How to Invite Guests That Say Yes – Podcast Guest Email Templates You Can Use

Having trouble booking guests on your podcast? Using the right podcast guest email template can be the difference between getting ignored and getting a heartfelt “yes.” Here are our best tips and best practices for reaching out.

We are truly living in the era of podcasts. At one time considered a niche, more than half a billion people around the world listened to a podcast this year, with most Americans (70%) having listened to at least one episode.

There are now 2.8 million podcasts hosted on Apple Podcasts – and for many people, podcasts are a daily occurrence. Podcast guests have a convenient way to reach their target audience, and podcast hosts attract listeners by booking those guests. 

Why? Podcasts are fully portable and highly convenient. You can tune in on the go: at the gym, in your car or on a long walk. Unlike the radio, if your podcast binge gets interrupted, you can pick right back up where you left off.

If you have a podcast and want to ask someone for an interview, it’s a smart idea. It amplifies the interest of your episode by not only including your audience, but also the audience of someone in your wheelhouse. 

Inviting that guest you seek is easy to do, but it requires a little know-how. Below we talk about how to increase your chances of success – and creating worthwhile podcast episodes.

What makes a great podcast guest invitation?

Some guests are seasoned pros — they’ve done plenty of podcasts and genuinely enjoy the experience. Others might be media-shy or have never been invited to a podcast before. 

Both types of guests can make for excellent conversations. Whether podcasts are a familiar format or a brand-new experience for them, it all starts with your thoughtful invitation.

A great podcast guest invitation matters because it can make or break whether your idea to book that individual sinks or swims. Your invitation can pique the interest of your target and spark their imagination about what they could share with your audience.

There are two things every podcast guest invitation should entail:

Personalization

If your guest gets the sense that you copy and paste the same invitation constantly, the invitation will lose prestige and rightfully come off as impersonal. Every pitch should be personalized and feel genuine. If it doesn’t, you’re starting on the wrong foot. 

Your email pitch should be a personal invitation, and should demonstrate that thought and care was made. Also, it should be evident that you’re knowledgeable about the podcast guest you wish to welcome. 

You can start with a podcast guest email template like the ones below, but it shouldn’t feel like a template when you hit send.

Clarity

Your invitation to be a guest on a podcast should be very clear about what is involved. Here are some things that should be crystal clear:

• What is the name of the podcast? Is the person conducting the interview you or someone else?
• Is the podcast taped in advance, or is it streamed live?
• Does the podcast appearance have a firm date or deadline? Clarify if this is the case or if it’s more flexible.
• Will the podcast be conducted over Zoom, phone, or in person? Are you flexible about how the interview will be recorded?
• How long is the portion of the show that features the guest? Is it the bulk of the episode or just a segment?

First impressions count – and the cliche about first impressions fits here because it’s so true. Whenever you approach a potential guest, you’re representing your company, personal brand, and the podcast. 

This is the time to create the impression that you’re serious about what you do and your platform is viable, marketable, and respectable. Otherwise, you may not get another chance to present your idea.

Tip: Before you reach out to your guest, have you checked that their email address is valid? To avoid bounces, run it through ZeroBounce real quick – it takes seconds and it’s free!

Before you hit send: do your homework

When you add up everything that goes into an episode — outreach, planning, editing, audio mastering, graphics, and promotion — it becomes clear just how much time and effort each of these elements requires. The interview itself is the fun part, but there’s a lot of work to do. Every episode is a serious commitment, not to be taken lightly.

Here’s what I recommend you do instead of slapping together a request and shooting it out there.

Research your podcast guest

Research any potential podcast guest thoroughly. You don’t want to book the wrong guest or embarrass yourself (and the other person) by revealing you know the bare minimum about them.

• Can they speak with a bit of enthusiasm? 
• Do they have that certain energy or spark? 
• Above all, do they know what they’re talking about? 

They should be able to weigh in on the topics you plan to bring up without causing people to doze off.

Understand your guest’s work and audience

In most cases, consider the audience of your potential guest. Someone who is active on LinkedIn or other social media platforms can go a long way in getting more eyes and ears on your work.

Does this mean you shouldn’t welcome someone who doesn’t have a large built-in audience? Not necessarily. Some guests will more than make up for that with their enthusiasm or because they have a high degree of knowledge about a particular subject. 

Perhaps the guest you seek isn’t very well-known, but is associated with a well-known brand. Most people may not recognize the marketing director of Coca-Cola if they saw her on the street, but everyone knows Coke.

