Podcast Guest Outreach: How to Find and Book Guests (With Templates)

The truth is, guest outreach isn’t just about finding someone to fill a slot; it’s about building relationships, creating great conversations, and making sure the right people say yes.

This guide breaks down exactly how to find, pitch, and book incredible guests—without feeling like you’re cold-emailing into the void.

Step 1: Define Your Ideal Guest

Before researching potential guests, you need a clear picture of the right guest for your podcast. Without this, you risk reaching out to people who don’t align with your podcast’s goals or connect with your audience.

Your audience should always come first. The guests you bring on should offer insights, stories, or expertise that your listeners find valuable. Ask yourself:

• What topics do my listeners care most about?
• What problems, challenges, or questions do they have?
• Are they looking for practical advice, inspiring stories, or expert opinions?
• Do they prefer conversations that are deep and technical or casual and entertaining?

If unsure, check listener feedback, episode performance, or even ask your audience directly on social media or in an email poll.

Next, consider your podcast’s focus. Your ideal guest should fit naturally within your niche and structure. Ask yourself:

• What core topics does my podcast cover?
• What perspectives or expertise are most valuable to my audience?
• Are my episodes broad and conversational or highly focused on specific strategies?

For example, if you run a business podcast, look for startup founders, marketing experts, or leadership coaches who can share actionable insights. If your show is about personal development, you may want psychologists, authors, or people with inspiring life experiences.

Defining your ideal guest before you start your research will save you time, help you stay focused, and ensure every guest brings real value to your audience.

Step 2: Research 

Now that you know what kind of guest you're looking for, it's time to find them. But it’s not just about picking someone with a big name or impressive title—you want a guest who will connect with your audience and bring something fresh to the table.

Some questions that you should consider can include: 

• Will my listeners care about what they have to say? Are they offering something genuinely helpful, insightful, or entertaining?
• Do they fit my niche? Have they discussed topics that align with my podcast, or can I approach their expertise from a different angle?
• Are they good in interviews? Have they done podcasts before? Do they sound natural, engaging, and easy to follow?
• Do they have decent audio quality? If they sound like they’re calling from a cave, that’s a problem.
• Are they just repeating the same talking points everywhere? If they’ve done a lot of interviews, see if they bring fresh perspectives or if they’re stuck on autopilot.

One of the best ways to vet potential guests is to listen to their past podcast appearances—not just to hear what they say but also how they say it. If they’ve never been on a podcast, check out videos, interviews, or even social media posts to get a feel for their personality.

It also helps to do a little background digging.

• What have they worked on, written, or spoken about?
• Are they launching something new that could make for a great, timely conversation?
• Have they been interviewed about the same thing a hundred times, or can they bring something unique to your audience?

⭐️Quick Tip: Keep a simple spreadsheet with guest names, contact info, past podcast appearances, and key topics they cover. It’ll save you time later when you’re reaching out.

Step 3: Start Looking For Potential Guests

Now that you know who you’re looking for and how to evaluate them, it’s time to find potential guests. But where do you look? There are many ways to discover great guests—you just need to know where to start.

Podcast Guest Directories and Marketplaces

Guest directories and marketplaces are built to connect podcasters with potential guests. Instead of spending hours searching social media, you can use these platforms to find guests who are already interested in being interviewed. 

A great tool for this is MatchMaker.fm, where you can filter guests by industry, expertise, and interests. Profiles often include past podcast appearances, making it easy to see if someone is a good fit. Since these guests actively want to be on shows, you’re more likely to get a quick response.

Industry Conferences and Events

Industry events are packed with experts who are used to speaking and sharing their knowledge. Speakers at these events have valuable insights and are often comfortable in interviews, making them great podcast guests. To find potential guests, look at speaker lists for conferences, panels, and webinars in your niche. Many event websites post videos or summaries of past talks so you can gauge whether someone would be a good fit. 

If a speaker connects with your podcast’s theme, reach out and mention their talk—you already know they have something valuable to say.

Social Media

Platforms like LinkedIn, Twitter (X), and Instagram can be goldmines for potential guests. Follow conversations in your niche, look at who’s engaging with relevant topics, and reach out. 

