initial cold email needs to quickly capture attention. Adapt this template to make first contact with potential podcasts:

Subject: Guest request: [Your name], [Your company or expertise]

Hello [Podcaster first name],

I hope this email finds you well! I’m a loyal listener of the [Podcast name] podcast. The insights you provide on [niche or topics] are invaluable.

I was thrilled to discover your show because this has been my area of expertise for the past [X] years. As the [Your title] of [Company or Summary of Experience], I’ve observed [Share a trend or insight].

I would love to have a short brainstorm call to discuss how I may be able to contribute my insights as a guest on your podcast.

Here are some initial topics I could speak on:

  • [Talking point 1]
  • [Talking point 2]
  • [Talking point 3]

Please let me know if you’d be open to further discussing a potential collaboration. I’m confident my expertise could provide value for your audience. If interested, my calendar is flexible over the next few weeks.

Looking forward to your thoughts!

[Your name]
[Your website or LinkedIn profile]

Follow-up template

Follow up is critical if you don’t receive a response. Here’s a template to try again while offering new value:

Subject: Following up re: contributing to [Podcast name]

Hi [Name],

I wanted to follow up on my previous email inquiring about being a guest on the [Podcast name] podcast. I completely understand you likely receive many requests, and mine may have gotten lost in the shuffle.

Since I haven’t heard back yet, I wanted to reiterate my interest and expand on the value I could provide your listeners if given the opportunity to be a guest.

In particular, I would enjoy discussing [New talking point based on recent episode or trending topic in your niche]. I feel this would nicely complement your recent episode about [Reference a recent relevant episode] that I thoroughly enjoyed.

Please let me know if you would reconsider or have any concerns I can address about me coming on the show. I’m certain I can provide immense value to your audience and am still very much hoping we can find a way to collaborate.

I will be in touch in [X days/weeks] as well, but let me know if you have any questions in the meantime. Thank you for your consideration!

[Your name]

Guest pitch template

When invited to submit a guest pitch, this template covers the key details podcasters want to know:

Podcast Guest Pitch

Hi [Name],

Thank you for the invitation to submit a guest pitch for the [Podcast name] podcast! Below please find more details on me and the unique value I can add for your listeners if you have me on as a guest.

About me:

  • [1-3 highlights about you: Your title, company, expertise or achievements relevant to the podcast niche and topics]

Ideal topics:

  • [Topic 1 you can speak in-depth about for the audience]
  • [Topic 2 you have expertise on]
  • [Topic 3 that relates to recent news/trends in your industry]

Why me?

  • [Summarize your ideal credentials and experience that make you the perfect fit for the podcast’s audience]
  • [Share an anecdote or example that illustrates your expertise]
  • [Data or insight about the niche you can provide that would intrigue listeners]

Past podcast appearances:

  • [Podcast name – Topic]
  • [Podcast name – Topic]

Suggested interview style:

  • [Describe your ideal format, such as a conversational, interview, panel, solo episode, etc. Feel free to suggest your preference.]


  • [Ways you can help promote your episode such as emails, social posts, etc. Make it enticing]

Please let me know if you need any clarification or have additional questions! I appreciate you considering me as a guest and look forward to the opportunity to contribute to your podcast and community.

[Your name]
[Contact Details]

The goal is to succinctly demonstrate you have compelling insights and experiences that align with their podcast. Make their job easy by crafting a well-articulated pitch.

We hope these templates inspire and equip you to efficiently compose effective podcast outreach messages. Feel free to adapt and modify them to fit your specific needs and outreach stage. Over time, you’ll develop the instinct for what resonates best with podcasters.

What’s been your most successful podcast outreach template? Please share in the comments to help others!

Tools and Software to Enhance Podcast Outreach

While it’s possible to conduct podcast outreach manually, the right software and tools dramatically enhance productivity. Here are some top options to consider:


#1 Cold Email tool with Email Warmup to ensure your outreach emails land in prospect’s inbox directly. is an all-in-one platform purpose-built to optimize outreach campaigns end-to-end.


  • Find contact data for podcasts.
  • Track outreach interactions over time.
  • Follow up via integrated email.


  • Schedule emails and templates for individuals or lists.
  • View email open & click data.
  • Automatically remove invalid emails.


  • Collect prospect email addresses.
  • Personalize cold outreach at scale.
  • Automate follow-up reminders.


  • Discover podcast and reporter contact data.
  • Track campaign metrics in one dashboard.
  • Schedule social media posts.

Muck Rack:

  • Build targeted media lists for outreach.
  • Monitor brand mentions and press coverage.
  • Connect your company’s social profiles.


  • Find influencers and brands posting about topics.
  • Monitor engaging podcast content by shares and backlinks.
  • Competitive analysis of top content.

  • Prospecting automation to build media lists.
  • AI assistant for streamlining workflows.
  • Link open and click tracking.


  • Find podcast guests and hosts to connect with.
  • Check podcast rankings and review data.
  • List your podcast and get reviews.


  • Get discovered by podcasters looking for guests.
  • Browse podcasts and submit your pitch.
  • Track podcast bookings on a public profile.

Try combining with another tool catered to building targeted media/podcast lists for a complete workflow. The right mix of software provides data needed to identify top prospects and manage the outreach process from start to finish.

With podcast outreach tools, you can work smarter rather than harder. But avoid over-automation at the cost of personalization and relationship building. Maintain a human touch even as you leverage software to streamline repetitive tasks.

