Jul 7, 2025
What Should Go Into Podcast Emails?
Email remains the most effective way to communicate with podcast listeners. It helps you build a loyal audience that will engage with your show. And as you may have guessed, emails also help promote new episodes.
When you share a new episode with your email subscribers, you’re sending it to people who are already interested in your podcast. Not to mention, emails help you reach out to potential guests and sponsors. Stats show that 60% of consumers want to hear from their preferred brands via email.
Welcome Emails: Your Podcast’s First Impression
Your welcome email is the first email subscribers receive from you. So, you must start strong and make a good impression. The welcome email should always include a paragraph introducing yourself and your podcast. Inform your new subscribers about the release of new episodes and the type of content they can expect to find.
Ensure that your tone reflects the vibe of your podcast, giving new subscribers a taste of what’s to come. There should also be a section with links to your podcast channel. You can add links to all the top platforms where you publish your podcast episodes.
Pro tip: You can also use the welcome email to get feedback from your podcast listeners. This can help you pick the right topics or invite future guests.
New Episode Announcement Emails: Keep Them Engaged
A new episode announcement is the most common type of email used in podcast marketing. As the name suggests, this email is used to promote a new episode.
Using the same email template every time you promote a new podcast episode can hurt user engagement. Therefore, switch between several templates to keep things interesting.
Pitch Emails: Get the Perfect Guest
A pitch email is used to persuade potential podcast guests to appear on your show. You can use tools like email finders to find and verify the email addresses of potential podcast guests.
Start your pitch email with a personalized introduction, addressing your potential guest by name. Any good newsletter software will automatically use the names from your email list.
Podcast Guest Invitation Email Template
The introduction should also include a paragraph explaining why they would be a fantastic guest for the podcast. A little bit of flattery is good here, but don’t go too far. Include a section with links to previous episodes to give your potential guest a proper taste of my podcast.
I should also link to my website, social media platforms, and related content. This allows them to conduct further research at their own pace.
Sponsorship Emails: Get Money for Your Podcast
A sponsorship email is similar to a pitch email, only this time I am pitching to a company. Firstly, if I have a name for my contact person, please use it in my introduction. My introduction should explain why their brand would be an excellent fit for my podcast and its audience.
Podcast Sponsorship Pitch Template
Include a section with links to my podcast, website, and social channels. As this is a pitch for sponsorship, I will also need to provide some data.
I’ll include a section with statistics such as listening figures, number of subscribers, and audience retention. Statistics from previous sponsorships are also helpful to show the brand how the sponsorship may benefit them.
Six Tips to Create a Powerful Podcast Email Template
The truth is creating a powerful podcast email template isn’t that hard. Just follow these tips:
1. Write a Good Introduction
Start strong with a good introduction. For this, tap into the ethos of your brand. There’s a reason people subscribed to my mailing list. If I’m a comedy podcast, it’s probably because they like how fun and light-hearted my podcast content is.
So, I’ll make my email template intro sound the same way. Using phrases that are specific to my podcast will help. I can also use references from my podcast or refer to previous episodes. A good introduction doesn’t just reflect my brand’s personality.
It’s Also Personalized
Personalized emails achieve a remarkable 2.7% unique click-through rate. That’s why using my subscriber’s name in the intro is key. Of course, before people can get to my intro, they need to open my email first.
So, I’ll use an engaging email subject to grab my recipients' attention. Like my introduction, I won’t be afraid to personalize my email subject lines, and I’ll also test using relevant emojis.
2. Make Use of Identifiable Visual Branding
Unique visual branding helps set my podcast email campaigns apart from others. The most obvious piece of visual branding to include would be my company logo. I can display the logo at the top and bottom of the email, just below where I sign off.
This helps in building brand familiarity. My brand color scheme should also be present throughout my template. I’ll use my color scheme throughout my email design, as shown in the example below.
Don’t Worry
I don’t have to learn how to use design tools like Canva to create a template that subscribers can easily recognize as mine based on its visual elements.
The good news here is that reasonable email autoresponder solutions already provide highly customizable email templates. That means I can add my logo and change the color scheme to reflect my branding style with just a few clicks.
3. Add a Featured Product Image
My template is not only a tool to promote my podcast; it's also a valuable resource. It can also be a perfect opportunity to promote products from my store if I have one. So, if I’m selling membership programs, other digital products, or even merch like other podcasters, I should include a section for product photos and updates on new offers.
This is an excellent way to generate leads and drive traffic to my website. Make sure I promote these products in the email text itself in my final email. Let’s say I touched on some new products in one podcast episode. I can add links to the items discussed in the episode so recipients can take a closer look.
4. Add a Section with Prominently Featured Content
I can also use podcast email marketing to promote other existing content. This could be a previous relevant podcast (as shown below), a blog post from my website, or a related social media post.
So, in my template, I’ll include a section where I can incorporate snippets of these pieces of content. I’ll make sure I leave enough space, not just for the text but also for complementary visuals.
