Podcast Guest Instructions Template: What to Send Before Recording
A good podcast guest instructions template prevents most remote recording problems before the call starts. Use this copy-paste guest email, checklist, and prep workflow to keep interviews smooth.
A good podcast guest instructions template prevents most remote recording problems before the interview starts. It reduces no-shows, cuts down on live troubleshooting, and helps guests feel prepared without overwhelming them.
The best version is short, specific, and written for someone who is smart but not technical. Guests do not need a production manual. They need clear instructions, a join link, and confidence that the setup will be simple.
What a podcast guest instructions template should include
At minimum, your guest instructions should answer six questions:
- When should I join?
- Where do I click?
- What device should I use?
- Do I need headphones?
- What browser should I use?
- What should I do when the session ends?
If those six things are covered clearly, you eliminate most of the problems that derail remote podcast interviews.
Podcast guest checklist
Copy-paste podcast guest instructions template
Use this as your default guest prep email and adjust the time, tone, and show details as needed.
Guest email template
Looking forward to recording with you. Here is everything you need for the session:
Recording time: [time and time zone]
Join link: [paste link here]
Before we start, please:
- Join from a laptop or desktop if possible
- Use Chrome or Edge if you can
- Wear headphones or earbuds to prevent echo
- Sit somewhere quiet with the door closed if possible
- Allow microphone and camera access when your browser asks
- Join 5 minutes early so we can do a quick sound check
Important: when we finish recording, please stay on the page until any upload is fully complete.
If anything looks off before we start, reply here and I will help you sort it out.
Looking forward to it,
[your name]
Why this template works
It is short enough to read, specific enough to be useful, and framed around the guest's actual actions rather than general production advice. That matters. Most guests will skim. The goal is not to educate them on podcasting. The goal is to get them to do the five or six things that prevent avoidable issues.
Keep these instructions
- Join from a laptop or desktop
- Wear headphones
- Use a current browser
- Join early for a sound check
- Wait for uploads to finish
Skip these mistakes
- Long technical explanations
- Three different browser options plus caveats
- Too much equipment advice
- Vague wording like "have a good setup"
- No mention of upload completion
Optional lines to add for higher-stakes interviews
Some shows need a little more structure. You can add one or two of these lines when the guest is a customer, executive, or first-time podcast guest:
- For scheduling clarity: “Please set aside 45 to 60 minutes total in case we need a few minutes for setup.”
- For mic selection: “If your computer shows multiple microphones, please choose your headphones mic only if you do not have a separate USB mic.”
- For visual setup: “Please sit facing a window or lamp if video is part of the recording.”
- For calmer guests: “The setup is simple. You do not need to install anything.”
When to send podcast guest instructions
Send the instructions at least one day before the recording, then resend the join link in a short reminder on the day of the session. The day-before email gives guests time to ask questions. The day-of note reduces frantic searching right before the call.
If you only send one message, make it the day-before email and keep the wording clean. Too many reminders can make a simple setup feel complicated.
The best software makes the instructions shorter
The easier your recording platform is for guests, the shorter your template can be. That is a real advantage. If the guest needs to install software, create an account, update permissions manually, and learn a new dashboard, the instructions grow longer and compliance gets worse.
Iris makes this simpler because the guest just opens a browser link, allows mic and camera access, and joins. That lets your prep email stay focused on what matters: headphones, browser, timing, and the post-call upload.
Shorter instructions usually mean smoother guest interviews
Iris keeps the guest workflow to a browser link and records separate local tracks, so you spend less time coaching and more time publishing.
Related resources for remote guest prep
If you want the broader workflow behind the template, start with The Easiest Way to Record a Remote Podcast Guest. If echo is the issue you are trying to prevent, read How to Fix Echo in Remote Podcast Recordings. If you are tightening up the gear recommendation too, read Best Podcast Mic Setup for Remote Guests in 2026.
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