Saying no to a podcast guest pitch takes about three sentences. Thank them, say it isn't a fit for your listeners right now, and wish them well. If you want to know how to say no to a podcast guest pitch without feeling like a jerk, the trick is having the words ready before the pitch arrives. Agi Keramidas makes the case for a clear process on Podcasting Made Simple, and we agree that having one makes this much easier.
Why bother replying at all?
Your show is small compared to the internet but your world is smaller than you think. The publicist you ignore today may represent the guest you want next year. The founder with the wrong topic might have a friend who's perfect. A guest with no fit now may have one in two years.
There's also a plain courtesy in it. If someone listened to your show and wrote something for you, a two-line reply is a fair trade. And practically, a clear no ends the follow-ups. Silence tends to bring more.
That doesn't mean every message deserves your time. Sort pitches into three piles.
| Pitch | What to do |
|---|---|
| Personal, and a good fit | Say yes or keep talking |
| Personal, but a bad fit | Send a short, kind no |
| Mass mailing, wrong show, or a bot | Archive it without replying |
The test for the third pile is simple. If the message would read the same if your show's name were swapped out, you don't owe it a reply.
What can you actually say?
Copy these and change the wording until they sound like you. Keep them saved somewhere you can reach from your phone. Saved decline templates are how busy people manage to stay polite.
Not a fit
Hi [name], thanks for thinking of [show name]. This one's outside what our listeners come for, so I'm going to pass. Wishing you the best with it.
Good person, wrong time
Hi [name], thanks for writing. I like the idea, but we're booked through [month] and I don't want to keep you waiting. Feel free to write again after that if you still want to.
Only use this one if you mean it. Otherwise they'll write again in six months, and you'll have to send the real no.
Publicist or agency
Hi [name], thanks for the note. [Client] isn't a fit for us. To help you out, we book guests who [what you look for], and we don't take paid placements.
The last line trains the agency, and good ones appreciate it. They've got a client list and will send you better people.
New guest who needs practice
Hi [name], thanks for reaching out. I'm going to pass for now, since we're looking for guests with more on-mic experience. If you do a few smaller interviews, send me the best one. I'd be glad to look again.
That leaves the door open and gives a concrete next step. They may also find help in how to get on podcasts with no audience.
Sending them somewhere better
Hi [name], this isn't right for our listeners, but it could be great for [other show]. You could try them.
Send this one only when you mean it, and never point a bad guest at a friend's show.
When you already said yes
Hi [name], I need to take back my yes, and I'm sorry. [Short true reason]. I should have caught this sooner. If it helps, I'm glad to [intro or other offer].
Do this as early as possible, because they may have cleared their calendar or told people.
What should you avoid when you reject a guest?
A few habits make a no worse than it needs to be.
- Writing a long explanation. It reads as guilt, and it gives them things to argue with. Say it once.
- Giving a fake reason. "We aren't booking guests right now" backfires when your next guest episode goes live.
- Saying maybe when you mean no. It feels kind but it creates more email for you, plus a person who's still hoping.
- Critiquing their work. Unless they ask, leave it. You're turning down a pitch, not reviewing a person.
- Asking them for money without warning. If your only route onto the show is paid, say so on your site and disclose it to your listeners. Our guide on whether podcasts pay guests goes through this.
What if the person pushes back?
Most people take a no gracefully. If someone argues, reply once at most. Something like "I understand, but the answer's still no for this one. Thanks for understanding." Then stop. You don't need to convince anyone, and you're allowed to end the conversation. If someone keeps writing, mark it as spam and move on. Your attention is what your listeners are relying on you to guard.
How do you get fewer bad pitches in the first place?
Saying no gets easier if you do less of it. Most of the fix is telling people up front what you want.
- Publish what you're looking for. A short "be a guest" page should say who your listeners are, the topics you cover and what you don't do. Plenty of pitches go away when people read that.
- Use a form. A guest application form gets you the same details from everyone. One question about why the topic fits your listeners will filter out most mass pitches.
- Set a reply promise. Say something like "If you don't hear from us in 14 days, it's a no this time." It isn't as warm as a personal reply, but it's honest, and it keeps you from drowning if the volume is high.
- Have written rules. Decide your rules on things like paid spots, product pitches and repeat guests once, so you aren't deciding each time.
- Vet in the same place. Decide fast using the same few checks every time. Our guide on how to vet podcast guests lists them.
On Prends, a host can answer a guest request with one click from email or chat, and requests expire on their own after 7 days, so nobody's left waiting. You can see how it works at find podcast guests.
How do you say no to a guest after recording?
It's rare, but it happens. The episode may be flat, the audio may have failed, or the guest may have said something you can't publish. Tell them directly and soon. Offer to re-record if you'd actually use it, and if you won't publish, say so plainly with a reason you can stand behind. Don't leave it hanging for months while they keep asking when it'll go live. They gave you their time and may have told people, so a clear answer is the least you owe them.
Most guests will take this better than you fear, especially if you own the decision as yours. Then think about what you'd change next time. A short call before booking catches a lot of these. If you're looking for better-fitting guests to replace the no pile, that's a far better use of your time than crafting the perfect rejection.