Outreach emails have one job: get a reply. The structure is always the same – one sentence on what’s happening, one sentence on why it’s relevant to them, one clear ask.
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| Length | Three to five sentences maximum – no exceptions |
| Subject lines | Direct and specific – what you’re proposing, not a mystery |
| Opening | Context first, ask second – never lead with the ask |
| Tone | Peer to peer – professional, not deferential |
| Follow-up | One follow-up after ten working days · no more |
For approaching potential event sponsors, media partners, or programme supporters.
Subject
[Event name] – partnership
[Name],
[Event name] is on [date] in [city]. [Audience description – who attends, a specific number if available].
We have [number] sponsorship packages, from [entry-level description] to [headline description].
If there’s interest, I can send the prospectus.
[Your name]
[Title], Executive Support Media
Subject
ES Global 2026 – partnership
Priya,
ES Global 2026 is on 4 June at the Barbican, London. We expect 350 senior administrative professionals – chiefs of staff, EAs, and operations leads.
We have four sponsorship packages, from an exhibition stand to the headline morning session slot.
If there’s interest, I can send the prospectus.
Lucy Brazier OBE
Chief Executive, Executive Support Media
Voice notes
Audience specifics (“350 senior administrative professionals”) do more work than any pitch language.
“If there’s interest, I can send the prospectus” is a low-stakes ask. It’s more likely to get a reply than attaching a 12-page PDF unprompted.
Don’t attach anything to cold outreach.
Speaker invitation
For inviting speakers to ES Global, ES Tech, ES Thrive, or any ES Media event.
Subject
Speaking at
[Event name] –
[date][Name],
[Event name] is on [date] at [venue], [city].
We’re programming a [session count]-session day around [theme]. Your work on [specific topic] fits [the morning session / the technology stream / a specific slot].
Would you be open to a [slot length]-minute session? [Fee or travel detail].
[Your name]
[Title], Executive Support Media
Subject
Speaking at ES Global 2026 – 4 June
Marcus,
ES Global 2026 is on 4 June at the Barbican, London.
We’re programming a twelve-session day around the expanding role of the chief of staff. Your work on AI-assisted scheduling fits the morning technology stream.
Would you be open to a 45-minute session? We cover travel and accommodation.
Lucy Brazier OBE
Chief Executive, Executive Support Media
Voice notes
“Your work on AI-assisted scheduling” shows you know who they are. Generic praise (“we’ve followed your career”) does the opposite.
Be specific about the slot – “the morning technology stream” is more compelling than “a session”.
Name the fee or travel arrangement in the first email. It removes a barrier to replying.