Mention something specific in your message

Want to know the best way to create a personal connection? Mention something specific in your email. If you have a shared interest unrelated to work, now would be a good time to mention it. 

Did you notice on Instagram that both of you have a Siamese cat? Say so! Or maybe you heard them on another podcast that’s a little more obscure. Talk about what you liked about that appearance, but zoom in closer than “I liked it.” 

When you’re specific, you create a greater chance that you’ll stay in their mind and may even foster a personal connection.

The anatomy of an irresistible podcast invite

Don’t be intimidated by writing your podcast guest invitation. It’s just an email. However, that doesn’t mean you shouldn’t make sure it ticks the following boxes. 

Subject line

Your email’s subject line should tell the recipient a little something about the message within, but also create a bit of curiosity. Tip: consider using the person’s first name to get their attention right away.

Greeting 

Make it warm and direct. The level of formality will depend on the recipients and also your relationship with them. It’s also worth keeping cultural differences in mind – if you’re pitching a podcast guest in another country, be aware of local etiquette and tone.

The compliment 

Genuine, but not gushing. Make it sincere, but don’t go overboard. You don’t want to seem like you’re doting. But if there’s something in particular you admire about your potential guest, make sure to let them know.

The ask

Be clear, concise, and respectful. At some point, you must get to the point: ask them to be a guest on your podcast. Consider bolding the most important part of your email if you feel that it helps it stand out.

Why them? 

Show how they’re a good fit. It’s even better if you show how they’re the best choice possible. Also, is there a topic they’re an expert in that’s now trending in the news? It’s worth bringing it up and mentioning how their comments will benefit your audience.

Details

Tell them what the format will be. Is it audio only, or is there a visual element as well? You don’t want to overlook these aspects. For some people, appearing on camera is a dealbreaker. On the other hand, your vision for the podcast may include a strong YouTube presence and short videos. Make sure you communicate this clearly – and if you’re flexible, say so. 

Length 

What is the length of the appearance you have in mind? If it’s a short segment, let them know right away. You’ll also want to share some details about your audience and the timeframe you’re thinking to connect the potential guest with them.

Call to action 

Make it easy to say “yes.” It may help to immediately provide some possible days and times for the interview, so the recipient can already envision attending at those times. Plus, you’ll save everyone time by avoiding more back-and-forth emails.

Contacts and links 

If your signature doesn’t already include them, be sure to provide the invitee with links to your podcast landing page, past episodes, and your contact information. Anyone considering a podcast appearance will want to get a better sense of the platform first.

Tip: People change their email addresses all the time. Are you sure your next guest’s contact info is correct? Getting bounce-backs may cause your future emails to land in spam, so remember to check every email before you reach out.

Time to verify your list?

Podcast guest email templates you can customize

Now that you know how to approach your next podcast guest, it’s time to look at some email examples. These two podcast email templates serve as an excellent starting point for your podcast guest invitation. 

If anything doesn’t sound like you or needs an adjustment, you can always customize. Depending on the tone of your podcast and your company, the first approach is more relaxed, while the second is a bit more formal.

Podcast guest email template 1: Friendly and casual

Subject: Be my guest on the podcast?

Hi [First Name],

I’ve been following your work and really admire what you’re doing with [something specific about their work]. I’d love to invite you on my podcast, [Podcast Name], for a conversation.

It’s a relaxed, one-on-one format where we discuss what you’re passionate about and share stories that resonate with listeners. Past guests include [Name-drop a couple guests if relevant], and I think you’d be a great fit.

We typically record over Zoom, and sometimes in-person (we can come to you) and it usually takes about [X] minutes. Totally flexible on timing — happy to work around your schedule. The interview is on-camera.

Would you be up for it? I know our audience would love you.

Looking forward to hearing from you!

Warmly,

[Your Name]
[Your Website or Podcast Link]
[Optional: social handle]

Podcast guest email template 2: Professional and polished

Subject: Invitation to appear on [Podcast Name]

Dear [First Name],

I’m reaching out to invite you to join us as a guest on [Podcast Name] — a show dedicated to meaningful conversations with people who are making an impact in [subject]. 

I’ve long admired your work with [specific detail], and I think our audience would really appreciate hearing your story and insights.

Our format is conversational and typically runs about [X] minutes. We record virtually, over Zoom or Skype (we only take the audio) and I can be flexible with scheduling to suit your availability.

Some of our previous guests have included [Notable Guest Names], and I’d be honored to include you among them.

Please let me know if you’d be open to joining the show. I’d love to make it happen and I know our audience would too.

