Free Instagram Influencer Outreach Templates: Awaiting Post Stage

May 16, 2024
11 Min
Peter Nettesheim
| Author
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Free Instagram Influencer Outreach Templates: Awaiting Post Stage

The influencer you contacted has agreed to work with you and you are excited to start the partnership. After influencer outreach, negotiation you finally came to an agreement. In this stage it is crucial to structure your communication effectively to maximise the impact of your influencer campaign. We probably heard of stories you send out the product excited to see the post and nothing.. No reply and no post. To avoid this from happening follow our communication advice and step by step strategy to maximise the impact of your influencer campaign and ROI.

1. Understanding the Awaiting Post Stage

The Awaiting Post stage is a critical phase in your Instagram influencer marketing campaign, where you've already sent the product to the influencer, after negotiating an agreement, and are now anticipating their content creation. This stage focuses on:

  • Tracking the product’s shipping to ensure it arrives at the influencer's location as expected
  • Staying in touch with the influencer to remind them of your posting requirements, as well as providing any necessary brief, discount codes, or affiliate links. You can refer to our free influencer brief templates to share the brief with influencers.

Additionally, you may want to gather initial feedback on the product, offering the influencer an open line of communication for any questions or concerns they might have. Maintaining this connection sets the stage for seamless collaboration and a successful campaign.

The 4 Stages Of Your Influencer Campaign

In order to understand how to structure your campaign we always refer to the 4 stages of your influencer campaign. In this article we will cover the 3rd stage of your influencer campaign which is the awaiting post stage. To understand the right communication strategy you have to look at this stage in. the context of your entire influencer campaign.

1. Influencer Outreach

This is the first step of your influencer campaign where you contact a new influencer for the first time. It is important to craft your outreach the right way to maximise your reply rate. To read about the right strategies and access our influencer outreach templates click here.

2. Influencer Negotiation

Once an influencer replies you will typically move to the negotiation stage where there can be two outcomes. 1. The influencer agrees to your proposal or 2. The influencer asks for more money. To access the right negotiation strategies as well as templates for your Instagram influencer campaign read our full article on influencer outreach templates

3. Awaiting Post

Once you agree to the terms with the influencers you move into the awaiting post stage. This is a crucial moment where you should follow up with the influencer to make sure that they will post. In this article we will cover everything you need to know to optimise your campaign in this stage of your influencer campaign.

4. Relationship Building

Once the influencer has completed the post you ideally want to build a long lasting relationship to continue to benefit from the partnership. You can read more about the right ways to build relationships and access the templates for this stage of your Instagram influencer campaign here.

You can access our complete influencer workflow chart including all the templates for reach stage here.

The 4 stages of an influencer marketing campaign

Influencer Outreach: Awaiting Post Stage Workflow

You reached out to influencers, negotiated and they finally agreed to working with you! This is an existing stage and you might be thinking finally I sit back and see the sales come in. Not so fast don't relax just yet as this is a crucial stage in your influencer campaign to ensure that everything goes smoothly and to maximise your posting rate.

The first step is to send out the product to your influencer. Influencer Hero directly integrates with your CMS like Shopify so you can dispatch products from your CRM making this process easy and seamless. Once you have dispatched the product don't forget to share the affiliate link and discount code.

Below, you'll find customizable templates that can guide your communications during this stage of the collaboration.

Templates for Product Shipping and Confirmation

Product Sent Template

Hi {{firstname}},

Thank you for providing your shipping details. The
ENTER PRODUCT NAME is on its way and should be arriving in a few days!

You can use the following custom link and discount code to share with your followers.

Link: {{custom_link}}
Discount code: {{discount_code}}

Looking forward to your post! 



Once the product has been delivered it is a great way to quickly checkin with the influencer. By synching the tracking link into your influencer CRM with Influencer Hero you can track when the product arrives. By checking in once the product arrives you show to the influencer that you are on top of things which lead to faster posting and decrease the non posting rate in affiliate & gifting campaigns.

Product Delivered Template

Hi {{firstname}},

How are you doing? I saw that the package has been delivered :)   

Regarding the story post, here are your custom link and discount code again for reference.

LINK: {{custom_link}}
Discount code: {{discount_code}}

Your custom link and discount code will be used to track the number of clicks and referrals. Based on this information, we offer different packages and brand ambassador programs.

Could you tell me on which date you are planning to post?

That way I can check your account as I am super excited to see the post myself :)



2. Why Follow-Ups Matter

It’s important to keep in mind that influencers receive a multitude of offers with different posting requirements, which can sometimes be overwhelming and lead to delays or confusion. 

This is why follow-up emails are a vital part of influencer marketing campaigns. Whether you’re still in the initial outreach, or you're awaiting an influencer's post, it's important to check in and maintain clear communication. Follow-ups help ensure that the influencer stays on track and is mindful of your campaign's timeline. They also provide an opportunity to reinforce the terms of your agreement and offer additional guidance if needed. By following up, you demonstrate your commitment to the campaign and help to minimise non posting rates when working on an affiliate & gifting campaign.

Use these customizable templates to make follow-ups easier:

Templates to follow up with influencer to do the story post

1st Awaiting Post Follow-up 

Hi {{firstname}},

How are you? I hope you're having a great week!

I wanted to make a quick follow up on the
ENTER PRODUCT NAME. Have you gotten to use it already? :) I hope you like it! We’re all so eager to hear your thoughts on it.

Looking forward to hearing from you!



2nd Awaiting Post Follow-up 

Hi {{firstname}},

How’s it going? It’s been a while since I heard from you.

I hope you’ve gotten to test the
ENTER YOUR NAME. Could you give me an estimate on when you will be able to make the post? 

Looking forward to hearing from you. :)



3rd Awaiting Post Follow-up 

Hi {{firstname}},

I hope everything is well. 

I just wanted to check if we're still on for the story post. I'm sure your schedule's pretty packed. If you could make a simple story using the
ENTER YOUR NAME that would be great. If you're pressed for time, a quick and casual story showing the product with the sticker link will be greatly appreciated. 

Here are your custom link and discount code again for your reference.

LINK: {{custom_link}}
Discount code: {{discount_code}}

Please let me know. Looking forward to hearing from you.



Without the proper tools, follow-ups can be a burden:

The follow-up process is made more efficient on influencer marketing software like Influencer Hero, where automatic email flows can be established. With this feature, users only need to enter the email body and subject, leaving the rest of the process to be completed automatically. 

Additionally, there's no need for manual personalization, as the templates come with shortcuts that automatically incorporate the influencer's details.

Once the influencer has posted the deal will typically move into the final stage of your influencer marketing campaign. It is now time to evaluate the result and build lasting relationships to maximise the impact of your influencer program. Access the right strategies and templates for campaign closing and relationship building here.


In conclusion, mastering the Awaiting Post stage is crucial for the success of your Instagram influencer campaign. Effective communication, timely follow-ups, and utilizing the right tools can significantly reduce non-posting rates and ensure seamless collaboration. By following the strategies outlined and using the provided templates, you can enhance your campaign's impact and ROI. Remember, maintaining a strong connection with influencers during this phase sets the foundation for long-term partnerships and continued success in your influencer marketing endeavors.

How can I effectively reach out to influencers on Instagram for story post collaborations?
How can I ensure influencers stay engaged and on track with the campaign timeline?
Should I provide influencers with a brief for their Instagram story posts?
What should I do after an influencer has posted the Instagram story?
How can I use the insights from the influencer campaign to improve future collaborations?

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