Podcast Pitching System – VA Standard Operating Procedure (SOP)

Objective: Secure guest spots on targeted podcasts for [Your Name/Client] by systematically researching, pitching, and following up using a repeatable process.

🔹 Step 1: Setup & Asset Creation

1.1 Create a Podcast Press Page (For credibility and easy booking)

📌 The press page serves as a one-stop shop for podcast hosts. Create it in WordPress, Kajabi, or a simple Notion/Google Sites page.

✅ Press Page Elements:

  • Headline & Unique Title (e.g., [Your Name] – The [Niche] Expert Helping [Target Audience] Achieve [Outcome])
  • High-quality headshot or a brand video (if available).
  • Mini Bio (2-4 sentences) – Short, host-friendly intro.
  • Interview Topics (3-5 specific topics) – Clearly outlined with bullet points.
  • Previous Features – Logos & hyperlinks of past guest appearances, articles, and media features.
  • Booking Link (Calendly, Acuity, etc.) for easy scheduling.
  • Social Media Stats & Engagement (optional) – Demonstrates reach.
  • Causes Supported (optional) – Adds personality.

📌 Example: [YourWebsite.com/press]

1.2 Create Standard Podcast Outreach Templates

✅ Email Pitch Template (For cold outreach & introductions)
Subject: Possible guest for [Podcast Name] – [Specific Topic]

Hey [Podcast Host's Name],  

I’m a big fan of [Podcast Name] and especially enjoyed your episode with [Guest Name] about [Key Insight]. I took action on [something relevant] and loved the result!  

I’d love to bring value to your audience by sharing insights on:  

✅ [Specific Topic 1] – [Key benefit]  
✅ [Specific Topic 2] – [Key benefit]  

Would this be something your audience would enjoy?  
Here’s my **[press page link]** with past interviews, bio, and my scheduling link.  

Either way, I just left a **5-star review** to support the show. Looking forward to your thoughts!  

Best,  
[Your Name]  
[Your Website]  
[Your Social Links]

✅ Follow-Up Templates (For non-responsive hosts)
📌 Follow-Up #1 (5 Days Later)
Subject: Following up on [Podcast Name]

Hey [Name],  

Just checking in to see if my pitch resonated with you. I’d love to share insights on [Topic]—I think your audience would find it super valuable!  

Would love to hear your thoughts!  

Best,  
[Your Name]

📌 Follow-Up #2 (1 Week Later)
Subject: Another angle for [Podcast Name]

Hey [Name],  

I wanted to quickly share another angle I can cover for your audience:  

🎙 [New Topic] – [Key takeaway].  

Let me know if this fits your show—I’d love to collaborate!  

Best,  
[Your Name]

📌 Final Follow-Up (1 Week Later)
Subject: Closing the Loop on Podcast Guest Spot

Hey [Name],  

I completely understand if now isn’t the right time. If you’d like to revisit in the future, feel free to reach out—I’d love to connect when it makes sense!  

Wishing you continued success with [Podcast Name]!  

Best,  
[Your Name]

✅ Social Media DM Outreach Template (For warm outreach on Twitter, LinkedIn, etc.)

Hey [Name],  

I loved your recent episode with [Guest Name]—so many great insights! I’d love to contribute to [Podcast Name] with a conversation on [Topic].  

Would you be open to a quick chat?

1.3 Create a Podcast Research Tracker (Google Sheets/Airtable)

Columns to include:
🔹 Podcast Name
🔹 Host Name & Email
🔹 Website & Podcast Link
🔹 Last Guest (Check relevance)
🔹 Pitch Sent (Date)
🔹 Follow-Up #1 (Date)
🔹 Follow-Up #2 (Date)
🔹 Booked (Yes/No)
🔹 Published Date

📌 Use a CRM like Trello, Asana, or ClickUp for tracking.

🔹 Step 2: Research & Targeting

✅ Find High-Quality Podcasts (Weekly Task)

  • Use Google: “Top [Niche] Podcasts 2024”
  • Search Listen Notes, Podchaser, Apple Podcasts
  • Look up where competitors/peers have been featured
  • Join Facebook Groups like She Podcasts for guest callouts

✅ Verify Podcast Fit Before Pitching

  • Do they accept guests?
  • Are their past topics relevant?
  • Is the audience aligned with your ideal clients?

🔹 Step 3: Outreach & Booking

✅ Step 1: Warm-Up Before Pitching

  • Engage on social media (like, comment, share episodes).
  • Leave a 5-star review and mention it in the pitch.
  • Subscribe to their email list & reply to a newsletter.

✅ Step 2: Send the Initial Pitch

  • Personalize using the email template (Name, past guest, topic relevance).
  • Include only ONE link (Press page).
  • Keep it under 200 words.

✅ Step 3: Follow Up 2-3 Times

  • If no response, follow up after 5 days, then after 1 week, then final follow-up.
  • If declined, ask if they’d be open in the future.

🔹 Step 4: Pre-Interview & Promotion Process

✅ Once a Podcast Booking is Confirmed:

  • Confirm date, time, format (live/recorded), and duration.
  • Review host’s past interviews to match their style.
  • Send headshot, bio, social links, and any requested materials.

✅ After the Interview:

  • Send a thank-you note: 
    Hey [Name],  
Thank you so much for the great conversation on [Podcast Name]! I loved our discussion on [Topic].  
Let me know when it goes live—I’ll be happy to promote it!
  • Promote the episode: Share on Twitter, LinkedIn, Instagram, and email list.
  • Ask for referrals: “Do you know any other shows that would be a good fit for me?”

🔹 Step 5: Ongoing Optimization & Scale

✅ Track Metrics Weekly

  • Number of pitches sent
  • Response & booking rate
  • Average time from pitch to booking
  • Top-performing outreach templates

✅ Systemize the Process

  • Create a template bank for pitches, follow-ups, and thank-you notes.
  • Automate tracking using CRM software (Airtable, Trello, ClickUp).
  • Hire & train additional VAs to scale outreach.

🎯 Final Summary for the VA

  • Step 1: Set up a Press Page + Templates.
  • Step 2: Research & Identify Target Podcasts.
  • Step 3: Send Personalized Pitches & Follow-Ups.
  • Step 4: Manage Bookings, Pre-Interview Prep, & Promotion.
  • Step 5: Track, Optimize, and Scale.