Best for
- Founders trying to appear on niche industry podcasts
- B2B companies building thought leadership through earned media
- Marketing teams promoting executives or subject matter experts
Find relevant podcasts, research hosts, match your expert to their audience, and generate personalized pitch emails that do not sound like mass outreach.
Build a podcast outreach pipeline with researched show targets, personalized angles, and ready-to-send pitch emails.
Quick view
Check the audience, core tools, and access before you start the detailed steps.
Best for
Core tools
6 tools used across the workflow.
Access
The complete workflow is available from the first step through the final result.
Why this works
Most podcast pitches fail because they talk about the guest, not the show. This workflow researches the host, audience, episode history, and recurring themes before generating the pitch. The result feels like a relevant episode idea rather than a generic request to be featured.
Expected results
Target list size
50 researched podcasts
Listen Notes and AI research make it practical to build a focused podcast list without agency support.
Time saved
6-10 hours per 50 targets
AI accelerates show research, angle matching, pitch writing, and follow-up creation.
Pitch quality
Show-specific outreach
Each pitch references recent episodes, audience fit, and a tailored episode idea instead of sending a generic guest bio.
Booking potential
3-8 positive replies per 50 pitches
Realistic for niche B2B podcasts when targeting is relevant and the pitch offers a clear episode idea, though results vary by guest credibility and category.
Step-by-step workflow
This workflow is fully available. Follow the steps below to build the system from start to finish.
30-45 min
30-45 min
Start with the expertise you can credibly offer, not a generic request to be interviewed. Work in google sheets and claude and capture the concrete operating details: account name, contact role, source signal, CRM status, fit reason, next action, owner, and confidence level. When you use the prompt template attached to this step, paste the real source material, name the expected output sections, and ask the model to flag uncertainty instead of filling gaps. Before moving on, check that the output is specific enough for the next person to use without guessing what happened; the expected handoff is A guest-positioning brief and qualification rubric for evaluating podcast opportunities.
A guest-positioning brief and qualification rubric for evaluating podcast opportunities.
One sharp topic with real proof is more pitchable than a menu of everything your company knows.
Build a podcast guest qualification rubric from the information below.
Spokesperson expertise:
{{spokesperson_expertise}}
Target audience:
{{target_audience}}
Topics we can teach:
{{topic_options}}
Proof points and examples:
{{proof_points}}
Business objective:
{{business_objective}}
Hard disqualifiers:
{{disqualifiers}}
Return:
1. One recommended guest angle
2. Three supporting episode topics
3. The listener outcome for each topic
4. Must-have show criteria
5. Nice-to-have criteria
6. Disqualifiers
7. A 100-point scoring rubric with weights
8. Evidence the researcher must capture before approving a show
Do not invent credentials, audience fit, or proof. Mark any missing input as NEEDS REVIEW. A human owner will approve the angle and scoring weights before research begins.45-75 min
45-75 min
Search Listen Notes using the buyer problems, job titles, category terms, and adjacent themes from the qualification rubric. Work in listen notes and google sheets and capture the concrete operating details: account name, contact role, source signal, CRM status, fit reason, next action, owner, and confidence level. Keep the work narrow: complete step 2, record the decision or asset created, and avoid changing unrelated parts of the workflow. Before moving on, check that the output is specific enough for the next person to use without guessing what happened; the expected handoff is A cleaned longlist of active shows with enough evidence for fit scoring.
A cleaned longlist of active shows with enough evidence for fit scoring.
Recent episode titles are a better fit signal than the show description, which is often outdated or overly broad.
60-90 min
60-90 min
Use Perplexity to research the top 25 to 35 shows from the longlist. Work in perplexity and google sheets and capture the concrete operating details: account name, contact role, source signal, CRM status, fit reason, next action, owner, and confidence level. When you use the prompt template attached to this step, paste the real source material, name the expected output sections, and ask the model to flag uncertainty instead of filling gaps. Before moving on, check that the output is specific enough for the next person to use without guessing what happened; the expected handoff is A source-backed research record showing what each show is covering now.
A source-backed research record showing what each show is covering now.
Look for what the host has covered in the last six months, not what the show covered three years ago.
45-60 min
45-60 min
For every show that still looks viable, use Apollo and Hunter to identify the host, producer, booking contact, or agency that actually handles guest decisions. Work in apollo, hunter, and google sheets and capture the concrete operating details: account name, contact role, source signal, CRM status, fit reason, next action, owner, and confidence level. Keep the work narrow: complete step 4, record the decision or asset created, and avoid changing unrelated parts of the workflow. Before moving on, check that the output is specific enough for the next person to use without guessing what happened; the expected handoff is A verified contact map for each viable podcast, including the safest outreach route.
A verified contact map for each viable podcast, including the safest outreach route.
A producer or booking manager often gives a faster answer than the public-facing host.
30-45 min
30-45 min
Use Claude to apply the approved rubric to the research rows, then review the scoring manually in Google Sheets. Work in claude and google sheets and capture the concrete operating details: account name, contact role, source signal, CRM status, fit reason, next action, owner, and confidence level. When you use the prompt template attached to this step, paste the real source material, name the expected output sections, and ask the model to flag uncertainty instead of filling gaps. Before moving on, check that the output is specific enough for the next person to use without guessing what happened; the expected handoff is A ranked outreach list with approved first-wave, hold, and reject decisions.