Best regards,

[Your Full Name]
[Podcast Name & Link]
[Contact info or booking calendar if you have one]

Tip: Did your podcast invite bounce back? No worries – you can always find your guest’s correct email address. Try looking it up with ZeroBounce’s email finder. 

Follow-up without being pushy

What if you don’t hear back from your dream podcast guest? Worse than a “no,” silence can be harder to navigate. 

If that happens, you certainly don’t want to barrage your target. That could scare them away for good. Given that podcast bookings aren’t typically urgent, try to keep in mind that your potential guest may just be busy. 

Wait a few days before following up

For that reason, give it four days (maybe even a full week) and then follow up. You may find yourself getting anxious after three days only to find the reply you’ve been waiting for the next day.

Provided you’re giving the potential podcast guest some space, following up is a good thing. Just keep it gracious and low-pressure. If you put too much pressure on the other person, they may feel overwhelmed and impulsively decline your invitation, worrying that it’s just one more thing on their plate.

Tip: You can make your follow-up a little less pesky by emailing to offer even more flexibility. For example, you could provide additional days and times for recording the podcast, or offer a phone interview if they prefer that option.

What if your podcast guest flat out says “no”?

Rejections are a normal and unavoidable part of the podcasting process. If your guest says no, don’t take it personally. Instead, think of it as a learning experience. You can review your approach and consider how you might do it differently next time. 

Thank them for their time and for considering your invitation. If you would still like to welcome them, say something that could plant the seed for them to join you at a later time, when their schedule allows for it.

On the other hand, some people may not be interested at all. If you get the feeling that this is the case, redirect that energy towards someone who is genuinely interested. There’s no use spinning your wheels trying to make something happen that will never come to fruition.

If you’re looking for an expert on a particular subject, the podcast guest you wanted who said “no” may be just the right person to connect you with an equally compelling guest. They may say, “I don’t do podcasts, but my co-worker Jane is a guest on at least one or two every week.” 

If they suggest someone else, thank them and ask to learn more before reaching out. That way, you can be sure the possible guest is right for your show. You’ll need to handle this with finesse, as you don’t want them to connect you with a guest who isn’t a good fit. This can put you in the unenviable position of having to turn someone down.

If you get a “yes”

Congratulations! 

You’ve booked your next (or first) guest. You’ll want to thank them and then schedule something immediately. If you had already suggested a date and time that they suggested, confirm that. Send an invitation through whatever platform you are using. 

If it’s an in-person podcast, make sure the guest has clear directions and the address. If you’re going to them, prepare so you know where to go. Either way, it’s good manners to provide your guest with some beverage options. Offering to make them some coffee can score you points and also make for a great conversation.

Between now and the time of the podcast taping, think about what you’d like to talk about. Keep your listeners and viewers’ interests in mind. Then, clear up any loose ends you might have. If you need a headshot of them to start promoting the episode, ask them for one.

Set clear expectations with your guest

It’s helpful to let your guest know what you expect in terms of timing and pacing. Some guests may be long-winded, so it’s good to mention how much time you’ve set aside for the interview and how many questions. Too much content can actually be more challenging to manage than too little. Editing down a rambling conversation takes time and can water down the impact.

On the other hand, you don’t want a guest who gives one-word answers either. If you’re unsure how someone communicates, consider doing a short pre-interview call the day before. Keep it five minutes or less, so you can get a solid sense of their speaking style and whether they’re likely to be conversational on the mic. If they seem reserved, make sure to have follow-up questions so that there’s a flow. Follow up questions can also get a demure guest to open up in time. 

The secret to a great podcast

When you do the interview, don’t forget to relax, enjoy the process, and first and foremost: listen. When you’re inviting someone to be a guest on your podcast, the focus is supposed to be on them, not you. Ideally, your listeners will learn a lot and so will you.

The most important thing is to enjoy. It will show.

Start the conversation with your podcast guest from the first email

The tone you send in that invitation email could reverberate all the way into the podcast episode and even beyond. You want to ensure that you’re setting a tone that makes mutual respect the foundation. 

The best podcast episodes are those where everyone benefits. 

• The guest benefits from being spotlighted on a respectful and enlightening podcast. 
• The host can demonstrate their curiosity and interest while drawing the audience’s attention to worthwhile subjects. 
• And, most critically, the audience benefits from an experience that is uplifting, educational, and even entertaining.

Think of your invitation email as the start of the podcast guest’s experience. Your email can be just the thing to get them interested – and the perfect way to set everything in motion. An excellent email can lead to a fantastic podcast episode. Nothing is stopping you.