The key is finding the right balance of automation and personalization based on your outreach volume and bandwidth. Experiment to see which solutions move the needle for your podcast outreach success and productivity.

Key Takeaways

  • Podcast outreach provides immense marketing and branding benefits by tapping into highly engaged niche audiences and establishing yourself as an industry expert.
  • Overcome common obstacles like finding the right fit and tracking efforts by thoroughly vetting prospects, implementing systems, and using specialized tools.
  • Follow a step-by-step process for research, crafting pitches, optimizing outreach, and tracking campaigns to maximize effectiveness.
  • An effective pitch highlights value for the audience, demonstrates your expertise, is direct and concise, prepares guests, and encourages promotion.
  • Consistent follow-up across multiple channels, personalized outreach, and robust tracking are essential for podcast outreach success.
  • Leverage templates for cold emails, follow-ups, and guest pitches to save time and optimize your messaging.
  • Tools like help organize prospects, automate follow-ups, provide analytics, and track interactions for streamlined outreach.
  • With strategic prospecting, compelling pitches, persistence, and the right software, you can build relationships with podcasters and unlock the benefits of appearing as a guest.

Focus on providing value, persistence, and personalization, and your podcast outreach efforts will deliver results for your brand.

Frequently Asked Questions

If you’re new to podcast outreach, you likely have many questions about the best practices, expectations, and how to get started. Let’s explore some of the most frequently asked questions to get you up to speed.

How to find podcast opportunities?

With over two million podcasts and growing, the sheer volume can seem daunting. Here are proven ways to find podcast prospects:

  • Use directories: Search podcast directories like ListenNotes by keyword and filters like category, language, and minimum episode count.
  • Look at charts: Review top podcast charts on platforms like Apple Podcasts, Spotify, and Stitcher. Filter by your locale and niche.
  • Check guest histories: Study podcasts you enjoy. Look at previous guests in the show notes for ideas on who else to connect with.
  • Leverage existing contacts: Ask colleagues, friends, or peers for introductions to any podcasters they know.
  • Attend conferences: Network in person at podcasting or industry conferences. Introduce yourself to hosts.
  • Watch for appearances: When your role models or competitors get booked on podcasts, reach out to those same shows.
  • Use tools: Software like Buzzsprout and Podchaser help compile prospect lists.
  • Research by topic: Search for your profession + “podcast” to find podcasts discussing your niche.

Cast a wide net by exploring all avenues to build your prospect list. Nothing beats proactive research to find ideal shows well aligned to your goals.

Do podcast guests get paid?

Generally, guests do not receive direct payment for podcast appearances. Some exceptions include:

  • Sponsored guests: Big celebrities may earn high fees. But this is rare for ordinary guests.
  • Promotional exchanges: You may get free products/services in return for going on a podcast affiliated with a brand.
  • Nonprofit donations: Guests representing nonprofits may secure a donation to their cause rather than payment.
  • Profit sharing: For recurring co-hosts that play a key role, profit sharing agreements exist in some cases.
  • Influencer deals: Social media influencers sometimes monetize their following for sponsored deals with certain shows.

So while podcast appearances can expand your reach immensely, direct pay for guests is still relatively uncommon. But most are happy to exchange their time for the promotional benefits.

Do I need a recording studio to get my podcast recorded?

Great news – while once a requirement, today’s technology makes professional recording studios optional:

No special equipment required

  • USB mics like the Blue Yeti or Rode Podcaster provide studio-quality sound at home.
  • Many laptops and phones have adequate built-in mics for podcast interviews.
  • Free audio recording software like Audacity gets the job done.

Options for remote podcast interviews:

  • Zencastr, Squadcast, and allow remote podcast recording and include editing features.
  • Skype, Zoom, and Google Hangouts work in a pinch. Just record each end locally.
  • Interview guests by phone if needed. Use a call recording app on your smartphone.

Recording in less than ideal spaces:

  • Position mics close and reduce background noise as much as possible.
  • Hang acoustic sound dampening panels to reduce echo.
  • Use DAW software and plugins to clean up minor audio imperfections in post.

Unless aiming for fully produced narrative podcasts, simple equipment and preparation can capture podcast-ready audio without a studio. Focus on delivering engaging content rather than studio polish.

What is the best way to find podcasts to pitch myself to?

Leverage podcast directories like ListenNotes and Podchaser to search by keyword and filter results. Check rankings and reviews to find influential shows in your niche.

How long should my podcast pitch email be?

Keep the initial email concise at 3-5 sentences and less than 300 words. Quickly communicate your value and include key details like your experience and suggested discussion topics.

What details should I include in a guest podcast pitch?

In a full guest pitch, cover your relevant experience, ideal talking points, credentials that make you an expert, past podcast appearances, suggested interview style, and how you can promote the episode.

How many podcasts should I reach out to at once?

Start small with 10-20 podcasts to focus your efforts on tailored personalization. After refining your process, you can scale up outreach in batches.

When should I follow up if I don’t get a response?

Follow up 4-7 days after your initial email, and continue following up weekly or biweekly. Most guests require multiple touchpoints before booking.

How can I stand out from other podcast pitch emails?

Research the show and make the email personal by referencing specific episodes, niche insights, or the host’s interests related to your pitch.

What tools can I use to manage high-volume podcast outreach? offers an all-in-one solution for organizing prospects, automating follow-ups, tracking interactions, and measuring performance.

How much time does podcast outreach require?

Expect to spend 5-10 hours per week researching prospects, emailing, scheduling, following up, and guest preparation to book 1-3 appearances per month.