Sending cold emails part 3: Contacting venues and hearing Tsetse flies...

This is the third installment of a four part blog series on reaching out to venues, festivals or potential clients using one of the oldest communication tools in modern history - emails.

Sending cold emails part 3: Contacting venues and hearing Tsetse flies...

In this post I will share some cold email templates from our archives that has been adapted for musicians, so that you can use it to generate new potential gigs.

Yes of course, every musician is different and I am by no means saying that this is a copy-paste exercise that will yield high results over night, but the templates I am sharing here is a good starting point to use irrespective of the type of musician you are.

Template: Personalized email to the decision maker

A well-crafted personalized cold email stands out from the hundreds of emails your recipients receive each day. And there are huge chances that it will produce the results you want – a response or a meeting with the prospect.

One way to personalize emails is by looking at their website/social media pages and finding out who the person in charge is. Once you have established this you can start with the super-personalized email. I cover due-diligence and research in part four of this series. Try this:


Dear {recipient's name},

I am {your name}, {your title or position in your band}. {How you have come across their venue, business, festival} that led me to thinking about how great it would be to perform there live.

{Your band name} performs music in the {your band genre(s)} genre(s). Which is very similar to the type of music that {name of band who has played there recently} played on {day of their performance}. {Your band vision/mission}

We have performed at various other venues similar to yours, some include:{maximum three here}

  • {name of venue - hyperlinked if they have a website/Facebook page }
  • {name of venue - hyperlinked if they have a website/Facebook page }
  • {name of venue - hyperlinked if they have a website/Facebook page }

Have a gander at our Fitchfork page {your Fitchfork page url} it showcases our band profile in a convenient way and includes our bio, reviews, pricing, and videos. We can perform on {days of the week} and {have very competitive rates} OR {have packages from YOUR LOWEST RATE}.   

The band and I look forward to hearing back from you, thank you for reading this far.

Kind regards,

{Your name & contact details}

This template establishes your intent in the opening paragraph and gives the reader clarity around what your email is about. It shares relevant information about you, your band, and your ask. Giving them value before they ask. In this case you are given them the option to get in touch with you, which increases desire to do just that.  


Template: Social proof to win over prospect

This template enables you to build credibility with the prospect, for them to take you seriously and consider hiring you. And one way of achieving this is by adding social proof in your cold email.

Don't be afraid to mention names of well-known bands you have played along side with or awards you have won.


Hi {recipient's name},

My name is {your name} and I am {designation in the band} for {your band name}. We play music synonymous with {insert similar band names} and I would love to play at your {venue type (restaurant)}.

We have {total combined social media follower count} followers on social media. We have shared the stage with {insert band names - hyperlink them, maximum three}. And have won {award names - hyperlink to the article proving this}.

Have a look at our Fitchfork page {insert Fitchfork page link} for reviews and videos of us performing live. I would love to get on a short call with you related to {your band name} performing to the patrons of {venue name}.

Kind regards

{Your name & contact details}



This template keeps it short and crisp. The short simple sentences makes it easy for the recipient to know what you want at a glance.


Template: The travelling band in town



Everyone once in a while you and your band might find yourselves in a city where you might have one gig lined up, however you will be there long enough to string in a few more. So you endeavor to reach out to the local venues to fill up your card. Try this:

Hi {recipient's name},

{Your base city}, {your base province}, {your band name} is coming through {city you're travelling to}, and we are looking to book a date between {dates you're in town}. {Your band name} is a {your band style} band with a catchy {famous band you're similar to} style sound

{ONLY IF YOU HAVE PLAYED THE CITY BEFORE}

We have played at {venues - maximum two} in {city you're travelling to} before. And I thought it would be great to play at {venue name} too.

Based on our history in {Your base city}, {your base province}, the band is worth about 50-70 tickets and we are looking to bring that number up with our own marketing campaign.

Here is our Fitchfork link {your Fitchfork page link} with all our reviews and videos. We've been really wanting to play {venue name}, and have been patiently building our draw. I look forward to hearing from you!

Kind regards

{Your name & contact details}



Template: The scheduling email

Congratulations are in order if you have gotten this far all by yourself. What is important here is to not overthink it. You have a meeting, a chat, or a phone call scheduled - you still need to impress and close. In this email you need to stick to pinning down logistics and resist the temptation to delve into the topics you are planning on to discuss. Impress them during the meeting, not in the email.

This template reduces the back-and-forth that could come into play. It puts you in the offering position. By responding with an exact date, time frame and location could possibly mean that the recipient takes the first offer - ending the email thread quickly.

Hi {recipient's name},

So great to hear from you! I would love to meet on {exact date, time, and venue}. If this does not work for you, I’m happy to find a compromise that’s most convenient for you. I’m free after {alternative date 1} and I’m pretty flexible on {alternative date 2}, but if another day works best I can work around your schedule.

Looking forward to meeting you soon,

Kind regards

{Your name & contact details}



Template: The follow up email

If 48 hours has passed since you hit the send button, it is imperative that you send a series of follow up emails to ensure that your email "dominates" their inbox and to show that you are no one hit wonder.  Be sure to also include the previous email beneath your follow-up email to make it easy for them to refer back to it in case they missed it the first time.


Hi {recipient's name}

I trust your week is going well. I wanted to follow up with you to see if you’d be interested in meeting with me. I’m so impressed by {the reason you stated you were attracted to them in the first email}, and I’d love to talk more about {the key thing that you initially mentioned/asked for}.

I’d be more than happy to meet with you whenever is most convenient for you. However, I’m sure you’re busy, so if your schedule does not permit, I completely understand.

Kind regards

{Your name & contact details}


Be sure to also include the previous email beneath your follow-up email to make it easy for them to refer back to it in case they missed it the first time.


Template: The final follow up email

Hi {recipient's name}

I wanted to reach out to you one last time. 

Fitchfork has delivered on our promise to musicians who want to ensure they get paid before playing any gig and we would love for you to give us a try. 

If I don’t hear back from you, I’ll assume the timing isn’t right. My contact details are listed below should your situation change.

Kind regards

{Your name & contact details} 

I trust these templates will improve your response rates and get you more gigs. Let me know what you think ;)



Read part 1

Read part 2


Jordan Longlace
"I write what I like." - Steve Biko

To Top