The Perfect Podcast Guest Pitch Email [Templates Included]
You've found the perfect guest for your podcast. Their expertise is spot-on, their audience aligns with yours, and you're confident they'd create an amazing episode.
You craft what feels like a solid pitch email, hit send, and then... nothing. No response. Not even a "thanks, but no thanks."
Sound familiar?
After booking hundreds of podcast guests and analyzing thousands of pitch emails, I can tell you exactly why most pitches fail—and more importantly, how to fix them. In this guide, you'll get the exact templates, subject lines, and strategies that consistently achieve 60%+ response rates.
Let's turn those crickets into confirmed bookings.
Why Most Podcast Pitch Emails Fail
Before we dive into what works, let's address what doesn't. These are the most common mistakes I see:
1. It's all about you ❌ "I have a podcast about marketing and would love to have you on." ✅ "Your approach to email marketing could help our 50K listeners improve their conversion rates."
2. Too generic ❌ "Would you like to be a guest on my podcast?" ✅ "Would you discuss how you scaled [specific company] to $10M ARR using unconventional growth tactics?"
3. No research evident If your email could be sent to 100 different people with just a name swap, it's too generic.
4. Unclear value proposition What's in it for them? Exposure? Positioning? Promotion? Make it explicit.
5. Too long If your pitch requires scrolling on mobile, you've already lost them.
Now let's look at what actually works.
The Anatomy of a Perfect Podcast Pitch Email
Every successful pitch email has these five core elements:
1. Personalized Subject Line (Gets them to open)
2. Specific Hook (Shows you've done research)
3. Clear Value Proposition (Explains what's in it for them)
4. Low-Friction Ask (Makes saying yes easy)
5. Social Proof (Builds credibility)
Let's break down each element with examples.
Element 1: Subject Lines That Get Opened
Your subject line determines whether your email gets read or deleted. Here are proven formulas:
Formula 1: Specific + Intriguing
"Your take on [specific topic] for [podcast name]?"
"Question about your [specific project/article]"
"Loved your [specific thing]—podcast conversation?"
Formula 2: Mutual Connection
"[Name] suggested I reach out"
"Following up from [Event Name]"
"[Mutual Connection] recommended we connect"
Formula 3: Direct Value
"[Your Podcast Name] audience question"
"Share your [expertise] with [number] [audience type]"
"30-minute conversation about [specific topic]?"
Examples that work: ✅ "Your LinkedIn post on AI in sales—podcast chat?" ✅ "Question about scaling from 0 to $5M ARR" ✅ "Sarah Chen suggested we connect—podcast interview"
Examples that don't: ❌ "Podcast Interview Opportunity" ❌ "Would You Like to Be on My Podcast?" ❌ "Guest Request"
Pro tip: Keep subject lines under 50 characters. Most people check email on mobile first.
Element 2: The Opening Hook
Your first sentence should prove you're not using a template. Reference something specific:
Strong opening hooks:
"I just finished your article on [specific topic] and your point about [specific insight] completely shifted my thinking on [related topic]."
"I saw your presentation at [Event] last month. Your framework for [specific thing] was brilliant."
"Your recent LinkedIn post about [specific topic] sparked a great debate in our team Slack."
Weak opening hooks:
"I hope this email finds you well." (Delete this from your vocabulary)
"My name is [Name] and I host a podcast about [topic]." (They don't care yet)
"I came across your profile and thought you'd be a great fit." (Too generic)
The test: Could you send this opening to 20 different people? If yes, it's not specific enough.
Template 1: The Thought Leadership Play
Best for: Industry experts, authors, consultants, executives
Subject: Your take on [specific topic] for [podcast name]?
Hi [Name],
I just read your [article/post/book] on [specific topic], particularly your point about [specific insight]. It challenged my thinking on [related angle].
I host [Podcast Name], where we explore [topic] for an audience of [specific audience—include size if impressive]. I'd love to have you expand on [specific angle from their content] in a conversation.
