Radio Campaign Contact Tracking Templates
Radio Campaign Contact Tracking
Radio campaigns span dozens of stations, multiple contact types, and unpredictable response timelines. These templates help you maintain consistent tracking of pitch status, follow-up dates, contact details, and outcomes without losing detail or over-pitching.
Station Contact Master Log
Central tracking document for all station contacts on a campaign. Update this weekly to maintain a single source of truth for who you've pitched, when, and what response you received.
[ARTIST NAME] – [ALBUM/SINGLE TITLE] Station Name | Contact Name | Contact Role | Email | Phone | Last Pitch Date | Pitch Method | Format Fit | Response Status | Follow-Up Date | Notes ---|---|---|---|---|---|---|---|---|---|--- [Station] | [Name] | [PD/MD/Presenter] | [Email] | [Phone] | [DD/MM/YYYY] | [Email/Call/Submission Portal] | [Yes/No/Maybe] | [No Response/Interested/Added/Declined] | [DD/MM/YYYY] | [Specific feedback or reasons] Key: - Format Fit: Does the track fit their station sound? - Response Status: Track each stage from pitch to outcome - Follow-Up Date: 5–7 working days for no response, or as agreed - Notes: Specific feedback, format issues, or contact-specific intel
Use a spreadsheet tool (Google Sheets, Excel) and share read-only access with your team. Update the 'Last Pitch Date' and 'Follow-Up Date' columns in real time to avoid double-pitching. Add a 'Tags' column for quick filtering by region, format, or show type.
Weekly Radio Campaign Status Report
Report to artist, label, or manager on campaign progress. Sent every Friday or on agreed cadence. Shows momentum, response rates, and clear next actions.
RADIO CAMPAIGN STATUS REPORT [ARTIST] – [TRACK TITLE] Week of [DATE RANGE] OVERVIEW Total Stations Pitched: [X] Positive Responses: [X] Playlist Adds: [X] Session Requests: [X] No Response: [X] Declined: [X] RESPONSE RATE: [%] NEW ADDITIONS THIS WEEK - [Station Name] – [Show Name] – [Add Date] - [Station Name] – [Show Name] – [Add Date] FOLLOW-UPS SCHEDULED - [Station] – [Contact] – [Follow-Up Date] - [Station] – [Contact] – [Follow-Up Date] CHALLENGES & ACTIONS [Issue]: [Station/Format] Action: [Specific next step] NEXT WEEK'S TARGETS - Follow up [X] stations - Pitch [X] new stations (specialist shows/community radio) - Confirm session requests from [X] stations
Keep this concise and factual. Avoid over-interpretation of 'silence' — distinguish between 'not yet responded' and 'unlikely to play'. Include only adds and sessions confirmed in writing.
Station-Specific Follow-Up Record
When a station goes silent or gives conditional feedback ('will consider', 'try again in two weeks'). Prevents confusion about what was discussed and when to re-contact.
STATION: [Name] CONTACT: [Name & Role] EMAIL: [Email] PHONE: [Phone] INITIAL PITCH Date Sent: [DD/MM/YYYY] Method: [Email/Portal/Call] Content Sent: [Link to track/EPK/Artwork] RESPONSE RECEIVED Date: [DD/MM/YYYY] Response Type: [No response/Auto-reply/Feedback/Decline/Interested] Notes: [Exact feedback — e.g., 'Too pop for our format', 'Try us in 6 weeks', 'Send full album'] FOLLOW-UP PLAN Scheduled Date: [DD/MM/YYYY] Follow-Up Type: [Call/Email/New Angle/Different Show] Reasoning: [Why we're following up and any intel that supports it] Max Follow-Ups: [2–3 total before moving on] OUTCOME Date Outcome Confirmed: [DD/MM/YYYY] Final Status: [Added/Declined/On Hold/Archive] Details: [Show name, play window, or decline reason]
Create one of these per station if initial response is unclear or conditional. This prevents accidentally pitching the same contact three times in a week. Share with team if multiple people touch this station.
Playlist Add Confirmation Template
Once a station confirms a playlist add or session, document it immediately. Use this for reporting, campaign momentum, and future reference.
