Do you know how to efficiently and professionally handle podcast guest communication? In today’s episode, I’m sharing my advice for managing pitches, handling rejections, and communicating with your guests both before and after your show.
This episode originally aired as Episode 54 on March 21st, 2022.
Clocking In with Haylee Gaffin is produced by Gaffin Creative, a podcast production company for creative entrepreneurs. Learn more about our services at Gaffincreative.com, plus you’ll also find resources, show notes, and more for the Clocking In Podcast.
Find on Your Favorite Podcast Player
Have you heard of Mic Check Society? It’s our community for podcasters who are looking to take their podcast from good to great. Come join us for educational trainings, a private member’s only community, and monthly calls! Get $10 off per month with code PODCAST at micchecksociety.com.
Grab Our Email Templates:
Podcast Guest Copy & Paste Email Templates
Podcast Pitch Rejection Email Templates
Email Templates for Asking Your Podcast Guest to Re-record
Bundle: Podcast Email Templates
Handling Podcast Pitches
When your podcast gains traction, expect a steady flow of pitches. Even if you don’t host guests regularly, awareness of pitch management will prepare you for future possibilities. There are several ways to handle podcast pitches:
- Direct Email Management You can let pitches come directly to your email and manage them independently. Alternatively, designate a special podcast email or delegate this task to a team member.
- Application Forms Structured forms collect essential applicant information, making it easier to determine their fit for your show. Key fields might include name, business info, email, proposed topics, and at least three key takeaways.
- Automated Responses Use automated messaging to communicate expectations with applicants, detailing the review timeline and further actions.
The Importance of Rejection Emails
Ignoring pitches can leave potential guests in limbo. Instead, a well-crafted rejection email can clarify your position and provide valuable feedback. I offer a pack of six rejection email templates that cover a range of scenarios, from not accepting applications, to bad pitches, to post-interview rejections.
Rejection Email Templates
These may sound a little scary. But don’t worry! I created a pack of six rejection email templates that you can use to respond to pitches you’re not too keen on. Whether they just aren’t a good fit or they had a bad pitch-my templates have you covered.
They are available in my shop here. Included in this pack are
- An Automated Response for Pitches
- “Not Accepting Applications” Response Template
- “Not a Good Fit” Response Template
- “Not at This Time” Response Template
- “That’s a Bad Pitch” Response Template
- “Your Interview Wasn’t a Good Fit” Response Template
- Bonus: The DM Responder (For Getting Pitches Out of Your DMs and Into Your Inbox)
Effective Guest Communication
Once you’ve moved from receiving pitches to booking guests, maintaining clear communication is essential for a successful interview and promotion. Here’s how to streamline this process:
- Pitching Potential Guests Use simple, personable emails to reach out to potential guests, especially those with whom you have a prior relationship.
- Scheduling Tools Facilitate the scheduling process by using tools like Calendly to set up interviews seamlessly.
- Email Templates for Communication Utilize templates for tasks like media requests, interview preparation, and informing guests when their episode goes live.
I have written these for ease of use and you can grab them here in the shop.
Included in this pack are
- Pitching a Potential Guest
- Scheduling an Interview with a Guest
The Role of Guest Communication in Podcast Success
The more informed your guest is about their participation, the more engaged they’ll be in promoting their episode. Email templates ease the communication burden, ensuring you stay organized and your guests feel valued. From initial contact to post-publication follow-ups, these templates provide a structure that enhances professionalism.
Email Communication Templates
Today’s episode is brought to you by my email communication templates for both podcast pitch rejections and podcast guest communication! Make sure you check them out to make your email communication easier with your podcast workflow!
Streamline your podcast workflow and communicate with ease using the resources in our Gaffin Creative Shop! Whether you’re managing pitches, coordinating with guests, or planning your next big launch, we’ve got tools to help you stay organized and professional.
From email templates for pitch rejections and guest communication to DIY guides for launching and running your podcast, you’ll find everything you need to take your show to the next level.
Ready to simplify your podcasting process? Explore the shop and grab your resources today!
Time-stamps:
Managing Pitches (2:49)
Podcast Application Forms (3:06)
What Should You Include on Your Podcast Application Form? (3:22)
Rejection Emails (4:52)
Why Do I Think This is Important? (7:04)
“I can talk anything about business!” (8:02)
How I Got The Idea (8:54)
Guest Communication after the Pitch (10:14)
Mentioned in This Episode:
Gaffin Creative Shop: gaffincreative.com/shop
Episode 054: Podcast Pitches and Guest Communication: gaffincreative.com/podcast-pitches-and-guest-communication
Episode 053: Supporting Small Business: gaffincreative.com/supporting-small-business-tanner-robinson
Episode 052: An Interview with My Mom: gaffincreative.com/an-interview-with-my-mom-sandi-robinson
How To Schedule Interviews with Your Podcast Guests: gaffincreative.com/how-to-schedule-interviews-with-your-podcast-guests
Calendy: calendly.com
Mic Check Society: gaffincreative.com/mcs
Instagram: instagram.com/hayleegaffin
