Music Blog Outreach Spreadsheet Template
Organise your music PR and press campaigns with our free music blog outreach template. Track your pitches, follow-ups, and secured placements for your next single or album 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, from local UK zines to global tastemakers.
1. The Core Spreadsheet Structure
| Column Header | Purpose | Example Entry |
|---|---|---|
| Publication Name | The name of the blog or magazine | Line of Best Fit |
| Contact Person | The specific editor or writer | Paul Stokes |
| Email Address | The direct or submission email | submissions@example.com |
| Genre Match | Does this outlet cover your sound? | High (Indie/Dream Pop) |
| Status | Where are you in the process? | Pitch Sent / Followed Up |
| Pitch Date | When did you first reach out? | 12/05/2024 |
| Last Follow-up | Date of your last check-in | 17/05/2024 |
| 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 tone. Look for their 'Submissions' page. Some blogs use SubmitHub, others use Groover, and some 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 quickest way to get ignored. Find the writer who covered a similar artist recently and put their name in your spreadsheet. Use our Professional Music Press Kit Generator to make sure your assets are ready 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 professional in your approach.
Step 4: Track the 'Result'
If a blog features you, don't just say thanks. 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 Music Marketing Plan Template & Spreadsheet for a more comprehensive strategy.
Pro Tip: Beyond the Spreadsheet
While spreadsheets are great for manual work, they don't tell you if an editor 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.