PLAYLIST ADD / SESSION REQUEST CONFIRMED Artist: [Name] Track: [Title & Duration] Station: [Call Sign & Location] Contact: [Name & Role] Confirmed By: [Email/Phone] Confirmation Date: [DD/MM/YYYY] PLAYLIST DETAILS Playlist: [Daytime/Evening/Specialist Show Name] Play Window: [Specific dates or 'from DD/MM'] Play Frequency: [Estimated plays per week, if known] Format Preference: [Edit length, EQ notes, any station requirements] Deadline for Final Mix: [If applicable] SESSION DETAILS (if applicable) Session Type: [Live session/Recorded session/Interview] Session Date: [DD/MM/YYYY, or 'TBC'] Session Length: [e.g., 4 songs] Broadcast Date: [DD/MM/YYYY, or 'TBC'] Studio/Venue: [Location & contact] ACTION ITEMS - [ ] Confirm final delivery file with station (if needed) - [ ] Add to release week timeline - [ ] Notify artist/label of confirmed plays - [ ] Schedule promotion around broadcast window
Send a copy to the artist, label, and management within 24 hours of confirmation. Include the station's preferred format (320kbps MP3, WAV, etc.) and any metadata requirements. File adds and sessions separately for accurate reporting.
Specialist Show Pitch Tracker
Specialist shows (indie, folk, electronic, etc.) require different research and often have independent email addresses. Track these separately to avoid confusing them with daytime playlist submissions.
SPECIALIST SHOW TRACKER Station: [Name & Region] Show Name: [Title] Presenter: [Name] Broadcast Day/Time: [e.g., 'Thursday 10pm–12am'] Show Email: [Email — separate from station PD] Biography/Focus: [What the show covers — e.g., 'British folk, live sessions, unsigned artists'] FORMAT FIT ASSESSMENT ✓ Fit for Show: [Yes/No/Maybe] Reasoning: [Specific details about why this show matches the track] Comparable Artists Played: [If you know them — check show archives] PITCH STATUS Date Pitched: [DD/MM/YYYY] Pitch Angle: [Custom message tailored to show — not generic] Response: [No response/Interest/Declined/Added] Follow-Up Date: [DD/MM/YYYY] Follow-Up Method: [Email/Message via Social Media/Call] NOTES [Show-specific notes — e.g., 'Archives online, check Spotify session availability', 'Presenter mentioned indie rock, reframe if reapproaching']
Specialist shows are often run by passionate presenters with full inboxes. Tailor your pitch to the show's specific sound. If declined, note the reason — you may re-approach with a different track from the same artist in 6 months. Check show social media for submission guidelines before emailing.
Community Radio Contact Update Log
Community radio contact details change frequently. Track which contacts are current, which are outdated, and when you last verified each station's submission process.
COMMUNITY RADIO CONTACT LOG Station Name: [Call Sign] Region: [County/City] Frequency: [FM Frequency] Website: [URL] Last Verified: [DD/MM/YYYY] CURRENT CONTACTS General Enquiries: [Email/Phone] Music Director: [Name, Email, Phone] Playlist Submission: [Email or submission portal URL] SUBMISSION PROCESS Method: [Email/Online Portal/Physical Media] Format Required: [MP3, WAV, Physical CD, etc.] Metadata Required: [Artist info, track notes, etc.] Response Time: [Estimated days to response] VERIFICATION HISTORY Date Last Contacted: [DD/MM/YYYY] Response: [Confirmed current / Updated contact / No response] Notes: [e.g., 'Music director left in September, new contact not yet found'] CAMPAIGN STATUS Date Pitched: [DD/MM/YYYY] Response: [Added/Declined/Awaiting response] Playlist Name: [If added] Follow-Up Date: [If applicable]
Update this log every 6 months even for stations you're not actively pitching. Community radio websites are often outdated — call the station's main line if emails bounce. Note when contacts leave and when replacements are confirmed. Include a 'Last Verified' date so you know when to re-check contact details.
Campaign Decline & Learning Log
Stations decline tracks for specific reasons. Document these to refine future pitches and avoid pitching unsuitable angles to stations unlikely to break format.
DECLINE & LEARNING LOG Station: [Name] Contact: [Name & Role] Track: [Artist – Title] Date Declined: [DD/MM/YYYY] DECLINE REASON (as stated by station) [Copy feedback exactly, e.g., 'Too pop', 'Similar track already in rotation', 'Not our demographic'] PR PERSPECTIVE Was This Expected?: [Yes/No] Format Misalignment?: [Yes/No] Timing Issue?: [Yes — already in rotation / Yes — similar release period / No] One-Off or Pattern?: [If pattern, note other declined tracks] LEARNINGS - [Specific insight — e.g., 'Station prioritises folk, avoid pop-leaning artists'] - [Next approach — e.g., 'Try specialist folk show instead of daytime'] - [Timing insight — e.g., 'Station updates playlists quarterly'] FUTURE ACTION Re-Approach?: [Yes/No] Reason: [If yes, when and with what angle] Archive?: [If no, note date for potential future use]
Use this to build institutional knowledge about station formats and gatekeepers. If a station declines multiple tracks from your releases, stop pitching to them as a first stop — save them for targeted campaigns. Share key learnings with your team weekly.