A ranked outreach list with approved first-wave, hold, and reject decisions.
Do not let a famous show outrank a smaller one that reaches the exact buyer and regularly hosts practitioners like you.
45-60 min
45-60 min
For each first-wave show, use Claude to build a compact pitch brief before writing the email. Work in claude and google sheets and capture the concrete operating details: source links, buyer context, audience, claims, proof points, owner, review status, and the final deliverable link. When you use the prompt template attached to this step, paste the real source material, name the expected output sections, and ask the model to flag uncertainty instead of filling gaps. Before moving on, check that the output is specific enough for the next person to use without guessing what happened; the expected handoff is An evidence-backed pitch brief for every show in the first outreach wave.
An evidence-backed pitch brief for every show in the first outreach wave.
The brief should make it obvious why this guest belongs on this specific show, not merely why the guest is impressive.
45-60 min
45-60 min
Use Claude to draft one concise email from the approved pitch brief, then have the spokesperson or campaign owner edit it. Work in claude and google sheets and capture the concrete operating details: account name, contact role, source signal, CRM status, fit reason, next action, owner, and confidence level. When you use the prompt template attached to this step, paste the real source material, name the expected output sections, and ask the model to flag uncertainty instead of filling gaps. Before moving on, check that the prompt includes the actual inputs, the requested output format, and clear rules against invented facts; the expected handoff is Approved, show-specific pitch emails ready to load into the outreach sequence.
Approved, show-specific pitch emails ready to load into the outreach sequence.
If the first sentence could be sent to another podcast unchanged, the pitch is not personalized enough.
Ongoing, first review after 2 weeks
Ongoing, first review after 2 weeks
Load only the approved first wave into Apollo and send from an appropriate individual sender. Work in apollo and google sheets and capture the concrete operating details: account name, contact role, source signal, CRM status, fit reason, next action, owner, and confidence level. Keep the work narrow: complete step 8, record the decision or asset created, and avoid changing unrelated parts of the workflow. Before moving on, check that the output is specific enough for the next person to use without guessing what happened; the expected handoff is An outreach log and a tested pitch pattern for the next podcast wave.
An outreach log and a tested pitch pattern for the next podcast wave.
A polite decline with a reason is useful data. Capture it instead of treating every non-booking as the same outcome.
Research this podcast as a potential guest opportunity.
Podcast:
{{podcast_name}}
Podcast URL:
{{podcast_url}}
Our target audience:
{{target_audience}}
Our proposed guest angle:
{{guest_angle}}
Use current public sources to return:
1. Host name and role
2. Current publishing cadence
3. Five recent episode themes
4. Typical guest profile
5. Evidence of audience fit
6. Topics the show has already covered heavily
7. A credible angle the host has not recently covered
8. Public guest submission or contact instructions
9. Source URL and date for every factual finding
10. Confidence level for each section
Do not estimate audience size or contact details without evidence. Write UNKNOWN where the evidence is missing. End with a fit recommendation of strong, possible, or weak and explain the decision in three sentences. A researcher will verify the sources before scoring the show.Score these podcast opportunities using the approved rubric.
Qualification rubric:
{{qualification_rubric}}
Podcast research rows:
{{podcast_research_rows}}
For each show, return:
1. Score for every rubric category
2. Evidence used for each score
3. Total weighted score
4. Main fit strength
5. Main risk or uncertainty
6. Recommended tier: outreach now, hold, or reject
7. Best episode angle
8. Human verification needed before outreach
Rules:
- Use only evidence in the research rows
- Do not reward brand fame unless the rubric includes it
- Deduct for stale publishing, repeated coverage of our angle, or an unverified contact route
- Mark missing evidence instead of assuming it
- Keep the rationale concise enough to paste into Google Sheets
A human owner will approve the final tier and may override the model score.Create a podcast pitch brief for one show.
Show research:
{{show_research}}
Recent relevant episodes:
{{recent_episodes}}
Host or producer:
{{contact_context}}
Guest angle:
{{guest_angle}}
Guest proof and stories:
{{guest_proof}}
Return:
1. Why this show is a fit
2. The exact editorial gap we can fill
3. One recommended episode title
4. Three talking points with listener value
5. Two stories or proof points to use
6. A reference to one recent episode and why it matters
7. Claims or wording to avoid
8. Facts the sender must verify
9. A one-sentence pitch thesis
Do not flatter the host, invent familiarity, or claim an audience size we cannot verify. If the angle overlaps heavily with a recent episode, recommend a different angle or reject the pitch. The sender will review the cited episode and all proof before outreach.Write a concise podcast guest pitch from this approved brief.
Pitch brief:
{{pitch_brief}}
Recipient:
{{recipient_name_and_role}}
Spokesperson:
{{spokesperson_name_and_credentials}}
Approved proof:
{{approved_proof}}
Create:
1. Three subject lines
2. One primary email of 120 to 170 words
3. One shorter version under 100 words
4. A single follow-up line for seven days later
Requirements:
- Reference one verified editorial detail
- Explain the value to listeners before describing the guest
- Offer three concrete talking points
- Use a low-pressure close
- Do not use generic praise, fake familiarity, or unsupported audience claims
- Do not attach files or ask for a meeting in the first email
- Mark any fact that still needs human verification
The campaign owner will choose the version, verify the reference, and edit the final wording before send.Related workflows
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