Musicians have always had a way with words, but translating that lyrical skill into professional email writing? That can be a different challenge entirely.
In today’s fast-paced industry, knowing how to write a great email can set you apart. Whether you’re pitching a label, connecting with a producer, or seeking playlist placements, the right message can open major doors. Let’s break down the essential email habits every musician needs to master in 2025.
1. Use Professional Spelling, Grammar, and Word Choice
Casual texting habits won’t cut it in business emails. A well-written, grammatically correct message makes a lasting first impression—and in the music world, first impressions are everything.
Why It Matters
- Demonstrates respect and professionalism
- Shows you’re serious about your music as a business
- Builds credibility with labels, curators, and collaborators
Always proofread before hitting “Send.” Use tools like Grammarly or Hemingway to double-check your tone and flow. Think of your email as your digital handshake—it should be confident, clear, and polished.
2. Create a Smart Email Signature
Your signature is your digital business card. It should include everything someone might need to quickly learn who you are and how to connect further.
What to Include
- Your full name and/or artist name
- Phone number and location (optional, but useful for booking)
- Links to your music (Spotify, SoundCloud, etc.)
- Links to your social platforms
A clean, branded signature saves time and builds trust. For formatting ideas, explore free templates on platforms like HubSpot’s Email Signature Generator.
3. Write a Subject Line That Stands Out
Your email’s subject is the first (and sometimes only) thing a recipient sees. A vague or generic subject line like “Check out my music” might land you in the trash folder before your message is ever opened.
How to Grab Attention
- Mention previous meetings: “Following Up on Our Chat at IndieFest”
- Include specifics: “2M Streams & Looking to Collaborate”
- Show your personality: “From Songwriter to Superfan—Let’s Talk!”
Keep it short, sincere, and strategic. A subject line that intrigues can mean the difference between connection and crickets.
4. Understand CC vs. BCC Etiquette
Don’t underestimate email structure—it speaks volumes. How you handle carbon copy (CC) and blind carbon copy (BCC) shows whether you know how to communicate with professionalism and care.
Best Practices
- Use CC when transparency is expected, like introducing bandmates or managers the recipient already knows.
- Use BCC for large groups or when others don’t need to reply.
- Never mass-email labels or curators using CC—this feels impersonal and sloppy.
If it’s your first email to someone important, keep it one-on-one. Tailoring the message to a single recipient increases your chance of getting a genuine reply.
5. Include Attachments the Right Way
Sending a song file that won’t open—or worse, one that clogs someone’s inbox—is a quick way to lose a potential connection.
Tips for Smooth Sharing
- Use streaming links (SoundCloud, Spotify, Audiomack) instead of raw files.
- Ensure the link is set to public or unlisted—not private or expired.
- Include a short description of the track—what it’s about, who it’s for, or why you’re sharing it.
Pro Tip: Create a one-click media kit or Linktree that includes your latest release, press photos, bio, and social handles. Make it easy for people to get the full picture in one go.
Your Inbox, Your Gateway
Email might not feel as glamorous as a music video or viral TikTok—but it’s where many of the biggest opportunities begin. That cold pitch to a manager. That thoughtful follow-up to a festival rep. That newsletter to your core fanbase. These are the quiet moments that set major things in motion.
So slow down. Take your time. Craft emails that reflect the same care you put into your lyrics. And remember: your professionalism behind the scenes is just as important as your presence on stage.
Want more tips on how to promote yourself as a DIY musician? Explore insights at Elicit Magazine and level up every part of your music journey.
FAQ
Here are answers to common questions musicians have when learning to write more effective emails.
1. What if I’m not confident in my writing?
Use AI tools or grammar apps to help polish your email. Or write a draft and ask a trusted friend to review it. Clarity and authenticity matter more than being a perfect writer.
2. How long should a business email be?
Keep it concise—aim for 3–5 short paragraphs. Respect the recipient’s time while providing enough context to make your message valuable.
3. Should I follow up if I don’t get a reply?
Yes, after 5–7 days. Keep your follow-up polite and brief. Example: “Just wanted to circle back on this message in case it got buried—thank you for taking a look!”
4. What’s a common mistake musicians make in emails?
Writing vague, impersonal emails that lack a clear ask. Always introduce yourself, state your purpose, and offer a link to your music or press kit.
5. Where can I find music industry emails to contact?
Try resources like IndieBible, which offers curated lists of playlist curators, blogs, labels, and more.
