The Podcast Booking Resource Kit: Templates, Databases, and Outreach Scripts

Introduction

Getting booked for podcasts is easier when you have the right resources. In this guide, we've compiled templates, databases, and scripts that you can use immediately to accelerate your podcast outreach.

All of these resources are designed to save you time and help you get booked faster.

Podcast Databases and Directories

Apple Podcasts

URL: podcasts.apple.com
Best for: Finding podcasts across all categories and genres
How to use: Search for keywords related to your industry, then browse episodes to find shows that match your profile

Spotify for Podcasters

URL: podcastsonfeed.spotify.com
Best for: Finding podcasts and accessing listener data
How to use: Search for podcasts in your niche, check listener demographics and engagement

SpeakerHUB Podcast Database

URL: speakerhub.com
Best for: Finding podcasts organized by niche, audience size, and other criteria
How to use: Filter by your ideal podcast profile, access host contact information, and manage your outreach

Podchaser

URL: podchaser.com
Best for: Searching podcasts by topic, audience size, and other criteria
How to use: Search for podcasts in your niche, read reviews, and find host contact information

Listen Notes

URL: listennotes.com
Best for: Comprehensive podcast search and analytics
How to use: Search for podcasts, access listener data, and find host information

Captivate

URL: captivate.fm
Best for: Podcast hosting and analytics
How to use: Browse podcast directories and access detailed show information

Pitch Templates

Basic Pitch Template

Subject Line: [Host Name], I have an idea for your [Show Name] audience

Hi [Host Name],

I've been listening to your show for a few weeks, and I really enjoyed your recent episode on [specific episode topic]. The way you [specific thing the host did well] really resonated with me.

I think your audience would find a lot of value in discussing [topic related to your expertise]. I've [specific credential or result], and I'd love to share [specific insight or framework] with your listeners. I believe this would be a great fit because [why this matters to their audience].

Would you be interested in having me on the show? I'm flexible with scheduling and happy to work around your timeline.

Best regards,
[Your name]
[Your title]
[Your website]

Problem-Focused Pitch Template

Subject Line: A solution for your [Show Name] listeners

Hi [Host Name],

I've been listening to your show and I noticed you frequently discuss [problem your audience faces]. I work with [target audience] who struggle with this exact problem, and I've developed a framework that helps them [specific outcome].

I'd love to share this framework on your show. Your listeners would learn [specific benefit], and I believe this would be incredibly valuable for them.

Would you be interested in having me on?

Best regards,
[Your name]

Story-Focused Pitch Template

Subject Line: From [starting point] to [outcome] — a story your audience needs to hear

Hi [Host Name],

I've been a long-time listener of your show, and I think your audience would love my story. I went from [starting point] to [outcome] by [key insight or framework]. Along the way, I learned [lesson that's relevant to their audience].

I'd love to share this story on your show and discuss how others can achieve similar results.

Would you be interested in having me on?

Best regards,
[Your name]

Research/Data-Focused Pitch Template

Subject Line: New research on [topic] — perfect for your audience

Hi [Host Name],

I recently completed research on [topic] that revealed some surprising insights. I found that [key finding], which contradicts what most people believe about [topic].

I think your audience would find this fascinating, and I'd love to discuss the implications on your show.

Would you be interested in having me on?

Best regards,
[Your name]

Follow-Up Email Templates

First Follow-Up (After 1 Week)

Subject Line: Quick follow-up: [Show Name] guest opportunity

Hi [Host Name],

I wanted to follow up on my email from last week about appearing on [Show Name]. I think your audience would really benefit from discussing [topic], and I'd love to make it happen.

Let me know if you're interested, or if now isn't a good time.

Best regards,
[Your name]

Second Follow-Up (After 2 Weeks)

Subject Line: One more thing: [Show Name]

Hi [Host Name],

I know you're busy, so I'll keep this brief. I'm still interested in appearing on [Show Name] to discuss [topic]. If you'd like to move forward, I'm happy to work around your schedule.

If now isn't the right time, I completely understand. Feel free to reach out in the future.

Best regards,
[Your name]

Speaker Bio Templates

Short Bio (2-3 sentences)

[Your Name] is a [your title] who specializes in [your expertise]. [He/She/They] has [key credential or result]. [His/Her/Their] work has been featured in [publication or media mention].

Medium Bio (4-5 sentences)

[Your Name] is a [your title] and [relevant credential]. [He/She/They] specializes in [your expertise] and has worked with [target audience]. [Key result or credential]. [His/Her/Their] work has been featured in [publication or media mention]. [He/She/They] is passionate about [what you care about] and loves helping [target audience] achieve [outcome].

