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Responsible pitching: avoiding spam

Building respectful relationships with journalists

Responsible pitching isn't just about avoiding spam filters—it's about building genuine, respectful relationships with journalists. Good practices help you get better coverage while maintaining the integrity of media relations.

Our Commitment:

HeyJared is committed to maintaining the highest standards of ethical communication with journalists. We expect all users to follow responsible pitching practices.

Core Principles of Responsible Pitching

1. Respect and Relevance

Only pitch stories that are genuinely relevant to the journalist's beat and audience.

  • •Research the journalist's recent articles and interests
  • •Ensure your story fits their coverage area
  • •Consider the publication's target audience
  • •Avoid pitching off-topic or irrelevant stories

2. Personalization and Quality

Every pitch should be thoughtfully crafted and personally relevant.

  • •Address journalists by name
  • •Reference their recent work when relevant
  • •Explain why your story matters to their audience
  • •Keep pitches concise and well-written

3. Timing and Frequency

Respect journalists' time and avoid overwhelming their inboxes.

  • •Don't send multiple pitches to the same journalist daily
  • •Follow up appropriately (once after a week)
  • •Consider publication schedules and deadlines
  • •Respect "no" responses and preferences

What Constitutes Spam

Spam Behaviors to Avoid

Content Issues

  • •Generic, mass-produced messages
  • •Irrelevant or off-topic pitches
  • •Overly promotional language
  • •False or misleading claims
  • •Excessive use of capital letters or exclamation marks

Frequency Issues

  • •Sending multiple emails per day
  • •Repeatedly pitching rejected stories
  • •Ignoring unsubscribe requests
  • •Continuing to contact after being asked to stop
  • •Mass CC'ing multiple journalists

Best Practices for Each Pitch

Before You Send:

1
Research the Journalist: Read their recent articles and understand their beat
2
Verify Relevance: Ensure your story genuinely fits their coverage area
3
Check Timing: Consider news cycles, publication schedules, and current events
4
Craft Thoughtfully: Write a personalized, concise, and compelling pitch

In Your Pitch:

Do Include

  • •Clear, specific subject line
  • •Personal greeting with correct name
  • •Brief, newsworthy story summary
  • •Why it matters to their audience
  • •Your contact information
  • •Offer of additional resources

Don't Include

  • •Generic "Dear Media" greetings
  • •Excessive sales language
  • •Unsolicited attachments
  • •Multiple stories in one email
  • •Pressure for immediate response
  • •Irrelevant company boilerplate

Following Up Responsibly

The One-Week Rule

Wait at least one week before following up on a pitch. Many journalists receive hundreds of emails daily and need time to evaluate story opportunities.

Follow-Up Best Practices

  • •Keep follow-ups brief and add new value
  • •Reference your original pitch clearly
  • •Provide updates or additional context if relevant
  • •Accept "no" gracefully and don't follow up again

When Not to Follow Up

  • •Journalist explicitly declined your story
  • •They asked not to be contacted again
  • •Story is no longer timely or relevant
  • •You've already followed up once

Respecting Journalist Preferences

Every journalist has different preferences for how they like to be contacted:

Common Preferences to Respect

  • •Preferred contact methods (email vs. social media vs. phone)
  • •Times they prefer to be contacted
  • •Types of stories they do and don't cover
  • •How much lead time they need for stories
  • •Whether they accept embargoed information
  • •Requests not to be contacted about certain topics

HeyJared's Anti-Spam Measures

Automated Monitoring

We monitor sending patterns and bounce rates to identify potential spam behavior. Users with high bounce rates or complaint rates may have their sending privileges limited.

User Education

We provide guidance and best practices to help users understand responsible pitching. Our platform includes tips and warnings to prevent spam-like behavior.

Journalist Feedback

We take journalist complaints seriously and investigate any reports of spam or inappropriate contact. Violations can result in account suspension or termination.

Building Long-Term Relationships

Think Beyond the Pitch

  • •Become a reliable source for your industry
  • •Share interesting industry insights (not just your news)
  • •Respond promptly when journalists have questions
  • •Thank journalists who cover your stories
  • •Connect journalists with other relevant sources
  • •Respect their deadlines and time constraints

Consequences of Spam Behavior

Account Actions

Users who engage in spam behavior may face progressive consequences:

  • •Warning and education about proper practices
  • •Temporary sending limitations
  • •Account suspension for repeated violations
  • •Permanent account termination for severe violations

Committed to Excellence

Responsible pitching benefits everyone in the media ecosystem. Learn more about best practices:

How to write your first pitchTips for finding the right journalistData sources: where HeyJared gets journalist data