Band booking email templates
Three email templates you can adapt for your band: first contact, follow-up and confirmation.
Template 1: First contact
Use this template when you're reaching out to a venue for the first time. Fill in the bracketed details with your band's information.
Subject: Booking enquiry: [Band Name] — [Date or "upcoming dates"]
Hi [Venue name] team,
We're [Band Name], a [genre] [band/duo/solo act] based in [City]. We play regularly at venues like [Venue 1] and [Venue 2] and we'd love to play at [Venue name].
We're looking to book [proposed date or date range]. We can do [load-in time] and play [set length] from [start time].
You can see our photos, videos, setlist and booking details on our EPK: [EPK link]
Our typical fee is [fee or "negotiable depending on the night"]. We're happy to discuss what works for you.
Let me know if [date] works or if you have another night in mind.
Thanks, [Your name] · [Band Name] · [Phone]
Template 2: Follow-up
Use this template a week after your first email if you haven't heard back. Keep it short and polite.
Subject: Re: Booking enquiry: [Band Name] — [Date]
Hi [Venue name] team,
Just following up on my email from last week about booking [Band Name] for [date]. I know you're busy so I'll keep this brief.
We're still available on [date] and would love to play at [Venue name]. Our EPK is here: [EPK link]
Happy to discuss dates, fees or anything else. Let me know either way.
Thanks, [Your name] · [Band Name]
Template 3: Confirmation
Use this template when the venue has said yes and you need to confirm the details in writing.
Subject: Confirmed: [Band Name] at [Venue name] — [Date]
Hi [Contact name],
Thanks for confirming. Here are the details as I understand them:
Date: [Date] · Load-in: [Time] · Soundcheck: [Time] · Doors: [Time] · Set: [Start] to [End]
Fee: [Amount] · Payment: [Cash on the night / invoice / etc.]
I'll share the load-in and set times with the band. We'll have [number] members plus [any extras].
Looking forward to it. See you on [date].
[Your name] · [Band Name]
Tips for using these templates
Always personalise the template. A venue can tell when you've sent the same generic email to 50 places. Mention something specific about the venue—a recent show, the room, the night.
If you're using The Band Planned's pitch generator, it drafts a personalised email from your band profile and the venue's context. Use that as your starting point and edit from there.
Keep your EPK link in every email. The venue should be able to learn about your band with one click.
FAQ
Should I send the same email to multiple venues at once?
You can, but personalise each one. A mail-merge email is obvious and most venues will ignore it. Take two minutes to mention something specific about each venue.
How many dates should I propose?
One or two specific dates is ideal. Proposing a range of dates puts the work on the venue. Be specific and let them say yes, no or suggest an alternative.
Related features
Venue Outreach for Bands
Venue outreach for musicians—research booking contacts, generate personalised pitch emails and track every venue from first contact to confirmed gig. 14-day free trial.
Find Gigs for Your Band
Find gigs for your band or act—discover venues looking for bands, research booking contacts, generate outreach emails and track every lead to a confirmed booking. 14-day free trial.
Electronic Press Kit (EPK)
Create a professional electronic press kit for your band or act—hero image, bio, photos, videos, audio, setlists and booking contact. Share one link with venues. 14-day free trial.