Campaign Timeline & Milestone Tracker
Radio campaigns run for 4–8 weeks. Track key milestones (pitch launches, follow-up phases, reporting deadlines) to keep multiple stations and team members aligned.
RADIO CAMPAIGN TIMELINE Artist: [Name] Track: [Title & Release Date] Campaign Manager: [Name] KEY DATES Campaign Start: [DD/MM/YYYY] Target Campaign End: [DD/MM/YYYY] Release Date: [DD/MM/YYYY] Client Reporting Day: [e.g., Every Friday] MILESTONES [DD/MM/YYYY] — Research & List Building: BBC, commercial, community radio contacts finalised [DD/MM/YYYY] — Tier 1 Pitch Launch: 15–20 key stations (BBC R1, R2, commercial majors) [DD/MM/YYYY] — First Follow-Ups Begin: Tier 1 non-responders [DD/MM/YYYY] — Tier 2 Pitch Launch: Specialist shows & secondary commercial [DD/MM/YYYY] — Community Radio Phase: 50+ community stations [DD/MM/YYYY] — Final Follow-Up Round [DD/MM/YYYY] — Campaign Close & Reporting WEEKLY TARGETS Week 1 (Commencing [DATE]): Pitch [X] stations, target [X] responses Week 2 (Commencing [DATE]): Follow up [X], pitch [X] new Week 3 (Commencing [DATE]): [Targets] Week 4 (Commencing [DATE]): [Targets] STAKEHOLDER UPDATES Client Report: Every [Day] at [Time] Internal Team Sync: Every [Day] at [Time] Escalation Protocol: If [X] responses by [DATE], action [Y]
Share this with artist, label, and team on day one. Update weekly. If milestones slip (e.g., fewer adds than expected by week 3), adjust the campaign end date or pivot strategy — but communicate changes immediately. Tie campaign close to when responses naturally dry up, not arbitrarily.
Radio Follow-Up Email Template (Non-Responsive Station)
Station hasn't responded to your initial pitch after 5–7 working days. This is a polite, brief follow-up that doesn't assume they received the first email.
Subject: [ARTIST] – [TRACK TITLE] (Follow-Up) Hi [Contact Name], I wanted to re-send [Artist Name]'s new single '[Track Title]', in case our initial email missed your inbox. [Brief 1–2 sentence hook]: [e.g., 'Indie-pop track with strong live credentials — perfect for [Show Name] listeners'] Link: [Direct Spotify/SoundCloud link] Artist Info: [Link to EPK or brief 2-line bio] I'd love to know if this fits your playlist. Happy to send an alternative track if this one isn't quite the fit. Best, [Your Name] [Title] [Station/Company] [Phone] [Email]
Keep this under 5 lines of body text. Never mention the first email directly — assume it got lost. Use a clear, direct subject line. Include a single link to the track (not multiple platforms). If still no response after this follow-up, move to phone or let it go. Don't follow up more than twice.
Campaign Close-Out Report Template
Final report delivered to artist/label at end of campaign. Summarises all outcomes, playlist adds, sessions, and engagement metrics.
RADIO CAMPAIGN CLOSE-OUT REPORT [ARTIST] – [TRACK TITLE] Campaign Period: [DD/MM/YYYY] to [DD/MM/YYYY] EXECUTIVE SUMMARY [1 paragraph summarising campaign outcome — e.g., successful adds at key BBC shows, strong community radio uptake, or challenges faced] CAMPAIGN REACH Total Stations Approached: [X] Total Responses: [X] ([%]) Total Playlist Adds: [X] Total Session Requests: [X] Total Declines: [X] No Response: [X] PLAYLIST ADDS SUMMARY BBC Radio - BBC Radio 1 / 1Xtra / 6 Music: [Add(s) & show name] - BBC Radio 2 / 3 / 4: [Add(s) & show name] - BBC Local Radio: [Add(s) & region] Total BBC Adds: [X] Commercial Radio - [Station Name]: [Add & show] - [Station Name]: [Add & show] Total Commercial Adds: [X] Community & Online Radio - [Station Name]: [Add] Total Community Adds: [X] SESSION REQUESTS - [Station / Show]: [Date & Format] - [Station / Show]: [Date & Format] Total Sessions: [X] KEY LEARNINGS 1. [Insight about artist positioning, format fit, or audience] 2. [Insight about timing, seasonality, or station preferences] 3. [Recommendation for future campaigns] RECOMMENDATIONS - [Suggested next step — e.g., 'Strong uptake at indie shows; recommend specialist campaign for next release'] - [Strategic note — e.g., 'BBC 6 Music is key audience; prioritise here in future'] APPENDIX Full Station List & Outcomes: [Link to spreadsheet] Playlist Add Screenshots: [Link to folder] Session Confirmation Emails: [Link or attachment]
This is the final client-facing document. Keep it positive but factual. Explain any gaps (e.g., 'Commercial radio in competitive period') without over-defending. Link to detailed spreadsheets rather than embedding them. Always include recommendations for the next campaign — shows you're thinking strategically.