Specifically, our listeners would benefit from hearing:
[Specific question 1 based on their expertise]
[Specific question 2 that shows you understand their perspective]
[Specific question 3 about practical application]
The format is conversational, 30-45 minutes, remote recording (we handle all tech). Recent guests include [1-2 relevant names if you have them].
Would you be open to this? I'm flexible on timing and happy to work around your schedule.
Here's a recent episode to give you a sense: [link]
Best, [Your Name] [Podcast Name] | [Brief credibility statement]
Why this works:
Shows you consumed their content
Specific questions prove you're prepared
Clear format and time commitment
Makes scheduling easy
Provides episode example for context
Template 2: The Audience Value Play
Best for: People building personal brands, authors promoting books, consultants seeking clients
Subject: Share your [expertise] with [X thousand] [audience type]
Hi [Name],
I've been following your work on [specific area] since [specific timeframe or trigger event]. Your approach to [specific methodology/framework] is exactly what our audience needs right now.
I host [Podcast Name], reaching [X thousand] [specific audience descriptor] every month. Many are currently struggling with [specific challenge your guest solves].
Would you be interested in a 30-minute conversation about:
How [target audience] can apply your [specific approach]
The biggest mistakes you see people making with [topic]
Your counterintuitive take on [relevant topic]
We promote every episode to our email list ([X subscribers]), LinkedIn ([X followers]), and industry partnerships. Past guests have told us they've gained [specific results—clients, speaking gigs, etc.] from appearing.
I'm happy to work around your schedule and provide questions in advance. Remote recording, no travel needed.
Interested? Here's what a typical episode looks like: [link]
Thanks, [Your Name] [Your Title] | [Podcast Name]
Why this works:
Leads with audience size and relevance
Clearly states what listeners get
Emphasizes promotional value
Removes friction (remote, flexible, prepared)
Shows ROI potential
Template 3: The Mutual Connection Play
Best for: Anyone when you have a warm introduction
Subject: [Mutual Connection Name] suggested we connect
Hi [Name],
[Mutual Connection Name] mentioned you'd be a great fit for [Podcast Name] after I shared that we're doing a series on [topic].
I host conversations with [guest type] about [topic] for an audience of [audience description]. [Mutual Connection] thought your experience with [specific thing] would resonate strongly.
The conversation would focus on:
[Specific angle 1]
[Specific angle 2]
[Your unique perspective on specific challenge]
It's 30-45 minutes, fully remote, and I provide all questions beforehand so you can prepare. Recent guests include [Name] and [Name].
[Mutual Connection] speaks highly of your [specific trait/achievement]. Would you be open to a conversation?
Happy to share more details or provide episode examples if helpful.
Best, [Your Name] [Podcast Name]
Why this works:
Leverages trust from mutual connection
Flatters them (someone recommended them)
Still includes specific angles (not lazy)
Low pressure, high credibility
Pro tip: Always tell your mutual connection you're using their name. Better yet, ask them to make the intro.
Template 4: The Event/Conference Follow-Up
Best for: Speakers at conferences, people you met at events, webinar presenters
Subject: Loved your [event/session]—expand for [podcast name]?
Hi [Name],
I attended your session on [topic] at [Event Name] [timeframe]. Your point about [specific insight from presentation] was the most actionable takeaway I got from the entire conference.
I left wanting to hear more about [specific aspect they didn't cover in depth]. Would you be interested in expanding on that for [Podcast Name]?
We reach [audience description] who are actively working on [relevant challenge]. I think a deeper dive into:
[Specific topic from their presentation]
[Follow-up question you had]
[Practical application angle]
...would be incredibly valuable.
It's 30-45 minutes, remote, and we'd schedule around your availability. I can also help you promote your [upcoming book/product/service] if relevant.
Here's a recent episode: [link]
Would this interest you?
