How to Invite Guests on a Podcast: Stop Pitching the Show. Pitch the Conversation.

How to invite guests on a podcast should be pretty simple. Find someone interesting. Send an email. Ask them to come on the show.

Yet somehow, the podcast guest invitation has evolved into this:

Hi Sarah,

I’ve been following your impressive work and really admire everything you’re doing in the cybersecurity space. I think you’d be a great fit for our podcast, where we have meaningful conversations with industry leaders and innovators.

Our audience would love your expertise. Let me know if you’re interested!

Technically, nothing is wrong with that email. It has a compliment. It’s personalized to Sarah’s industry. It explains that you have a podcast. It even tells her she’s a “great fit.”

It also gives Sarah absolutely no reason to stop what she’s doing and answer you.

The problem isn’t that the invitation needs more personalization. You’re personalizing the wrong part.

Don’t personalize the compliment. Personalize the question.

How to Invite Guests on a Podcast: Start With the Conversation

In our guide to finding better podcast guests, we introduced what we call topic-first guest sourcing.

Instead of:

Find person → Read bio → Review suggested topics → Book interview

Try:

Choose question → Find interesting perspective → Identify person → Vet person → Send invitation

There’s a reason the invitation comes last. By the time you contact someone, you should already have an idea of why you want to talk to this specific person.

Not:

She’s an expert in AI.

Or:

He’s the CEO of a successful company.

Or:

They have 400,000 LinkedIn followers.

What did this person say, do, experience, discover or question that made you want to hear more? That’s the beginning of the invitation. It’s also probably the beginning of your episode.

Podcasters and frequent guests talk openly about how quickly they can spot generic outreach. 

In one firsthand discussion, a regular podcast guest said they wanted to know a host was familiar with their work and specifically wanted them, rather than simply trying to book a recognizable name. 

Another podcaster who regularly books academics, authors, and filmmakers said people were receptive when they understood the host was legitimate and had intentionally chosen them.

That’s a much higher bar than changing [First Name] and [Industry] in an email template.

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Don’t Personalize the Compliment. Personalize the Question.

Most podcast guest outreach advice tells you to mention something specific. Good advice.

But look at how that usually gets applied:

I loved your recent article about employee cybersecurity training.

OK. You proved you found the article. Now what?

Compare that with:

You recently argued that most employee cybersecurity training is built to satisfy compliance requirements, not actually change behavior. I’d love to have you on the show to explore what companies keep teaching employees that simply doesn’t work.

The second invitation has already started the interview. The guest knows exactly what caught your attention. They know you understood the point. And, maybe most importantly, you’ve put an interesting question in their head. They may already be answering it before they reach the end of your email.

That’s what you want.

A compliment says: I looked you up.

A specific question says: I have been thinking about what you said.

Those don’t feel the same to the person reading the invitation.

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The Redrum Three-Question Test for Podcast Guest Invitations

Before you ask someone to be a guest on your podcast, answer three questions.

Why You?

What specifically made you think of this person? Maybe you heard them tell a story on another podcast and the host moved on before asking the obvious follow-up question. Maybe they published research that contradicted a common industry belief. Maybe they left a three-paragraph LinkedIn comment that was more interesting than the original post.

Maybe a former guest told you: You need to talk to this person.

Be specific.

“I’ve followed your impressive career” is not specific.

“You said the biggest threat to independent restaurants isn’t food cost anymore. It’s management burnout. I haven’t stopped thinking about that” is specific.

Why This Conversation?

What do you actually want to talk about? This is where many podcast invitations fall apart.

The host identifies a smart person and then offers: “We’d love to discuss your journey and expertise.”

Which journey? What expertise? What are we trying to find out?

Try writing the question you most want the guest to answer.

• Why are first-time managers given leadership training after they’ve already started failing?
• What do crime documentaries consistently get wrong about digital forensics?
• If AI handles the junior-level work people traditionally learn from, where will the next generation of senior developers come from?
• Why are so many successful podcasters quietly miserable?

Now we have an episode.

Why Now?

This one isn’t mandatory. But when you have an answer, use it.

Maybe they just:

• Published a book
• Released research
• Left a company
• Launched something
• Finished a documentary
• Gave a TEDx talk
• Went viral for an idea
• Changed their position on an issue
• Became unexpectedly relevant to a conversation already happening

We call these guest booking windows.

The question is simple: Why might this person want to have this conversation right now?

Put those three pieces together:

Why you. Why this conversation. Why now.

That’s your podcast guest invitation. The rest is logistics.

How to Ask Someone to Be a Guest on Your Podcast: Real Scripts

We’re going to give you scripts. But here’s the deal. If you copy one, change the name, and send it to 75 people, you’ve completely missed the point of this article.

The structure is reusable. The question isn’t.

Script 1: You Heard Them on Another Podcast

Subject: I wanted the next question

Hi [Name],

I heard you on [Podcast Name] talking about [specific idea].

When you said [brief reference to their point], I kept waiting for one question: [your question].

