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Strategic Timing: Best Time to Send Out a Pitch

Time of the Day

Sending out pitches early in the morning, preferably before 8 AM, can be effective. Journalists often check their emails first thing in the morning, and catching them before they dive into their day’s tasks can make your pitch stand out. Sending a pitch early ensures it’s at the top of their inbox.

If you miss the early morning window, another strategic time is around 10 AM to 12 PM, before journalists go to lunch. This is often when they look for stories to work on for the day and it is also the calmest part of a media professional’s day. They’ve settled in, sorted through the morning rush of emails, and are likely in a better position to consider new pitches before afternoon deadlines press in.

Avoid sending pitches late afternoon and evening, after 3 PM. By then, people may have already planned their stories for the next day or are too close to finishing up their day to consider new pitches.

Day of the Week

Tuesday through Thursday are generally the best days to send pitches. People are more settled into their working week and are more receptive to new ideas and stories. Mondays are usually busy, especially for journalists, when they are catching up from the weekend, and Fridays are when they wind down, often meeting internal deadlines and less likely to start new stories. Your pitch is more likely to be overlooked or lost in the shuffle during these times.

Time of the Year

The month is pivotal for a pitch, especially is you are looking to secure an interview in a podcast. Mid-January to the End of February is a great time as hosts are planning their upcoming episodes after the holiday break. April to May are typically when hosts look forward to filling their summer slots. Between September and October, hosts are planning their final episodes for the year and are more open to securing guests.

If the podcast operates seasonally, the best time to pitch is right after the announcement of the upcoming season. Hosts are planning their episodes and may be looking for new guests that align with the season’s themes.

Avoid major holidays and long weekends. Your pitches might go unnoticed during Christmas, New Year’s, or summer when many journalists and hosts are out of the office. Additionally, steer clear of pitching right after long weekends because they are likely catching up on piled-up emails during these times, and your pitch might get lost in the shuffle unless your content is directly related.

Timing your pitch when it aligns with relevant events or seasons can increase its relevance and urgency. For example, financial services pitches might be more timely around the end of the fiscal year or tax season.

Additional Tips for Timing Your PR Pitches

Follow Up: If you haven’t heard back within a reasonable time frame (typically 2-4 weeks), it’s appropriate to send a polite follow-up email. Editors and organizers are busy, and a gentle reminder can bring your pitch back to their attention without being intrusive.
Know Their Schedule: Understanding the publication or event’s cycle can help you time your pitch perfectly. For magazines, get familiar with their editorial calendar. For podcasts and events, know their episode release schedule or annual event dates.
Be Ready to Move: Especially for podcasts and digital platforms, be ready to move quickly if an opportunity arises. Sometimes a last-minute cancellation or an unexpected gap can be your chance to shine.
Respect Time Zone Differences Always consider the host’s time zone when sending your pitches. Tools like World Time Buddy or scheduling features in email services can help ensure that your pitch lands in their inbox at an optimal time.
Schedule Emails Use features like Gmail’s “Schedule Send” to time your emails perfectly. This helps accommodate different time zones and ensures that your pitch arrives at a moment when the host is likely to be checking their email, such as early mornings or just before lunch.
Monitor Social Media Keep an eye on the host’s social media channels for clues about their availability. If they’ve just returned from a trip or are at a conference, wait a couple of days before sending your pitch.
Long-Term Planning for Pitching: Recognize that most podcasts, media outlets, and event organizers schedule their recordings well in advance. Typically, you should start pitching 3-4 months before you expect the episode to air. For larger or more popular podcasts, or if you’re coordinating a launch or promotional event, consider starting even earlier—up to 8 months in advance—to secure a spot. For large-scale events, organizers often begin planning at least 6-12 months in advance. Due to the long lead times in print publishing, pitching 4-6 months in advance a print magazine is common. Digital magazines or blogs might have more flexibility, but generally, pitching 1-3 months in advance is advisable.

Conclusion

Timing your pitch well shows professionalism and respect for the recipient’s schedule, significantly enhancing your chances of success. By planning your approach according to these guidelines, you’ll position yourself effectively for positive responses across various media and event opportunities.