Some Email Samples Your Band Can Use for Music Promotion

Follow these emails and tips for best success

Sending Email
••• Yagi Studio Getty Images

Bands face a variety of situations when it comes to introducing themselves, pitching demos, and inviting critical viewers to shows, not to mention a host of other circumstances. The right email can go a long way toward achieving your goals.

These email samples are short and simple, and yours should be, too. No matter who you're emailing, keep these basic rules in mind: You want to stay on point, and get your information across clearly and concisely.

Save the cute stuff for another time

With those guidelines in mind, here are a few examples of how simple your emails can and should be. 

Band Introduction for Labels, Managers, and Agents

Hi, [industry contract]:

My name is Bob and I'm writing to let you know a little bit about my band, the Blah Blah Blahs. We've had some successes recently, including a four-star review in our local paper, touring as the support act for Band Z, and internet radio play. We've just recorded an album called "Blah Blah," and we've been told it reminds people of Band X and Band Y. We hope you'll have a chance to decide for yourself. 

We're looking for a [label/agent/manager] to help us take our success to the next level. We'd like to send you a demo and give you some more information about our band. Please let me know if you need any more information and we will get a demo to you. Thank you, and we hope to hear from you soon!

Sincerely, Bob and The Blah Blah Blahs [insert web address]

Demo Follow-Up

Hi, [label contact or A&R Department]:

I'm following up to make sure you received my demo, "Blah Blah" by the Blah Blah Blahs, and to ask if you've had a chance to listen to it yet. We just received a rave review in the local paper and plan on playing some shows soon.

If you need any more information or would like to hear some more, please don't hesitate to get in touch.

Sincerely, Bob and The Blah Blah Blahs [insert your website]

Show Invite for Labels, Managers, Agents, and Media

Dear [label contact or A&R department/manager, etc.]:

Just wanted to tell you that The Blah Blah Blahs will be playing in your town in two weeks, and we'd love to put you on our guest list. Please let us know if you'd like to attend the show, and we'll make sure your name is at the door. Hope to see you there!

  • The Blah Blah Blahs – Venue X
  • On stage – 10 p.m.

Sincerely, Bob and The Blah Blah Blahs [website]

News Announcement for Labels, Agents, Managers, Promoters, and Media

Hi, [contact name]:

Exciting news for The Blah Blah Blahs! We have been selected to play a showcase gig at Midem, along with the Yada Yada Yadas. Our show is January 27 at 5 p.m. on Midem's Talent Only Stage. Please stop by and check us out if you're going to be there. Please visit our website or drop us a line if you'd like a little more information about the band, or if you want to hear some of our music. See you in France!

Sincerely, Bob and The Blah Blah Blahs [website]

Request for Review of Album or Single

Hi, [journalist's name]:

Please find attached a copy of The Blah Blah Blahs new album and a photo of the band. We'd love it if you could listen to the album and give us a review. Please get in touch if you need any more information about the band!

Sincerely, Bob and The Blah Blah Blah Blahs [website]

Request for Review of Live Show

Hi, [journalist's name]:

Bob and The Blah Blah Blahs will be playing at Venue X in two weeks. We hope you'll be able to make it out to the show and give us a review! We'll put your name on the guest list. Hope to see you there!

  • Bob and The Blah Blah Blahs at Venue X

  • On stage 10 p.m.

If you need more information, please get in touch! I've included a photo of the band.

Sincerely, Bob and The Blah Blah Blahs [website]

Follow-up Review Request

Hi, [journalist's name]:

Just wanted to follow up and make sure you received the promo of the new Bob and The Blah Blah Blahs album.

Do you think you will be writing a review of the album? Please let us know if you need any more information. Hope to hear from you soon!

Sincerely, Bob and The Blah Blah Blahs [website]

Request for a Show

Hi, [promoter's name]:

Bob and The Blah Blah Blahs are planning a tour in June to promote our new album "Blah Blah," which will be released May 15 on X Records. We're looking for a show in your area on June 15, 16, or 17 and we're hoping you're willing to promote our gig.

I've attached a press packet with reviews of past shows and a copy of our new album. Reviews for our new album are scheduled to appear in Y music magazine and on Z website before our tour begins, with more to come. We can provide you will promo copies of the album and posters.

Please get in touch with any questions, and we hope to hear from you soon!

Sincerely, Bob and The Blah Blah Blahs [website]

More Things to Keep in Mind 

Keeping your emails short and to the point will go a long way toward making a good impression, but a few other touches will help you stay on everyone's good side:

  • Make sure you understand a label's demo policy before you send them any music. Don't send a demo without permission if you're unsure. Some labels refuse to take unsolicited demos for legal reasons, mostly so you can't say that they stole song ideas from your demo.
  • An offer to buy them a drink or two never hurts when you're inviting any industry or media person to come and see you play. In fact, it can help a lot.
  • Strike a good balance between making yourself known and being a pest. Tons of people clamor for the attention of labels, media, managers, agents, and others in the business, so you have to be a little forceful to get the attention you need. But you'll get the wrong kind of attention if you cross the line and pester people. Don't send daily emails—for real news, send one email. If you need an answer, wait a few days before you follow up.
  • Don't send attachments. Send links to your website and music instead.
  • Send a link to a site where they can easily download high-resolution color photos of the band. Don't do black and white—publications that need black and white photos can print color photos in black and white, but publications that print in color often can't work with black and white.
  • Keep deadlines in mind, and plan ahead. Many major music magazines have a lead time of two months or more for their reviews, so get your promos in well ahead of the actual release date if you can. Remember that it can take a little time to get responses from people when you're contacting them for the first time, so start that dialogue as early as possible, especially if you need an answer by a certain date.