Music Blog Outreach Spreadsheet Template
Organise your music PR like a pro with our free music blog outreach template. Whether you're hitting up local tastemakers like Pilerats or international giants, tracking your pitches, follow-ups, and placements is essential for a successful release. Start for free today.
The Ultimate Music Blog Outreach Template
You can copy the structure below into Google Sheets or Excel. Use these headers to ensure you are capturing the right data for every campaign, keeping your media list clean and actionable.
1. The Core Spreadsheet Structure
| Column Header | Purpose | Example Entry |
|---|---|---|
| Outlet Name | The name of the blog or magazine | Happy Mag |
| Contact Person | The specific editor or writer | Tom Richards |
| Email Address | The direct or submission email | submissions@example.com |
| Genre Match | Does this outlet cover your sound? | High (Indie/Psych) |
| Status | Where are you in the process? | Pitch Sent / Followed Up |
| Pitch Date | When did you first reach out? | 2024-05-12 |
| Last Follow-up | Date of your last check-in | 2024-05-17 |
| Result | The outcome of the pitch | Feature Secured / Declined |
| Notes | Personal details for next time | Prefers private SoundCloud links |
How to Use This Template Effectively
Step 1: Research Before You Pitch
Don't just scrape emails. Spend 5 minutes on each blog to understand their vibe. Look for their 'Submissions' page specifically. Some blogs use SubmitHub or Groover, while others only want direct emails. Note this in your Notes column to avoid being blacklisted for ignoring guidelines.
Step 2: Personalise the 'Contact Person' Column
Addressing an email to 'Dear Editor' is the fastest way to get your pitch binned. Find the writer who covered a similar Aussie artist recently and put their name in your spreadsheet. Use our Professional Music Press Kit Generator to ensure your assets are ready and looking sharp when they click through.
Step 3: The 3-Day Follow-Up Rule
If you haven't heard back in 72 hours, send a polite nudge. Update the Last Follow-up column. Often, editors miss the first email because their inbox is flooded with hundreds of tracks. A second email shows you are serious about the placement and helps you stand out from the noise.
Step 4: Track the 'Result'
If a blog features you, don't just say thanks and disappear. Add them to a 'Warm Leads' tab in your spreadsheet. These are the people most likely to support your next release. If you want to see who is actually opening your emails in real-time, consider using our Email Marketing Platform for Music Promoters.
Pro Tip: Beyond the Spreadsheet
While spreadsheets are great for manual work, they don't tell you if an editor actually clicked your link or listened to your track. For per-recipient analytics and AI-selected audiences, The Musical Road provides a more robust solution for growing labels and serious independent artists looking to scale their PR efforts.
FAQ
- How do I find music blog contacts in Australia?
- Start by looking at the 'About' or 'Contact' pages of local tastemakers like Pilerats, Purple Sneakers, or Happy Mag. Use our spreadsheet to track individual writers who cover your specific genre.
- Should I use a spreadsheet or a PR tool?
- Spreadsheets are great for beginners, but as you scale, tools like The Musical Road offer analytics to show you who is actually opening your emails and listening to your music.