If you’ve been sending out pitch emails and getting no replies, you’re not alone. This is one of the biggest pain points for indie artists trying to break into sync licensing. You might have a great catalog and a deep passion for what you do, but if your pitch doesn’t land right, none of it matters.
Music supervisors, library owners, and sync agents are constantly slammed with submissions. Their inboxes are overflowing, and they don’t have time to read lengthy bios or hunt through a dozen links to find what they need. In this space, how you communicate is just as important as what you’re sending.
The biggest mistake most musicians make is trying too
hard. Over-explaining. Sending too many songs. Writing paragraphs about their backstory. It ends up feeling like noise, and it gets ignored.
The best pitch emails are short, clear, and easy to read. They show respect for the recipient’s time. They make it simple to listen, understand the licensing status, and know what to do next.
Start With a Clear, Professional Subject Line
Your subject line is the first impression. If it’s vague or looks like spam, it won’t get opened. The goal is to be direct and relevant. Something like “Sync Submission – Indie Pop from Chicago Artist” works well. If you know the genre they’re looking for, tailor it to match. “Sync Submission – Uplifting Folk Pop for
Commercial Use” gives them a reason to take a look.
If you have past sync placements, mention them briefly in the subject or intro. Something like “Sync Tracks Featured on CBS and Netflix – New Music Available” adds instant credibility.
Lead With a Clean
Introduction
Don’t waste space trying to impress. Just say who you are, where you’re from, and why you’re reaching out.
Example:
“My name is Aaron Davison. I’m a singer-songwriter based in Chicago focused on cinematic folk and indie rock. I’m reaching
out to share a few tracks for sync consideration.”
If you’ve landed placements before, mention that in one line:
“My music has been featured on CBS, MTV, and a range of indie films.”
That’s it. You’re showing professionalism without overselling.
What to Say If You Know What They’re Looking For
Sometimes, you’ll know exactly what a company, supervisor, or library is looking for. Maybe they posted a submission call for nostalgic indie rock, or a supervisor mentioned in an interview that they love cinematic tension cues.
When you know that, use it. But keep it brief and focused. Show that you’ve done your homework and that your music is a match.
Here’s how to do it naturally:
“I saw that you’re currently looking for emotional acoustic tracks with
lyrical themes around transformation and growth. I’ve included two songs that align with that direction. Both are fully cleared, one-stop tracks with instrumentals and stems available.”
This instantly tells them that you've done your research, you’re not wasting their time, and you’ve made their job easier.
Include a Streamable Link With a Few Great Tracks
Don’t attach anything. Use a link to a private playlist with a few handpicked songs. Three is usually enough. Label the tracks clearly with your name, title, and whether they’re vocal or instrumental. Make sure the link works, streams easily, and gives them a fast way to hear what you’ve got.
You can use SoundCloud, Disco, Box, or Google Drive as long as it’s clean and fast. Avoid Dropbox unless the interface is slick.
Example:
“Here’s a private playlist with a few tracks for your review:
[Insert Playlist Link]”
Clarify That Your Tracks Are Cleared and Ready
This one matters more than most artists realize. If a music supervisor doesn’t know your rights situation, they’re not going to waste time chasing you for answers. Tell them that your tracks are one-stop, fully
cleared, and available for immediate licensing.
Also mention if you have stems or alternates ready. It shows you understand how the business works and that you’re easy to deal with.
Close Strong Without Overdoing It
Wrap it up with a quick thank you and offer to send more if they’re looking for something different. Keep it polite, professional, and open-ended.
Then sign off with your name, email, and a link to your website or artist page. Don’t overstuff it with five different links. One is enough.
Here’s the full sample email with all of this in place:
Hi [First Name],
My name is Aaron Davison. I’m a singer-songwriter based in Chicago focused on cinematic folk and indie rock.
I saw that you're currently looking for
music with emotional depth and universal themes for use in film and television. I’ve included a short playlist with a few tracks that match that style and mood. You can stream them here:
[Insert Playlist Link]
All tracks are one-stop, fully cleared, and available for immediate licensing. Instrumentals and stems are also ready if needed. My music has
been featured on CBS, MTV, and several indie film projects.
Thanks for your time, and I’d be happy to send more if you're ever looking for something specific.
Best,
Aaron Davison
[Your
Website]
[Your Email]
How and When to Follow Up
If you don’t hear back, give it a couple of weeks. Then follow up once. Keep the follow-up short and friendly.
Something like:
“Hi [Name], just checking in to see if you had a chance to listen to the tracks I sent over a couple of weeks ago. Let me know if anything stood out or if you’re currently looking for something different.”
After that, let it go. Don’t send additional reminders. Move forward and keep submitting elsewhere. Building relationships takes time. The more you treat this
like a professional long game, the more opportunities will come.
