Free Tool

Free venue outreach email templates

Six customisable pitches for UK bands and artists — cold outreach, festival submission, support slot, follow-up, thank-you, residency. Auto-fills your details. Copy formatted into Gmail or download as an image.

Templates

Tones

Auto-fields

£0

No signup

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Build your pitch

Pick a template, fill the blanks, tweak the tone. Your details substitute live into the preview.

Three steps to a sent pitch

Average time from landing on this page to sent email: under 3 minutes.

Pick & fill

Choose one of 6 templates, enter your band name, venue contact, proposed date and EPK link. The preview updates as you type.

Style it

Add your logo (under 2 MB), pick an accent colour from GigXchange’s palette, and toggle between formal and friendly tone.

Copy & send

Hit Copy formatted email and paste straight into Gmail or Outlook. Logo, links and styling all carry across. Tweak before you send.

What makes a venue reply

Eight things we’ve learned from thousands of UK booking conversations on the platform.

Subject line is 80% of the openSpecific beats clever. “{{genre}} act available for {{venue}}” beats “Hello” every time. Every template here generates one automatically.
Name the bookerGeneric openings get deleted. If you can’t find the contact’s name, “Bookings Team” is always better than “To whom it may concern”.
Link, don’t attachPDFs hit spam filters. Host your EPK — GigXchange profiles, Bandcamp, or a dedicated page — and link in the body.
Under 150 wordsBookings inboxes see hundreds of emails a week. Long pitches don’t get read. Every template here is 60–140 words on purpose.
One ask per email“Can we support on this date OR headline a different one OR do a residency?” is three emails, not one. Pick the clearest ask.
Follow up once, politelyWait 7 working days, send the follow-up template, then let it go. More than one nudge reads as pushy.
Show local drawVenues book acts that bring people. If you can put a number on your local following (mailing list size, average door), lead with it.
A logo lowers spam riskA small logo in the header signals an established act. Keep it under 160px wide and under 2 MB.

More free tools

Every tool here is built for UK live music. No signup. No paywall.

UK Gig Rate Calculator

Live market percentiles for every band size, city and event type — built on the GigXchange Index. Updated nightly.

GX Index

The UK’s open, free rate dataset for live music. Search by city, genre and use case. Submit your own anonymous rates.

All UK cities

City-by-city venue directories, average rates, and upcoming gigs — every UK city and region on one map.

UK Musician Earnings 2026

Data-backed report on what UK musicians actually earn — the £8bn paradox, the income ladder, the 50% rule. Free, CC BY 4.0.

Frequently asked questions

Short answers for UK musicians pitching venues.

How do I email a UK venue asking for a gig?

Start with the contact’s name where possible, say who you are in one line (band name, genre, city), specify what you’re asking for (date, support slot, residency), link to an EPK or Spotify profile, and close with a sign-off that includes your name and website. Keep the whole email under 150 words. This builder has 6 templates that follow that structure exactly.

What should be in a band pitch email to a venue?

The essentials: your band name, genre and city; a specific date or window you’re available; a link to audio or video (EPK, Spotify, Bandcamp, or your GigXchange profile); one sentence on why this venue specifically; and a professional sign-off. Avoid long life-stories, PDF attachments, and generic openings.

How long should a venue outreach email be?

Under 150 words. UK bookers scan the first two lines and the subject before deciding to open, read or archive. Every template here is between 60 and 140 words.

When should I follow up after emailing a venue?

Wait 7 working days, then send one polite nudge — the Follow-up template is built for exactly that moment. More than one nudge reads as pushy.

Should I attach my EPK as a PDF or link to it?

Link to it, never attach. PDF attachments hit spam filters. A hosted EPK — on your GigXchange profile, Bandcamp, or a dedicated page — opens instantly in a browser.

Is a logo in the email header worth adding?

Yes. A small logo at the top of a pitch lowers the email’s perceived spam risk and signals you’re a real, established act. Use PNG or SVG under 2 MB, 80–160px wide.

Formal or friendly tone — which should I use?

Formal for theatres, festivals, corporate venues and unfamiliar bookers. Friendly for independent pubs, DIY spaces and peer venues. The builder lets you swap between tones per template.

How do I paste a formatted email into Gmail?

Click Copy formatted email, open a new compose window in Gmail, and paste with Ctrl+V (Windows) or Cmd+V (Mac). Logo, styling, links and paragraph spacing transfer as editable text. Works in Outlook and Apple Mail the same way.

What other free tools and research does GigXchange offer?

This builder is part of a wider set of free, UK-focused tools we publish with no signup:

UK Gig Rate Calculator — live market percentiles by city, band size and event type
GX Index — the full open UK live-music rate dataset, refreshed nightly
UK Musician Earnings 2026 — data-backed report on what UK musicians actually earn (CC BY 4.0)
UK Market Statistics — venues, fees and industry benchmarks

Booking-contract generator, setlist/stage-plot builder and venue-legitimacy checker are next.

Built by GigXchange

The UK’s peer-to-peer live music marketplace. Find venues, post gigs, sign digital contracts, get paid by Stripe escrow — all on one platform.

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