Guest outreach email templates
Booking great guests is outreach, not luck. This three-touch sequence leads with what's in it for the guest and makes saying yes frictionless - the same approach Fame uses to book senior leaders onto clients' shows.
0/3 filled - the rest of the [prompts] you finish in your copy.
EMAIL 1 - THE INVITE Subject: [Guest first name], a quick invite to [Show name] Hi [Guest first name], I host [Show name], a podcast for [target audience]. I loved your recent [post / talk / work on X] and think our listeners would get a lot from your perspective on [specific topic]. It's a relaxed [30-40] minute conversation, recorded remotely, and we'll cut it into clips you're welcome to share. No prep needed beyond showing up. Would you be open to it? If so, grab any time that works here: [booking link]. [Your name] --- EMAIL 2 - THE FOLLOW-UP (3-4 days later) Subject: Re: a quick invite to [Show name] Hi [Guest first name], Just floating this back up in case it got buried. The invite still stands - I think a conversation on [specific topic] would really land with our audience. Here's the link if you'd like to pick a time: [booking link]. [Your name] --- EMAIL 3 - THE FINAL NUDGE (5-7 days later) Subject: Last nudge - [Show name] Hi [Guest first name], I won't keep chasing - just wanted to give it one last go. If now isn't the right time, no problem at all; I'd love to keep the door open for later in the year. If you are up for it: [booking link]. Thanks either way, [Your name]
pick a version, copy it, or download as .docx or .pdf — then make it yours.
How to fill it in
Personalise the first line
Reference something specific the guest actually did. Generic invites read as mail-merge and get ignored.
Lead with their upside
Mention the clips they can share and the relaxed format. The invite should feel like a favour to them, not a favour to you.
Make yes one click
Always include a booking link. Every extra step between interest and a booked time loses guests.
Common mistakes
- Talking about your show instead of why this guest fits it.
- No booking link, so a 'yes' turns into a week of scheduling emails.
- Giving up after one email - most bookings come from the follow-ups.
Don't want to chase guests at all?
Fame runs guest booking for clients end to end - building the Dream 100, doing the outreach, and filling the recording calendar weeks ahead.
Frequently asked questions
How do you write a podcast guest invitation?
Personalise the opening to something the guest did, explain why they specifically fit the show, lead with what's in it for them (exposure, clips they can share), keep it short, and include a booking link so saying yes is one click.
How many times should I follow up with a podcast guest?
Two follow-ups after the initial invite is a good rule - a gentle nudge a few days later and a final one a week after that. Most bookings come from the follow-ups, not the first email.
Should podcast guests be my sales target accounts?
For a pipeline-driving B2B show, often yes. A guest invite is one of the warmest ways to open a relationship with someone at a target account, with zero sales pressure.