Write to one desk
Read what they ran recently. If they do not review your kind of record, do not ask them to start. Name the section you mean: premiere, review, interview, scene piece. A blast that begins “Hi there” tells the reader they were not chosen.
What the note should contain
- Subject line: artist name, what is new, and the format. Example shape: “Review: [Name] — [Release] (out [date]).”
- First sentence: the news, the date, and the city or scene if it matters.
- Second: why it fits their section, in one concrete reason, not a compliment about their taste.
- A private or public link. If the music is under embargo, say the date they may publish.
- Two images, a bio of a few lines, and credits. Link a folder. Do not attach a hundred megabytes.
- Your name and a way to reply. One link to more is enough.
Follow up once
Wait several days. Send one shorter note that adds nothing fake: the date is close, the link still works, you are happy to send a different asset. Then stop. A desk that wanted the record will say so. A desk that does not should be left alone.
Where a campaign takes over
Doing this well across a handful of desks, with a check before anything sends, is media outreach. Hooked Engine runs that for musicians who have a story ready. Read how musicians get press if you are still gathering the record, or go to press for musicians and inquire when the date is real.