Long Bio (6-8 sentences)

[Your Name] is a [your title] with [X years] of experience in [your field]. [He/She/They] specializes in [your expertise] and has worked with [target audience] at companies like [notable companies or clients]. [Key result or credential]. [His/Her/Their] work has been featured in [publications or media mentions]. [He/She/They] is the author of [book, if applicable] and has spoken at [notable events or conferences]. [He/She/They] is passionate about [what you care about] and loves helping [target audience] achieve [outcome].

Talking Points Template

Episode Topic: [Topic]

Key Point 1: [Main idea]

• Supporting detail 1
• Supporting detail 2
• Story or example

Key Point 2: [Main idea]

• Supporting detail 1
• Supporting detail 2
• Story or example

Key Point 3: [Main idea]

• Supporting detail 1
• Supporting detail 2
• Story or example

Call-to-Action: [What you want listeners to do]

• Specific URL or link
• Discount code (if applicable)
• Clear next step

Podcast Tracking Spreadsheet

Create a spreadsheet with these columns:

Response Status options: No response, Interested, Booked, Declined

Pre-Interview Checklist

• [ ] Confirm date, time, and duration
• [ ] Confirm format (Zoom, phone, in-person)
• [ ] Ask about pre-interview prep needed
• [ ] Provide bio and headshot if requested
• [ ] Prepare 3-5 talking points
• [ ] Prepare 2-3 stories or examples
• [ ] Prepare clear call-to-action
• [ ] Test tech (audio, video, internet)
• [ ] Do a practice run if possible
• [ ] Prepare any resources to share with listeners
• [ ] Set up tracking link for your call-to-action
• [ ] Log in 5-10 minutes early

Post-Interview Checklist

• [ ] Thank the host
• [ ] Ask when the episode will air
• [ ] Ask for a link to the episode
• [ ] Promote the episode on social media
• [ ] Promote the episode in email to your list
• [ ] Share clips or quotes from the episode
• [ ] Track website visits and leads from the episode
• [ ] Follow up with the host after the episode airs
• [ ] Repurpose content from the episode

Social Media Post Templates

Before the Episode Airs

"I'm excited to announce that I'll be on [Podcast Name] with [Host Name] discussing [topic]! Tune in on [date] to hear [specific insight or benefit]. Link: [link]"

"New podcast episode coming soon! I'm talking about [topic] on [Podcast Name]. What's one question you'd like me to answer about [topic]? Drop it in the comments!"

After the Episode Airs

"I just went live on [Podcast Name]! We discussed [topic] and I shared [specific insight]. Listen here: [link]"

"Thanks to [Host Name] for having me on [Podcast Name]! If you missed it, we talked about [topic]. Check it out: [link]"

"Key takeaway from my appearance on [Podcast Name]: [specific insight]. Full episode: [link]"

Email Outreach Script

Subject Line: [Host Name], I have an idea for your [Show Name] audience

Hi [Host Name],

I've been listening to your show for a few weeks, and I really enjoyed your recent episode on [specific episode topic]. The way you [specific thing the host did well] really resonated with me.

I think your audience would find a lot of value in discussing [topic related to your expertise]. I've [specific credential or result], and I'd love to share [specific insight or framework] with your listeners. I believe this would be a great fit because [why this matters to their audience].

Would you be interested in having me on the show? I'm flexible with scheduling and happy to work around your timeline.

Best regards,
[Your name]
[Your title]
[Your website]
[Your phone number]

Call-to-Action Ideas

Build your email list: "Go to [yoursite.com/podcast] to grab my free guide on [topic]"

Drive website traffic: "Visit [yoursite.com] to learn more about [your service/product]"

Book a consultation: "Schedule a free 30-minute consultation at [yoursite.com/consultation]"

Join a community: "Join my free community at [community link]"

Buy a product: "Get [product] at [link] — use code PODCAST for 20% off"

Join an email list: "Subscribe to my weekly newsletter at [yoursite.com/subscribe]"

Podcast Appearance Tracking

After each appearance, track:

• Episode title
• Air date
• Host name
• Audience size
• Website visits from episode
• Email signups from episode
• Leads generated
• Sales generated
• Social media followers gained
• Overall ROI

This data helps you identify which shows generate the best results and optimize your strategy.

Quick Reference Checklist

• [ ] Have you built your target podcast list? (50-100 shows)
• [ ] Have you researched each show thoroughly?
• [ ] Do you have personalized pitch templates ready?
• [ ] Have you set up a tracking spreadsheet?
• [ ] Do you have a speaker bio and headshot?
• [ ] Do you have talking points prepared?
• [ ] Do you have a clear call-to-action?
• [ ] Are you ready to send your first batch of pitches?

The Bottom Line

These templates, databases, and scripts will help you get booked for podcasts faster. Use them as starting points, customize them for your situation, and start pitching.

Your first podcast booking is just a few good pitches away.

Ready to Get Started?

1. Choose 5-10 podcasts from the databases above
2. Use the pitch templates to craft personalized pitches
3. Send your first batch of pitches
4. Track your results
5. Iterate and improve

Let's get you booked!