A few ways to find guests:

• LinkedIn: search for professionals in your field and check if their bios include any podcast-related posts or keywords.
• Twitter (X): look for people discussing trending topics in your niche.
• Instagram & TikTok – Follow content creators who align with your podcast’s theme.

Other Podcasts in Your Niche

Start by searching for podcasts in your niche and checking their episode descriptions for guest names. If someone has been a guest on a similar show, there’s a good chance they’d be interested in doing more interviews. Listen to a few episodes to see if they’re a good fit and what topics they typically discuss.

If a guest has already covered the same topic on multiple podcasts, consider how to approach it differently. Maybe there’s a part of their story they haven’t shared yet or a unique perspective that would make your conversation stand out.

Authors, Journalists, and Content Creators

Writers, reporters, and content creators often look for ways to share their work, making them great potential guests. Look for authors with new books, journalists covering your niche, or bloggers and YouTubers creating content your audience would enjoy. If they’re already sharing their insights through writing or videos, they’ll likely be comfortable doing the same on a podcast.

Referrals from Past Guests

Many experts have colleagues, mentors, or peers who would also be great for your podcast. After wrapping up an episode, say something simple like: “I loved having you on—do you know anyone else who’d be a great fit for my show?” Since the introduction comes from someone they trust, the new guest will be much more likely to say yes than if you were reaching out cold.

Your Audience and Community

Your listeners already understand your content, which makes them a great resource for guest recommendations. Ask your audience on social media, in a newsletter, or even at the end of an episode if they know someone who would be a good fit. 

Sometimes, your listeners are the perfect guest—especially if they have expertise or unique experiences related to your niche. Bringing on someone from your community can also lead to some of the most relatable and authentic conversations.

Step 4: Craft a Personalized Outreach Message 

This is where all your research comes together. A well-crafted, personal outreach message can be the difference between getting a yes or being ignored. You want your email to feel genuine, show that you’ve done your homework, and make it clear why this guest would be a perfect fit for your show.

Start with a Catchy & Personal Subject Line

Your first challenge? Getting them to open the email. A subject line that feels personal and engaging can go a long way. Try mentioning their work, a recent talk, or the topic you’d love to discuss with them. Some ideas:

• Loved Your Talk on [Podcast Name] – Let’s Chat!
• Your Book [Book Title] Would Be Perfect for My Podcast
• Would Love to Have You on [Podcast Name] – Quick Question!

Make Your Email Personal

The key to a great outreach email? Make it all about them. Open with something specific—mention a past podcast they were on, an article they wrote, or something about their work that stood out to you. Then, connect the dots to your podcast. Why are they the perfect guest? How will your audience benefit from hearing their insights? Flattery helps, but make sure it feels genuine.

Keep It Short & Sweet

People are busy, so get to the point quickly. Your email should cover:

• A friendly, personal intro (reference their work!)
• Why you think they’d be a great guest
• A quick summary of your podcast (who listens, what it’s about)
• A simple ask: Would they be open to a quick chat or booking a time?

You can also attach a media kit, but keep it light—just basic info like audience demographics, past guests, and a link to your show.

⭐️ Quick Tip: Want to know if your email was opened? Use a tool like Mailtrack (there is a free version, but the paid version is better) to see if it was opened, how many times, and whether any links were clicked. This information can help you decide when (or if) to send a follow-up.

Email Isn’t the Only Way to Reach Out

Email isn’t your only option. Some guests are more active on social media and might respond faster to a direct message. Interacting with their content before reaching out can also help warm up the conversation. If they post regularly on Twitter or LinkedIn, reply to something they’ve shared before sending a message. If they’re active on Instagram, a DM might feel more natural. 

If they have a website, they may have a contact form specifically for media inquiries. Experiment with different platforms, but always keep it professional and personal.

Step 5: Follow Up Professionally

If you don’t hear back, don’t panic. People get busy, and emails slip through the cracks. A good rule of thumb is to wait about seven days before following up. Keep it polite, short, and professional—just a friendly check-in to see if they’re interested.

