Pitch email template for journalists (free to copy)

Short answer: a pitch email is a short note to one journalist, offering a story that fits what they already cover. It has a specific subject line, one line showing you read their work, the story in two or three sentences, why it matters now, and what you can offer: an interview, data or images. Send each journalist their own email, and follow up once.

Pitch email template

Copy it and replace everything in brackets. Keep it short enough to read on a phone without scrolling.

Subject: [The story in under ten words. Never "Press release" or "Story idea"]

Hi [first name],

[One sentence that shows you read their work: a recent article of theirs, and why your story fits next to it.]

[The story in two or three sentences: what happened or what you found, who it affects, and the one fact that makes it new.]

[Why now: a date, a launch, a change in your industry, a number you can back up.]

[What you can offer: an interview with [Name, Title], the data behind it, images, a customer who is happy to talk.]

Would this work for [publication]? I can send more details.

[Your name]
[Title, Company] · [Phone] · [One link]

A filled-in example

The company, the journalist and the details are made up.

Subject: Small clinics are moving patient forms to phones faster than hospitals

Hi Dana,

Your article on staff shortages at small clinics last week matched what we see every day.

Brightwell Health (a made-up company for this example) makes intake software for small clinics. This year, most patients at the clinics we work with filled in their forms on their phone before arriving, and front-desk staff told us it gave them back time for patients in the room.

Clinics are hiring fewer front-desk staff this year, so the change is happening now.

I can set up an interview with our founder, Sam Ortiz, and with a clinic manager who switched last spring. We can also share the numbers behind it.

Would this work for your health desk? I can send more details.

Alex Kim
Head of Communications, Brightwell Health · +1 555 0100 · brightwell.example

How to write each part

Subject line. The story itself, in plain words. A journalist decides from the subject line whether to open the email.
First line. Show why you chose this journalist. Name a recent article of theirs. If you can't find one on your topic, they are probably the wrong person.
The story. What is new, and who it matters to. Leave out your company history and your mission statement.
Why now. Journalists need a reason to run it this week rather than next year.
The offer. Who they can interview and what you can send. Data you can back up is worth more than adjectives.
Sign-off. Your name, title, phone and one link. No attachments: put a link in instead.

How to send it and follow up

Find the journalist who wrote about your topic recently, not the general news inbox. Send each one their own email, in plain text, with their name in the first line. If there is no reply, follow up once, about a week later, with one new detail. If there is still no answer, move on to the next publication.

What do journalists say they want from a pitch? See what journalists want, in numbers. Announcing news? Start from the press release template, and keep a media kit ready for the journalist who answers.

Would you rather have it done for you?

We find the angle, our writers draft the article, you approve the topic and review the draft, and we place it in publications such as Forbes, Inc. and Entrepreneur. Each placement has a fixed price agreed upfront, goes live within 21–60 days of topic approval, and comes with a 100% refund if it isn’t delivered. How it works.

Questions founders ask

How long should a pitch email be?

Short enough to read on a phone without scrolling: a subject line, three short paragraphs and a sign-off.

Should I attach a press release to a pitch?

No. Put the story in the email itself and add a link for anyone who wants more. Many inboxes treat attachments from strangers with suspicion.

How many times should I follow up?

Once, about a week later, with one new detail. If there is still no answer, try the next publication.

Can I send the same pitch to several journalists?

Send each one their own email, with a first line about their work. One email with everyone in copy is easy to ignore.

Pitch email template for journalists.