I’d love to explore that with you on [Podcast Name]. We talk with [brief audience/show description], and I think there’s a really interesting conversation here about [specific angle].

We record [format] for about [time].

Would you be open to it?

[Name]

Notice what we didn’t say: “I really enjoyed your appearance.”

Of course you did.

What did it make you want to ask?

That’s the invitation.

Script 2: You Found Them Through a LinkedIn Post or Comment

Subject: Your point about [specific topic]

Hi [Name],

Your [post/comment] about [specific subject] stopped me, especially your point that [their idea].

It made me wonder: [specific question]?

I host [Podcast Name], a show about [brief description], and I’d love to have that conversation with you.

It’s a [length]-minute interview recorded [remotely/in studio]. Happy to send a couple of episodes so you can get a feel for the show.

Interested?

[Name]

You don’t need three paragraphs explaining that you found them on LinkedIn.

The idea is the context.

Script 3: A Previous Guest Referred You

Subject: [Referrer’s Name] said I needed to talk to you

Hi [Name],

I recently had [Referrer’s Name] on [Podcast Name], and after our conversation about [subject], I asked who else I should be talking to.

They immediately mentioned you.

Specifically, they thought you’d have an interesting take on [angle].

I’d love to ask you [specific question].

[Brief show and recording details.]

Would you be interested in joining me?

[Name]

A referral gets you through the door.

The question still gives the person a reason to walk through it.

Don’t rely on: “Mike said you’re great!”

Great at what? Why are we talking? Give the potential guest the episode idea.

Script 4: The Author, Researcher or Expert With a Timely Angle

Subject: A question about your research on [topic]

Hi Dr. [Name],

I came across your recent research on [specific subject], and one finding surprised me: [specific observation].

Most of the coverage I’ve seen focuses on [obvious takeaway], but I’m curious about [less obvious question].

I host [Podcast Name], where we [short description]. I’d love to talk with you specifically about [conversation angle].

We record remotely, and the interview runs about [time].

Would you be open to a conversation?

[Name]

You aren’t saying: “Come promote your research.”

You’re demonstrating that you found the part worth discussing.

There’s a difference.

Script 5: Your Dream Guest Is Way Bigger Than Your Podcast

Let’s talk about the uncomfortable one. You want a guest with a massive audience. Your show is small.

You cannot honestly write: “This will be a great opportunity to reach our huge audience!”

Please don’t. The person or their publicist can probably figure out your audience isn’t huge. So what do you pitch?

The interview.

Subject: The [topic] question I haven’t heard anyone ask you

Hi [Name],

I’ve listened to several of your recent conversations about [subject], and everyone understandably asks you about [common topic].

I keep wondering about something different:

[Specific, genuinely interesting question.]

I host [Podcast Name], a [brief, honest description of the show]. We’re a smaller show, so I won’t pretend this is about reaching millions of listeners.

I’m reaching out because I think there’s a conversation here I haven’t heard you have yet.

If it interests you, I’d love to record it.

[Name]

Will that email get Marc Benioff on your 200-download podcast? Probably not. But pretending you can offer massive reach won’t either.

When you can’t sell audience size, sell the quality of the conversation.

A smaller podcast can still be well researched. A smaller host can still ask a better question. And an experienced guest who has answered “Tell us about your journey” 200 times may find an actually original conversation refreshing.

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You Don’t Need to Tell Them Everything in the First Email

Hosts sometimes try to prove their podcast is legitimate by cramming the show’s entire existence into the invitation.

• The origin story
• Host bios
• Audience demographics
• Download numbers
• Episode frequency
• Mission statement
• Previous guest list
• Apple Podcasts link
• Spotify link
• YouTube link
• Instagram
• A 14-page media kit

Calm down.

The potential guest needs enough information to decide whether the invitation is worth considering.

Generally:

• Who are you?
• What’s the show?
• Why them?
• What’s the conversation?
• What’s the basic format and time commitment?
• What’s the next step?

That’s it.

If you’re approaching someone who will reasonably need to vet the show, include a link to your website or podcast.

If you have notable guests or meaningful credibility that makes the invitation easier to evaluate, mention it briefly.

But remember what you’re trying to do. You’re starting a conversation, not submitting a federal grant application.

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What Not to Say in a Podcast Guest Invitation

Some phrases have been used so often that they barely communicate anything anymore.

“I’ve been following your work.”

Have you?

Then prove it without saying it.

Instead:

Your argument that [specific idea] made me wonder [specific question].

“I think you’d be a great fit for our podcast.”

Why?

Instead:

We’re planning an episode about [specific issue], and your experience with [specific thing] gives you a perspective we haven’t heard elsewhere.

“Our audience would love your expertise.”

Your audience has not assembled in a conference room and voted on this person.

Instead:

Our listeners are [relevant audience], and I think the question about [specific problem] is one many of them are dealing with right now.

“We’d love to pick your brain.”

No.

Their brain is not a blueberry farm.

