Email Samples Bands Can Use in Music Promotion

Sending Email
••• Yagi Studio Getty Images

A few sample emails apply to a variety of situations that bands face. These emails are short and simple, and yours should be, too. No matter who you are emailing, keep a few basic rules in mind:

  • Keep it short and sweet
  • Stay on point
  • 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 just recorded an album called "Blah Blah" – we're told it reminds people of band X and band Y, but we hope you'll have a chance to decide for yourself. We've had some successes recently, including:

  • A four-star review in our local paper
  • Touring as the support act for band Z
  • Internet radio play

We're looking for a (label/agent/manager) to help us take this 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 in the meantime, 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 am following up to make sure you received my demo "Blah Blah" by the Blah Blah Blahs and to see if you have 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 (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 the guest list. If you'd like to attend the show, please let us know, 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 the 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 on January 27 at 5 p.m. on Midem's Talent Only Stage, so if you're going to be there, please stop by and check us out. If you want a little more information about the band, or you want to hear some of our music, please visit our website or drop us a line. 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 for you to listen to the album and give us a review. If you need any more information about the band, please get in touch! 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 for June to promote our new album "Blah Blah," which will be released May 15 on X Records. We are looking for a show in your area on June 15, 16, or 17 and are hoping you will be 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)

Keeping your emails short and to the point will go a long way towards making a good impression, but keep a few other things in mind when sending promotional emails to help you stay on everyone's good side:

  • Make sure you understand a label's demo policy before you send them any music. If you're unsure, don't send a demo without permission. Some labels refuse to take unsolicited demos for legal reasons, mostly so you can't stay they stole song ideas from your demo.
  • When inviting any industry or media person to come and see you play, an offer to buy them a drink or two never hurts—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, if you cross the line and pester people, you will get the wrong kind of attention. Don't send daily emails—for real news, send one email—if you need an answer, wait for 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 a little time to get responses from people when you are contacting them for the first time—start that dialogue as early as possible, especially if you need an answer by a certain date.