If there’s still no response, you can send a second follow-up a week later. After two or three attempts with no reply, it’s best to move on. Do not spam. Following up daily for a week might seem persistent, but it’s also the easiest way to get ignored—or worse, blocked. If they’re interested but just busy, they’ll appreciate a respectful nudge, not a flood of messages.

Step 6: Offer a Smooth Scheduling Process 

Once you get a yes, make scheduling as easy as possible. The less back-and-forth, the better. Using a scheduling tool like Calendly or SavvyCal lets your guests pick a time that works for them without the hassle of multiple emails.

If you’re scheduling manually, suggest a couple of time slots upfront and be flexible. Confirm the date and time, send any necessary details about the recording process, and tell them what to expect. 

Step 7: Prepare the Yourself & the Guest for a Great Interview 

Once a guest says yes, the real preparation begins. This preparation has two parts: thoroughly researching the guests and making the process as smooth as possible for them.

The Deep Dive: Researching Your Guest

Now is the time to go beyond the basics. Listen to past podcast interviews, read their articles, watch their talks, and dig into their social media. What topics do they cover frequently? Have they already shared the same story on multiple shows? Look for gaps—areas they haven’t explored in depth or fresh angles that could make your interview different.

If they’ve been interviewed a lot, consider how to make the conversation more engaging. Maybe there’s a personal story they haven’t shared or a topic they’ve hinted at but never gone deep on. 

The better your research, the more natural and insightful your questions will be. It also helps with the flow of the conversation. When you have a solid understanding of their background, you’ll be able to anticipate where the discussion might go, ask better follow-up questions, and smoothly guide the interview in an interesting direction.

Preparing the Guest for a Smooth Experience

Make things easy for your guest. Send them a prep email two or three days before the interview with all the details—how long it will take, whether it’s live or recorded, and any tech tips like using a good microphone and quiet space. If you have specific questions or topics in mind, share them so they can prepare if they want to.

Send a short reminder email the day before in a friendly, excited tone. Let them know you’re looking forward to the conversation and confirm that everything is still good to go. This will allow them to ask any last-minute questions or voice their concerns. The more comfortable they feel, the better the interview will be.

Step 8: Express Gratitude and Maintain Relationships 

Once the interview wraps up, your job isn’t over. A great guest relationship doesn’t end when you hit stop on the recording—it’s something you can nurture for future opportunities.

Send a follow-up email thanking them for their time and insights. Let them know what’s next, including when the episode will go live and when they can expect an email with links and assets for sharing.

Beyond this one episode, stay in touch. Engage with their content, check in periodically, and support their work when possible. A strong connection can lead to future collaborations, referrals to other great guests, or another episode.

Step 9: Make it Easy for the Guest

Once the episode is live, your goal is to make sharing effortless for your guest. Send them a follow-up email with everything they need—episode links, an audiogram, branded images, and even a pre-written caption with hashtags. The easier you make it, the more likely they are to share.

You can also tag them in your social media posts and let them know. A quick mention like "Hey [Guest’s Name], we tagged you in our latest post—we would love it if you shared it with your audience!" can be a simple nudge to encourage them to spread the word.

 The less effort they have to put in, the more visibility your episode will get.

Example #1: Email Outreach Template

Angle: casual, genuine approach

Why it works: This works best when reaching out to someone whose work you genuinely admire. It feels conversational and warm, making it harder to ignore.

Example #2: Email Outreach Template

Angle: the mutual benefit approach

Why it works: This approach works best for high-profile guests or busy professionals who get a lot of podcast invites. Instead of focusing on why you want them, you highlight what they get from it—exposure, a new audience, and an easy way to share their work.

Final Thoughts: Best Podcast Guest Outreach Tips

Getting great podcast guests isn’t just about sending emails and hoping for the best. It’s about doing your research, making your outreach personal, and making the entire process easy and enjoyable for you and your guest.

The more intentional you are with your approach, the better your conversations (and the long-term connections) you’ll create. Now, go start sending those invites—you’ve got this!