Instead:

Ask the question.

“We can discuss whatever you’d like.”

This sounds flexible.

What it may actually communicate is: We have not thought of an episode.

A guest can absolutely help shape the conversation.

You should still know why you’re inviting them.

“Just bumping this to the top of your inbox.”

Your email did not accidentally roll under the refrigerator.

They may be busy.

They may have forgotten.

They may not be interested.

If you’re going to follow up, give them something more useful than a description of where you’d like your message positioned in their inbox.

When a Podcast Guest Doesn’t Respond, Don’t Resend the Same Conversation

Current podcast outreach guides commonly recommend a limited number of polite follow-ups rather than repeatedly chasing a potential guest. Some suggest waiting several days to a week and stopping after one or two additional attempts.

Reasonable.

We’re more interested in what you say when you follow up.

Here’s our rule:

The conversation should get more interesting. The host should not simply get more persistent.

Follow-Up 1: Add a Thought

Don’t write:

Following up on my previous email.

They can see the thread.

Try:

Subject: Re: [original subject]

Hi [Name],

One more thought on this.

Since I emailed, I came across [new development/article/event], and it made the question even more interesting:

[Refined or expanded question.]

Still think you’d be a fascinating person to explore this with. Happy to send more details if useful.

[Name]

You have added something.

The potential episode evolved.

That’s a real reason to reopen the conversation.

Follow-Up 2: Make It Easy to Leave the Door Open

Hi [Name],

One last note from me on this.

I still think there’s a great conversation in [brief angle], but I know timing is timing.

If now isn’t good, no worries. I’m happy to revisit it down the road if the subject becomes relevant to something you’re working on.

Thanks for considering it.

[Name]

Then stop.

Do not send:

Thoughts?

Four days later:

Any interest?

Three days later:

Just checking!

A week later:

Bumping this again.

At some point, you are no longer inviting a guest.

You’re haunting them.

Email or LinkedIn? Follow the Context

Hosts regularly debate whether podcast guest invitations work better by email, LinkedIn, or another social platform.

In firsthand podcaster discussions, the answer varies widely. One host said LinkedIn accounted for the overwhelming majority of their guests, while others preferred professional email and used social messages only when necessary. Warm introductions and mutual connections also came up repeatedly.

We think there’s another way to look at it.

Where did you find the person?

If a LinkedIn post started the entire episode idea, messaging them on LinkedIn may feel completely natural.

Your post about X made me wonder Y.

The context is sitting right there.

If you found an academic through published research, a university or professional email may make more sense.

If you’re approaching an author during a book launch, the publisher or publicist may be the appropriate contact.

If a former guest referred you, ask for an introduction when possible.

Don’t obsess over finding the magical contact channel with the highest universal response rate.

Preserve the context of discovery.

Wherever you reach out, make it obvious why this particular person ended up on your guest list.

They Said Yes. Don’t Immediately Give Them Homework.

Congratulations. The guest accepted.

Now please don’t respond with a 19-field intake form asking them to:

• Write a bio.
• Submit five possible topics.
• Draft potential questions.
• Describe their target audience.
• Upload seven headshots.
• Explain what makes them unique.
• Provide three “fun facts.”

You invited them. Hopefully, you already know who they are.

In one detailed podcaster discussion, a frequent guest said they would walk away when hosts clearly weren’t familiar with their work or pushed basic research back onto the guest through extensive intake requests. That’s one person’s experience, not a universal rule, but the frustration is worth hearing.

Don’t make the guest build the episode you invited them to record. After the yes, send a simple confirmation.

Include:

• Recording date and time.
• Expected length.
• Audio, video, or both.
• Recording platform or location.
• Basic technical expectations.
• A brief description of the planned conversation.
• Anything unusual they genuinely need to know.

You can share potential themes or questions. Just don’t turn the guest into your unpaid podcast producer.

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Your Podcast Guest Invitation Is the First 30 Seconds of the Interview

Think about the best interviews. The host is curious. The questions are specific. The guest understands why they’re there. The conversation has somewhere to go.

Why should your invitation feel completely different?

A generic outreach email says: We need a guest.

A question-first invitation says: We want to talk to you.

That’s what people mean when they tell podcasters to personalize their guest pitches, but we think hosts should take it further.

Don’t spend 20 minutes finding the perfect compliment. Find the question. The question that appeared while you were listening to their interview. The question buried in their research. The question you wrote down after reading their LinkedIn post. The question everyone else seems to skip.

Then ask the person who made you think of it.

That’s how you invite someone to be a guest on your podcast. Pitch the conversation. And start the interview before they ever say yes.

Booked the Guest? Now Make the Conversation Worth Hearing.

Getting the right person behind the microphone is only the beginning.

At Redrum Creative, we handle podcast production, editing, sound design, and custom podcast music and sound effects that turn raw conversations into polished episodes built to keep listeners listening.

You bring the question.

We’ll help make the answer sound damn good. Reach out to a producer >>