Free media list template.
A spreadsheet of the journalists you pitch, one row per person: outlet, section or beat, name, role, email, a recent article, the story to pitch, when you last contacted them, the status of the pitch and what happens next. Excel and CSV files, a PDF guide and a filled-in example. Free, no sign-up.
What is inside
- 01
Outlet and section
The publication, podcast or show, and the beat the person covers.
- 02
Name and role
A named person who has covered your subject recently.
- 03
Email and location
A published work email, and where they are based.
- 04
Recent article
One piece of theirs your pitch can open with.
- 05
Story to pitch
The angle you would offer this person.
- 06
Last contacted
The date of your last email, written so it sorts.
- 07
Status
A drop-down from Not contacted to Covered or Do not contact.
- 08
Next step and notes
What happens next and when, and what to remember.
- 09
Keep it clean
One follow-up, then stop; remove anyone who asks.
Free download
Download the media list template
No sign-up and no email: the files download straight away.
Write each email with the media pitch template, keep a press release ready for the journalists who say yes, and link your media kit in the signature.
How to use the template
Open the Excel file, or import the CSV into Google Sheets or Numbers, and delete the example rows. Add one row per journalist, not per publication, starting with people who have written about your subject in the last few months: read their recent pieces and note one in the Recent article column, because your pitch will open with it. The header row is frozen and filtered, and the Status column offers a drop-down in Excel.
Update the row every time you pitch, follow up or hear back, and write dates as year, month and day (2026-11-03) so the list sorts in order. The filled-in example shows six rows for a fictional software company’s launch.
A short list works better
Twenty people who cover your subject will do more for you than two thousand who do not. Each pitch should be written for one person, about one story, and kept short: in Muck Rack’s State of Journalism 2026 survey, 69% of journalists said they prefer pitches under 200 words. A list you have built yourself, row by row, makes that possible; a bought list of thousands does not.
- Pitch the section, not the masthead. The business desk and the technology desk at the same paper want different stories.
- Follow up once. About a week later, in the same thread, with something new. Then mark the row and move on.
- Different angles for different rows. The Story to pitch column is there so one announcement can become several stories.
Contact details and the law
A media list holds personal data. The UK regulator, the ICO, treats a named work email address as personal data, so UK GDPR applies even when the person is contacted in their work role, and people have an absolute right to stop their details being used for marketing. Keep only what you need, note where each contact came from, and mark anyone who asks not to be contacted as "Do not contact" and never email them again. This is not legal advice; check the rules where you work.
When the list says no
Most rows on any media list end as "Declined" or no reply: journalists choose what they cover. When you need coverage you can count on, Our PR & Media Placements service writes an editorial feature about you or your company from a short brief, and you approve every word before it goes live. It costs $249 for one publication, $499 for three and $999 for eight, with no retainer. Features are sponsored content, labelled as such, as our disclaimer states.
Frequently asked.
What is a media list?
A spreadsheet of the journalists, editors, producers and creators you plan to pitch, with their outlet, beat, contact details and the status of each pitch.
What should a media list include?
The outlet and section, the person’s name and role, a work email, a recent article of theirs, the story you will pitch them, when you last contacted them, the pitch status, the next step and notes.
How do I build a media list for free?
Read the publications your customers read, note who has written about your subject recently, and find their published work email on the outlet’s site or their own profile. Add each person as a row.
How many contacts should a media list have?
As many as genuinely cover your subject, often 20 to 50 for a launch. A short list you have researched does better than a long list nobody has checked.
Can I use the template in Google Sheets?
Yes. Import the CSV file, or upload the Excel file to Google Drive and open it with Google Sheets.
Is the template really free?
Yes. The Excel and CSV files, the PDF guide and the example download straight away, with no sign-up and no email.
Get your story published.
An editorial feature about you or your company, from $249. Live within 24 hours of your approval on any publication we list, or your money back.