Frequently asked questions
How often should I update my contact tracking spreadsheet?
Update immediately after any station contact — pitch sent, response received, add confirmed, or follow-up scheduled. At minimum, update every Friday before your weekly report. This prevents accidentally pitching the same contact twice and keeps your follow-up dates accurate.
How many times should I follow up with a station that's not responding?
No more than twice. Initial pitch, then one follow-up email after 5–7 working days if no response. If still silent, move on. For specialist show presenters, one follow-up is often enough — they receive high email volume. If a station has actively declined, don't follow up unless they've invited you to re-approach.
Should I track BBC, commercial, and community radio separately?
Use one master spreadsheet but add a 'Radio Type' column for filtering. BBC stations require relationship-building and have different timelines than commercial radio. Community radio updates frequently. Tracking them together helps you see patterns across the campaign, but understand their different rules before pitching.
What's the difference between 'no response' and 'declined'?
'No response' means you've pitched and heard nothing after two attempts. 'Declined' means they've explicitly said no (via email, call, or indirect feedback like 'not our format'). Document both but treat them differently — a no-response after 3 weeks may pick up a month later if a playlist slot opens; a decline usually means don't re-approach unless you have a genuinely different angle.
How do I track specialist show pitches differently from daytime playlist submissions?
Create a separate tab in your spreadsheet or use the specialist show tracker template provided. Specialist shows often have different email addresses, response timelines, and gatekeepers than station PDs. They're also more likely to respond positively to a personalised pitch showing you understand the show's sound. Track research, pitch angle, and response separately so you don't confuse them with daytime pitches.
What should I do if a station's contact details are outdated or bouncing?
Check their website first — many stations update staff directories online before emailing it out. Call the station's main switchboard and ask for the current music director or playlist contact by name. For community radio, check their social media or recent press releases. Update your contact log immediately and note the verification date so you don't use stale info again.
How do I handle a station that says 'too pop for our format'?
Document the exact feedback in your decline log. Don't argue or re-pitch the same track to the same contact. If you have a different, more suitable track from the same artist, you might re-approach in 6–8 weeks with that alternative. Use this feedback to refine future pitching angles — it tells you the station's format boundaries.
What goes in a weekly status report vs. a full close-out report?
Weekly reports are brief, factual snapshots: adds this week, follow-ups scheduled, response rate, next week's targets. Close-out reports are comprehensive: full campaign summary, all adds and sessions, learnings, and strategic recommendations for future campaigns. Weekly reports keep momentum and transparency; close-out reports provide long-term value for your relationship with the client.
Should I track session requests separately from playlist adds?
Yes. A session request is a different outcome from a playlist add and requires different follow-up (scheduling, technical requirements, promotion planning). Use the same master spreadsheet but have separate columns or tabs for 'Playlist Add Status' and 'Session Status'. This helps you report accurately and manage logistics for each type of outcome.
How do I know when a campaign is actually finished?
A campaign naturally winds down when responses dry up — typically 4–8 weeks after launch, depending on the track and market. Set an end date in your timeline, but if you're still getting adds or sessions in week 6, extend it. Close out when: (a) most stations have responded, (b) follow-ups aren't yielding new interest, and (c) the release is past its peak momentum. Document that decision date in your report.
What if multiple team members are pitching the same station?
Use a shared, live spreadsheet with edit permissions. Assign one person per station to avoid duplication. If a station prefers to hear from different contacts (e.g., one for daytime, one for specialist shows), note that clearly. Brief your team weekly on who's pitching what — five minutes of sync time prevents accidental double-pitches and looks unprofessional.
How should I track plays or on-air dates once a track is added?
Add a 'Play Window' column to your tracker (e.g., 'From 15/11, estimated 2–3 plays/week'). If a station provides specific broadcast dates, note those in the confirmation section. Set phone reminders for key plays (especially sessions) so you can monitor, clip, and report to the artist. Update your spreadsheet with actual play dates once they air, if the station provides that intel.
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