Make templates useful, not impersonal

A reusable introduction, listening link, and sign-off can save time. Start with a few templates for genuinely different situations, such as a DJ promo, a label submission, and a relevant follow-up.

Give each template a name that tells you when to use it. A template called “Label demo - first contact” is easier to find than “Version 7”.

Open a Gmail draft and select Templates in the PitchTrack toolbar beneath the formatting controls. Review the inserted message rather than assuming it is ready to send.

For broadcasts, Insert Tag can use a contact field. Check the recipient preview and missing fields before confirmation.

Ask for a listen, feedback, or a conversation, not all three at once. Explain why this particular recipient is relevant.

On eligible tracked Pro sends, ordinary website links are tracked automatically. The Tracked Link tool is not required for every URL.

Keep templates that you actually use and update outdated details. Check listening access, dates, names, and the signature each time.

Tracking alone cannot tell you which wording worked. Use replies, conversations, and repeated patterns rather than one unusually high open count.

Take one saved label-submission template and read it as though you were its next recipient. Can they tell who you are, why this music fits and where to listen? Replace any statement that only applied to the last release.

Keep separate templates for a release announcement and a booking enquiry. Changing a name is not enough when the purpose of the message is different.