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Customizing your outreach template

Your inquiry template is the face you show venues. Get it right once and every future tour benefits.

When you'd use this​

You want to tweak the copy Mintoor sends on your behalf — tighten wording, change tone, attach your EPK.

Where​

Profile → Outreach → Template.

Live-preview pane shows what a rendered inquiry looks like with sample variable values.

What you can customize​

Subject line. Default: [Artist Name] — touring [region], [month]. Alt options:

  • Shorter: [Artist Name] — [city] routing
  • More specific: [Artist Name] // [proposed date] at [venue name]?
  • Q&A style: Booking 10/17 at your room?

Pick the one that matches your voice and stick with it.

Body copy. The biggest lever. Rewrite to match your voice. Keep it:

  • Short — 150 words max
  • Clear — no filler, no exclamation points
  • Specific — exact date, exact ask

Variables. Any of these can appear inline:

  • {artist_name}, {home_city}, {genre}, {draw_estimate}
  • {venue_name}, {venue_city}, {booker_first_name}
  • {proposed_date}, {day_of_week}
  • {past_nearby_shows} — auto-computed list of recent shows within 200 miles
  • {streaming_links} — auto-rendered pills for Spotify, Apple Music, etc.

Attachments.

  • EPK (PDF) — attached to every inquiry.
  • Stage plot (PDF) — only on request from venue; not default attached.
  • Promo photo (JPG) — optional; increases reply rate ~20%.

Tone considerations​

For indie/DIY venues: casual, direct. "Hey, are you booking 10/17?"

For mid-clubs: slightly more formal. "I'd love to discuss availability for 10/17."

For theaters: full booking-agent formality. "I'm reaching out on behalf of [Artist] to inquire about..."

Pick one tone that matches your project and use it across the tour. You can always edit the template per tour if you're working a different tier.

Preview before sending​

Before locking a tour, hit Preview inquiries. Shows you exactly what each venue will receive with their specific variables filled in. Catches embarrassing template errors (like {booker_first_name} rendering as literal text because we don't have the booker's name).

Still stuck?​

  • Variable not rendering. Mintoor doesn't have the data. Check the venue record — if booker_first_name is blank, that variable falls back to "Hi there."
  • Venues not replying. Often it's the template. Ask a fellow artist to read it and tell you what's off.