FREE TEMPLATE

Influencer outreach tracker: creators, messages, deals and results

An influencer outreach tracker keeps your creator shortlist, every message and reply, the agreed deal and disclosure, and the results in one place. This one is filled in for a fictional children's clothing brand working with small creators, with a disclosure check drawn from the FTC's and the ASA's guidance. Download the filled example or the blank CSV, free with no signup.

Free, no signup · Updated · Opens in Excel, Google Sheets or Numbers

Download

In Google Sheets: File, Import, Upload, then pick the CSV.

What's inside

  • A creator shortlist: platform, audience fit, why them, recent brand work, contact route and status
  • An outreach log of every message, reply and follow-up date
  • A deals sheet: what was agreed, the fee or gift, usage rights, the disclosure label and a check that it appeared
  • A results sheet comparing clicks, code uses, sales and cost for each creator
  • A filled example for Little Loom, a fictional children's clothing brand (every handle and figure is made up), and a blank CSV of each sheet

How to use it

  1. Shortlist creators whose audience matches your customers. Read their comments, not only their follower count.
  2. Check their recent brand work: do they label ads clearly, and would you be happy next to those brands?
  3. Send a short, personal first message that says why them and what you're offering. Log it word for word.
  4. Follow up once after a week. If there's no reply, mark it and move on.
  5. Agree the deal in writing: what they'll post, by when, the fee or gift, how you can reuse it, and the ad label.
  6. Give each creator a tagged link or code so results can be counted.
  7. Check each post has its disclosure, then fill in the results and decide who to work with again.

Preview: Creator shortlist

A filled example for a made-up small business.

IDCreatorPlatformAudience fitWhy themRecent brand workContact routeStatus
C01@muddy_wellies_family_exampleInstagramParents of under-5s, outdoorsy, UKShows clothes being worn in real mud and rainLabels ads with 'Ad' at the startEmail in bioAgreed (gifted)
C02@small_seams_exampleTikTokSewing and slow fashion fansTalks about fabrics and how things are madeUses the platform label and says 'ad' on screenTikTok messageAgreed (paid)
C03@twins_and_tea_exampleInstagramParents of twinsHonest reviews; followers ask for sizing adviceClear labelsEmailDeclined: fully booked
C04@dad_on_the_school_run_exampleInstagram and FacebookDads with primary-age childrenFunny, and a different voice from our usual postsNo labelled brand work seenInstagram messageNo reply after follow-up
C05@eco_nursery_exampleYouTubeParents setting up a nursery on a budgetLong reviews that people watch before buyingLabels sponsorships in the videoEmail via channelIn talks

Preview: Outreach log

A filled example for a made-up small business.

IDDateChannelWhat we sent or receivedFollow up onNext step
C01Mon 2 NovEmailSent: Hi Kate, your rainy walk videos are the reason we found you. We make organic cotton dungarees that are meant to get muddy. Could we send a pair for your youngest, with no obligation to post?Mon 9 NovWait
C01Tue 3 NovEmailReceived: We'd love to try them. If I post, I'll label it as an ad.n/aSend the gift and the brief
C02Mon 2 NovTikTok messageSent: We love your fabric explainers. Would you make one paid video about how our dungarees are made? Happy to share our fee range.Mon 9 NovWait
C02Thu 5 NovEmailReceived: rates and availability for early Decembern/aAgree terms
C04Mon 2 NovInstagram messageSent: a short intro and gift offerMon 9 NovFollow up once
C04Mon 9 NovInstagram messageSent: one follow-upn/aNo reply: close

Preview: Deals and disclosure

A filled example for a made-up small business.

IDDealWhat they'll postFee or gift valueOur reuse rightsDisclosure agreedPosting dateDisclosure checked
C01GiftedOne Reel if they like the product; no obligationDungarees worth £38 (example)Share to our Stories with credit; anything else, ask first'Ad' at the start of the caption, as she offered; not 'gifted' aloneSat 14 NovYes: 'Ad' in the first line and the platform label
C02PaidOne TikTok video, 45 to 60 seconds£250 (example)Organic reuse for 6 months, credited'Ad' said and shown in the video, plus TikTok's disclosure settingThu 3 DecPending
C05Paid (in talks)A section in a nursery haul videoTo agreeTo agreeSponsorship said in the video itself, not only in the descriptionJanuaryn/a

Preview: Results

A filled example for a made-up small business.

IDPostLink clicks (tagged)Code usesSalesCostWork with again?
C01Reel, Sat 14 Nov14211£418£38 product plus £4 postageYes: offer a paid post next time
C02TikTok video, Thu 3 Decn/an/an/a£250Check in January
NoteAll figures are made up for this example

Tips

  • Little Loom, every creator handle and every figure in the example are made up. Each handle ends in 'example'.
  • The FTC's guidance for influencers, checked on 15 October 2026, says to disclose any financial, employment, personal or family relationship with a brand, that free or discounted products count, that the disclosure should be hard to miss and sit with the endorsement itself, and not to assume a platform's disclosure tool is enough on its own.
  • The FTC says terms like 'advertisement', 'ad' and 'sponsored' are clear, and vague ones such as 'sp', 'spon' or 'collab' aren't. In the UK, the ASA says labels like 'Ad' should be prominent and upfront, and that 'Gifted' on its own is unlikely to be clear enough (checked on 15 October 2026).
  • As the brand, make the disclosure part of the written deal and check each post. Don't ask a creator to hide or soften it.
  • Small creators often reply to a personal message that shows you've watched their work. A copied message usually goes unanswered.
  • Zolyp, which makes this template, doesn't manage influencer outreach. It can plan and schedule your own posts around a collaboration, such as resharing a creator's post once you have their permission.

Common questions

What should an influencer outreach tracker include?

A shortlist of creators with why each fits, a log of every message and follow-up, the agreed deal with fee, reuse rights and disclosure, a check that the disclosure appeared, and the results for each creator.

Does a gifted product need to be labelled as an ad?

Under the FTC's guidance, free or discounted products count as a financial relationship and should be disclosed, even if the brand didn't ask for a post. The ASA says 'Gifted' alone is unlikely to be clear enough and that 'Ad' upfront is clearer. Both pages were checked on 15 October 2026. This isn't legal advice.

How do I write an influencer outreach message?

Keep it short and personal: why you chose them, what you're offering, what you'd like in return, and that there's no pressure. The outreach log in the filled example has wording you can adapt.

Are the creators in the example real?

No. Every handle ends in 'example', and the brand, creators and figures are made up.

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