Thanks, [Your Name] [Your Title] | [Podcast Name]
Why this works:
Warm lead (they know you attended their session)
Shows engaged listening with specific callback
Positions as expansion, not repetition
Offers promotion opportunity
Timing is perfect (capitalize on their conference momentum)
Template 5: The Competitor Guest Play
Best for: Guests who've appeared on similar podcasts
Subject: Different angle on [topic]—loved your [competitor podcast] episode
Hi [Name],
I recently listened to your conversation with [Host Name] on [Podcast Name] about [topic]. Your insight on [specific point from that episode] was spot-on, especially [specific detail].
I'd love to explore a different angle for [Your Podcast Name]. While [Host Name] focused on [their angle], I think our audience of [specific audience] would benefit from hearing about [different but related angle].
Specifically:
[Question that builds on their previous interview]
[New angle they haven't covered elsewhere]
[Timely or emerging topic in the space]
Same format you're used to—30-45 minutes, remote, conversational. We reach [audience size/description] and promote heavily across [channels].
Would you be open to this? Happy to send more details or examples.
Best, [Your Name] [Podcast Name]
Why this works:
Acknowledges their past appearance (flattery)
Promises differentiation (not repetitive)
Familiar format reduces friction
Shows you did research
Caution: Don't do this if your show is substantially smaller or less credible than the one they appeared on. It works best for similar-tier podcasts.
The Follow-Up Sequence That Works
Most confirmations happen after the 2nd or 3rd email. Here's the sequence:
Initial Pitch
Send your main pitch email (using templates above)
Wait 4-5 business days
Follow-Up #1 (Gentle Bump)
Subject: Re: [Original Subject Line]
Hi [Name],
Following up on my email from last week about [Podcast Name]. I know inboxes get crazy—totally understand if you missed it.
Quick recap: I'd love to have you on for a 30-minute conversation about [specific topic]. We reach [audience description] and I think your perspective on [specific angle] would be incredibly valuable.
Happy to answer any questions or provide more details.
[Link to original email or episode example]
Thanks, [Your Name]
Wait 5-7 business days
Follow-Up #2 (Value Add)
Subject: Re: [Original Subject] + Resource
Hi [Name],
Last attempt here! I know you're busy, but wanted to share this [article/resource/tool] related to [their area of expertise] I thought you'd find interesting: [link]
I'm still hoping to connect for [Podcast Name] about [specific topic]. If timing isn't right now, I completely understand—happy to revisit in [future timeframe].
If you're not interested, just let me know and I'll stop bothering you!
Best, [Your Name]
Follow-Up #3 (The Breakup)
If they still don't respond, send this after another week:
Subject: Closing the loop
Hi [Name],
I'll take the silence as a "not right now"—no worries at all!
If circumstances change and you'd like to chat about [topic] for [Podcast Name], my door's always open.
Best of luck with [their current project you know about]!
[Your Name]
Why this sequence works:
Respects their time
Adds value in follow-up #2
Graceful exit maintains relationship
10-15% respond to the "breakup" email saying they're actually interested
Pro tip: Space follow-ups across 2-3 weeks total. Anything faster feels pushy.
Advanced Pitch Tactics
Tactic 1: The Question Approach
Instead of pitching, ask a question:
"Hi [Name], quick question: Would you ever consider doing podcast interviews about [topic]? We're looking to feature experts like you on [Podcast Name]."
Lower commitment ask = higher response rate. If they say yes, then send the full pitch.
Tactic 2: The Content Collaboration
"Would you be open to co-creating an article on [topic] that we could publish and then discuss on [Podcast Name]?"
Offers dual value (article + podcast exposure).
Tactic 3: The Season/Series Pitch
"We're doing a 6-episode series on [topic] featuring the top voices in the space. Would you join [Notable Guest 1] and [Notable Guest 2]?"
Social proof + exclusivity = powerful combo.
Tactic 4: The LinkedIn Warm-Up
Before emailing:
Connect on LinkedIn
Engage with 2-3 of their posts (thoughtful comments)
Wait a week
Send pitch email referencing their LinkedIn content
Cold becomes warm.
