Writing an Artist Profile Story Part 5: Agree on a Date and Time for the Interview

Agreeing on a time and date for an interview with an artist is key otherwise you may never have the interview.  In part 4 of this series, I showed you how to send an email to an artist requesting for an interview.

After sending the artist an email, send him/her a message on social media telling them you sent an email requesting for an interview.

Here’s a template you can use to contact an artist on social media:

Wemix Request For Interview

Dear [Type The Name of Artist Here],

Wemix Entertainment would like to do a story on the journey you have taken towards becoming the musician you are today.

I have sent you an email with the details for the story. I would like to do a phone interview for the story.

 I request that you give me your phone number so I can contact you and conduct the interview.

Also, I would like to know what time and day would be best for me to call you.

I hope to hear from you soon.

Regards,

[Type Your Name Here]

Send this letter to an artist’s Twitter direct message, if they follow you on Twitter:

If not, send them the message on their Facebook page or user account:

 

Why?

A lot of artists will respond faster to your letter on social media than email.  People tend to check their notifications on social media more often than emails.

How much time will you have to wait for an artist to respond to your request?

At Wemix, we expect an artist to respond to our request within 7 days. However, an artist may take a longer to respond.

Make sure your email and social media message notifications are turned on so that you can be alerted when the artist responds.

                                                                                                           

You don’t want to find yourself in a situation where you miss the date and time for your interview because your notifications were off.

An artist may respond to your email in the following ways:

Option one: The artist may respond to your “Request for Interview” email by giving you their phone number and a time and date for the interview.

Option two: The artist may only give you their phone number.

If that happens, write back to the artist requesting a date and time for the interview.

Here’s a template of a letter you can send to the artist on their email and social media accounts.

Subject: “Request for Date and Time for Profile Story Interview” Letter

Dear [Name of Artist],

I sent you a request for an interview via email on [mention the date, month, and year].

You responded to the email by giving me your phone number.

I am requesting a date and time when I can call you and conduct the interview.

I hope to hear from you soon.

Regards,

[Name of Person Making Contact]

[Name of organization or name of blog that the person making contract belongs to]

Example:

Subject: “Request for Date and Time for Profile Story Interview” Letter

Dear Robin,

I sent you a request for an interview via email on [mention the date, month, and year].

You responded to the email by giving me your phone number.

I am requesting a date and time when I can call you and conduct the interview.

I hope to hear from you soon.

Regards,

Samuel

Wemix Entertainment

After sending your communication on email and social media, give the artist two days to respond to your request.

If the artist has not responded to your request for the date and time of the interview within two days, give them a courtesy call.

Note: Call the artist between 10 am and 3 pm – its mid-morning and mid afternoon

Here’s a sample script of the courtesy call with an artist requesting for a date and time for the interview:

Interviewer/you: Hello

Artist: Hello

Interviewer/you: Good afternoon Wilson [mention the name of the artist].

[Note: your greeting is based the time of day of the phone call.

If it’s morning before 12 noon/ 12pm, greet “Good morning”.

If it’s after 12 noon/ 12pm, greet “Good afternoon”]

Artist: Good afternoon to you

Interviewer/you: My name is [mention your name] e.g. Richard from [mention the name of your blog or company]

Artist: Yes Richard – response from artist

Interviewer/you: I sent you a request for an interview via email a week ago which you responded to by giving me your phone number. I would like to know a date and time when I can call you so I can interview you.

Artist: Call me tomorrow at 10:00 am. – the artist will give you a convenient time

The artist may as well tell you that that particular moment in time is alright for the interview.

Note: do not ask if now is a good time for the interview

Interviewer/you: That’s tomorrow at 10:00 am.

Artist: Yes it is

Interviewer/you: Alright then, I’ll you tomorrow.

Artist: Alright

Interviewer/you: If it is morning: say have a good day then bye, if it is between midday and 2 pm say have a good afternoon then bye, if it is 3 pm say have a good evening then bye.

After finishing the call, proceed to put a reminder on your phone an hour before the scheduled date and time for the interview.

Why?

You may get busy on the day of your interview and forget you had an interview at that particular time.

Do everything possible to make sure you call the artist at the time he/she gave you. 

Keeping your appointment as scheduled shows you are professional.

In the next post, we’ll look at different kinds of reminders you must set for your interview. 

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