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Brand PR PlaybookPublished by PodPitch

Copy-ready templates

PR templates for brands

These PR templates for brands give your in-house team five ready-to-edit starting points: a press pitch, a podcast guest pitch, a Substack pitch, a follow-up and a reply tracker.

Brand PR Playbook wrote these templates for teams pitching from PodPitch, where you can pull journalists from the biggest media database PodPitch reports, podcasts from its podcast database, and writers from its 3 million Substacks. Keep each pitch short, specific to the recipient, and easy to say yes to.

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Quick answers

How long should a PR pitch be?
Short enough to read on a phone: a clear subject line, two or three short paragraphs, and one specific ask.
When should I follow up?
Once, about four to five business days after the first email, in the same thread. If there is still no reply, move on to a better-matched contact.
Should I send the same template to everyone?
No. Keep the structure, but rewrite the first line for every recipient so it references their recent work.
Where do I find the contacts?
In PodPitch: journalists in the media database, hosts in the podcast database, and writers among 3 million Substacks.

The five PR templates for brands

Replace everything in square brackets. Delete any line that does not apply. Then read it aloud: if it sounds like a form letter, cut more.

  • Press pitch email

    For journalists you found in the PodPitch media database. Send one story, to one person, about one beat they actually cover.

    Subject: [Specific news] for your [beat] coverage

Hi [First name],

I read your piece on [recent article] and the point about [specific detail] stuck with me.

[Brand] is [one sentence on the news]. It matters to your readers because [one sentence on why now and why them].

I can share [data, an interview with our founder, early access] by [date]. Would that be useful for a story?

Thanks,
[Your name]
[Title], [Brand]

  • Podcast guest pitch

    For hosts you found in the PodPitch podcast database. Pitch an episode, not a person.

    Subject: Episode idea for [Show name]: [working episode title]

Hi [Host first name],

I enjoyed your episode with [recent guest], especially [specific moment].

An idea for your listeners: [working episode title]. [Spokesperson name], [title] at [Brand], can walk through:
1. [Talking point]
2. [Talking point]
3. [Talking point]

[Spokesperson] has [one line of relevant experience]. Happy to send a short bio and recording links.

Thanks,
[Your name]

  • Substack newsletter pitch

    For writers you found among the 3 million Substacks in PodPitch. Lead with what their readers get.

    Subject: Something useful for [Newsletter name] readers

Hi [Writer first name],

Your recent post on [topic] was sharp, and the comments show your readers care about [theme].

I would like to offer [a guest post / exclusive data / a product to review / an expert quote] on [topic]. It is yours to use as you like, with no obligation to mention us beyond a credit.

Would that fit an upcoming issue?

Thanks,
[Your name], [Brand]

  • One follow-up email

    Send once, about four to five business days after the first pitch, in the same thread.

    Hi [First name],

Quick follow-up on the note below. If [story / episode / post] is not a fit right now, no problem. If it helps, I can [new small offer: a data point, a shorter quote, a different angle].

Thanks,
[Your name]

  • Reply tracker columns

    Paste into a spreadsheet. Track every pitch so you can report reply rate by channel and angle.

    Contact | Outlet or show | Channel (press, podcast, newsletter) | Angle | Date sent | Follow-up date | Replied (yes/no) | Outcome | Link to coverage

How to personalize a template in five minutes

  1. Step 1: Open their latest work

    Read the last article, episode or post. Note one specific detail.

  2. Step 2: Rewrite the first line

    Reference that detail in plain words. No flattery, just proof you paid attention.

  3. Step 3: Match the angle to the channel

    News for press, a conversation for podcasts, reader value for newsletters.

  4. Step 4: Make one clear ask

    An interview, an episode, a guest post. One ask, with a date if timing matters.

  5. Step 5: Log it in your tracker

    Add the pitch to your reply tracker and set the follow-up date from the campaign timeline.
Back to the full Brand PR Playbook

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