What to Include in Your Email Signature
Your signature matters. Include:
Essential:
Your full name
Podcast name
Podcast link
LinkedIn profile
Optional but helpful:
Download/listener numbers (if impressive)
Notable past guests
Brief podcast description
Social handles
Example:
John Smith Host, The Marketing Edge Podcast Listen: marketingedgepod.com 50K monthly listeners | Featured guests: Seth Godin, Ann Handley LinkedIn: linkedin.com/in/johnsmith
Common Pitch Email Questions
Q: How long should my pitch email be? A: 150-250 words max. If it requires scrolling on mobile, it's too long.
Q: Should I attach a media kit? A: No. Include a link to it instead. Attachments feel heavy and decrease response rates.
Q: When's the best time to send pitch emails? A: Tuesday-Thursday, 9-11am in their timezone. Avoid Monday mornings and Friday afternoons.
Q: Should I pitch multiple people at the same company? A: Not simultaneously. Pick one, wait for response. If no, try another after 2-3 weeks.
Q: How many pitches should I send per week? A: Quality over quantity. 10-15 highly personalized pitches beat 50 generic ones.
Q: What if they say no? A: Thank them, ask if they can recommend someone else, stay connected on LinkedIn. Today's "no" might be next year's "yes."
Tracking Your Pitch Performance
Key metrics to monitor:
Open rate: Use tracking tools like Streak or HubSpot
Response rate: Aim for 40%+ after full sequence
Booking rate: 20-30% of responses should convert to bookings
If your response rate is below 30%, your pitches aren't personalized enough or you're targeting the wrong people.
When to Skip the Pitch (And What to Do Instead)
Sometimes the best approach isn't email at all:
Skip email if:
You have a warm introduction available (use that instead)
They're extremely high-profile (try their booking agent/assistant)
They've publicly stated they don't do podcasts (respect that)
Your show is very new with no episodes (build up 5-10 first)
Alternative approaches:
Comment on their social posts consistently for 2-3 weeks, then DM
Attend their webinar/event and ask during Q&A
Tag them in relevant content you create
Send a LinkedIn voice message (stands out)
The Professional Alternative
If you're spending 10+ hours per week crafting personalized pitches, managing follow-ups, and tracking responses, there's another option.
At Podcept, we handle the entire guest booking process—including writing and sending personalized pitch emails using these exact strategies. Our team's pitch success rate is consistently above 60% because we:
Research each guest thoroughly before outreach
Craft custom pitches (never templates)
Manage all follow-up sequences
Handle scheduling and coordination
Maintain your guest pipeline continuously
You focus on creating great content. We make sure you always have amazing guests to talk to.
Explore our booking services or see how our process works.
Your Next Steps
Here's your action plan for this week:
Day 1:
Choose 3 templates from this guide that fit your target guests
Create your pitch tracking spreadsheet
Day 2:
Research 10 potential guests
Find specific content from each (articles, posts, talks)
Day 3:
Write 5 personalized pitches using the templates
Test different subject lines
Day 4:
Send your 5 pitches
Schedule follow-up reminders for days 5-7 out
Day 5:
Analyze any responses
Adjust approach based on what worked
Week 2+:
Send 10-15 pitches per week
Track metrics
Iterate based on response rates
Final Thoughts
The perfect podcast pitch email isn't about tricks or hacks. It's about showing you've done your homework, clearly communicating value, and making it easy to say yes.
Every successful podcast you listen to had to reach out to their guests somehow. Now you know exactly how to do it.
Start with one template, send five pitches this week, and adjust based on results. The guests you want are out there—you just need the right email to reach them.
Ready to stop writing pitches and start recording episodes?
If you'd rather focus on content creation while we handle guest booking, check out our services. We use these exact strategies (plus industry connections and years of booking experience) to consistently land the guests you want.
Questions about pitch strategy? Contact us—we're happy to help.