5. Highlight a CTA Block
My template should also include a CTA (call to action) block. I can include the CTA in my product image section or featured content section. It could be placed either above or below the photos I use in these sections to direct subscribers to my website. It’s crucial not to go overboard with my CTAs, though.
Too many CTA blocks, and therefore, CTAs, could come across as pushy. I’ll also choose a prominent but not overpowering button. Most email marketing tools will have a variety of CTA buttons to choose from. Remember that the type of CTA I use will depend on what I want my subscriber to do.
Effective Podcast Email CTAs for Different Goals
For example, terms like “Learn More” are great if I want subscribers to check out my newest offering on my site. Meanwhile, if I’m also an e-commerce business that wants subscribers to make a purchase, I can use terms like “Buy Now.” I’ll choose a CTA I frequently use and include it in my template. Just make sure I change it depending on the goal of my email campaign.
6. Finalize with a Custom Signature
My email signature should be personalized to my brand. But I won’t just write my name on my podcast email template and call it a day. I’ll be creative and create something unique that'll resonate with my subscribers.
I could incorporate a single phrase from my podcast into the final line of my template or create a brand slogan that precedes my name. Whatever signature I decide on, I’ll stick with it in all my emails.
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19 Amazing Podcast Email Examples
1. New Episode Announcement Template
Hey {first_name},
Hope you’re having a good {day_of_week}.
I just wanted to reach out and let you know that we’ve just released a brand new episode of [Podcast Name]. Click here to listen now.
If you need to catch up, please see the link below to last week's episode and our latest YouTube videos.
[Links to previous podcast and recent Youtube content]
Hope you enjoy this week's episode and have a good week!
Cheers,
[Your Name]
2. Pitch Email Template
Hey {first_name},
My name is [Your Name]. I’m a [Job Title] at [Company Name] — [something about the company].
I came across your blog and really liked your post on [Topic]. [Expand on the topic]
We have a podcast, [Podcast Name], in which we discuss similar topics, and I think you’d be a great guest.
We’d love to interview you for our podcast. Would you be interested in setting up a call to discuss things further?
Let me know what you think.
Thanks,
[Name]
Podcast Outreach Email Templates
As a new podcast host, you can attract new listeners by joining like-minded podcasts as a guest who has a similar audience. But before appearing as a guest on other people’s podcasts, you need to explain to them what you’re bringing to the table.
That’s precisely what we’re going to cover next.
3. We Both Do Podcasts – Let’s Work Together!
Subject: 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]
Podcast Collaboration Outreach Template
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 designed to showcase your interest in a specific topic that has been explored by a podcast targeting the same audience as your 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 at a similar level to yours.
How about pitching yourself as a great guest to more influential or well-established producers? How can you recommend me as a great guest speaker for their upcoming episode? Let’s see…
4. Just Discovered Your Podcast
Subject: 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]
Highlighting Your Achievements in Podcast Pitches
The template above provides you with ample space to showcase the accomplishments of your fantastic podcast and your career. 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 following template.
5. I Want to Connect (& Be a Guest on Your Podcast)
Subject: 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]
Adding Personality to Podcast Pitches
Here, you have the chance to let your colors shine through and crack a few jokes to break the ice with your future collaborator. 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 of subjects that can complement your expertise.
Author’s Tip: Be sure to personalize the template by adding details such as the industry, business sector, and audience type.
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.
6. I Want to Suggest an Interview
Subject: 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 excellent a guest you can be (again). Isn’t that just great? You compliment the host, ask for a podcast interview spot, explain why I would be a relevant guest, and tell them the benefits of having me 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 undoubtedly 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. How do I ask somebody to be on your podcast?
7. We Love Your Work – Be a Guest on Our Podcast
Subject: 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]
Pre-Interview Scheduling Template
This email template is an excellent way for you to schedule a pre-interview right away. If the interview request is accepted 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 to Skype, send a Zoom invitation, or provide them with the necessary instructions to easily join you on the platform of your choice for calls.
If you consider this template to be too much from the start, let’s simplify things a bit in the next one.
8. We’re Doing the Same Job – Let’s Talk About It on My Podcast
Subject: 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.
9. I’m a Big Fan – Come as a Guest on My Podcast
Subject: 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 for industry leaders. By doing so, you will increase your chances of getting a positive response.
10. Do You Want to Participate in Our Podcast?
Subject: 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 to get your podcast in front of your target audience is to reach out to popular industry experts and ask them to promote a specific 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.
11. Help Us Spread the Word
Subject: 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]. 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,
[Your Name]
Influencer Outreach Email Template
You can use this template to reach out to influencers and content creators with a substantial follower count that aligns with your niche or industry. This way, you will 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.
12. Asking for a Podcast Review
Subject: 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 about 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.
13. Let’s Have a Call!
Subject: 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]
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. 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.
18. We’re Excited to Have You Over
Subject: 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]
Guest Confirmation Check-In
This is a quick check-in with your guests 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.
19. Thanks for Accepting Our Invitation for the Live Interview
Subject: 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]
Post-Confirmation Next Steps
After this, your email work is done. The podcast episode is scheduled, and your guest is confirmed.
Now, you can start preparing for the next episode.
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