A music outreach template that leaves room for a real conversation.

Check fit before writing

Look for a current submission page or contact policy. Confirm that the person still covers your genre or offers the service you need. A press pitch, a producer inquiry, and an editorial playlist submission have different routes; an address in a directory does not make all three appropriate.

Choose one request. A journalist may need a story and release date; an engineer needs a project brief, schedule, and scope. Make the information match the decision you are asking them to make.

A starting template

Subject: [Artist] — [Track title], releasing [date]

Hi [Name],

I enjoyed [specific relevant piece of their work]. I’m releasing [track/project] on [date], and thought it might fit [specific reason connected to their work].

The release is about [one concrete sentence of context]. You can listen here: [one tested link].

Would you be open to [one clear request]? If useful, the short bio, artwork, and credits are here: [press-kit link].

Thanks for your time, [Your name]

• Replace every bracketed field before sending.
• Use facts you can support; avoid invented praise, numbers, or relationships.
• Test the listening link without signing into your own account.
• Use a current signature and a reply address you check.

Follow up without turning a pitch into a sequence of demands

Respect any response windows or no-follow-up instructions the recipient publishes. If a follow-up is appropriate, send a brief reminder with the original context and one useful update. Stop when they decline or ask not to be contacted.

Track the date, status, relevant response, and next action. In AirTrax, keep that context in the contact record and link the contact to your release campaign. Outreach templates prepare the message for your email app; they do not automatically send or read replies.

Separate editorial pitches from paid placement offers

For Spotify editorial consideration, use the platform’s official artist pitching flow. Avoid services selling guaranteed streams or placements. Good organization improves your ability to send relevant material, but no email template can guarantee coverage or a reply.