Product Request Tracker Explained: A Better Way to Manage Media & Influencer Outreach

At Publicity For Good, one of the most powerful tools in our PR strategy is simple. We help put your products in the right hands. Whether it’s a journalist writing a feature, an influencer filming a review, or a podcast host trying your product live on-air, firsthand experience turns awareness into advocacy.

To manage all of this effectively, we use something we call the Product Request Tracker or a detailed system that helps us keep every sample, shipment, and media opportunity organized, transparent, and moving forward.

If you’ve ever wondered how your products make their way from your team to the desks and feeds of tastemakers across the country, we’ll help explain it to you.

Product Sampling Matters

Before diving into the tracker itself, it’s important to understand why product requests are so critical.

In PR, nothing builds credibility faster than someone outside your organization saying, “I tried this and it’s amazing.”

Every sample sent to a journalist or influencer is a mini-story waiting to happen. It’s how your brand builds:

• Social proof: Real people validating your product.

• Authenticity: Honest reviews that audiences trust.

• Relationships: Deeper connections with media and creators who love what you do.

• Visibility: Tangible experiences that turn into coverage, mentions, and partnerships.

Product sampling isn’t a side tactic but one of the strongest bridges between your product and the public.

Inside the Product Request Tracker

To keep everything seamless, we use a shared Product Request Tracker, your hub for all product sampling activities. It’s more than just a spreadsheet but a live document that maps every opportunity, from initial contact to completed coverage.

Here’s what’s inside:

1. Product Requests Ready to Send

This section lists all approved sample requests that are good to go. It includes:

• The name and profile of the influencer or journalist

• The requested product details

• Shipping information

• Any notes about timing or follow-up

These are opportunities that have been confirmed and are waiting for your green light to ship.

2. Product Requests in Progress

You’ll find every ongoing outreach and review currently in motion. It’s where we log follow-ups, conversations, and updates, ensuring nothing slips through the cracks.

Think of it as your live feed of PR momentum, where each entry represents a potential feature or collaboration.

3. Influencers

In this tab, we maintain a curated list of influencers in your niche or those who align with your brand’s mission, audience, and aesthetic. These are the creators whose voices matter most to your consumers. We use this list to guide personalized outreach that results in genuine connections and content.

4. Dream Media

This is your “wish list” of press goals. They are the media outlets we’re aiming for to achieve maximum visibility and credibility. Think: Forbes, Good Morning America, Entrepreneur, or MindBodyGreen.

The “Dream Media” list helps us stay strategic and aspirational, aligning every outreach effort toward your biggest PR milestones.

5. Paid Opportunities (Paid Opps)

Sometimes, a paid feature or collaboration is the right move, especially when it combines authenticity with guaranteed exposure. This tab keeps track of all agreed-upon paid partnerships, from influencer campaigns to sponsored content.

Transparency is key here: you’ll always know what’s active, pending, or completed.

Why This Tracker Matters

Product tracking isn’t glamorous, but it’s essential.

Without a centralized system, opportunities get lost, follow-ups are forgotten, and your PR momentum fades. The Product Request Tracker keeps everything visible for both our team and yours. With this, we can act fast, stay aligned, and maximize every product that leaves your shelves.

It’s also a great way to measure how your samples turn into stories. Over time, you’ll be able to see which types of media respond best, what content drives the most engagement, and where your brand is gaining the most traction.

The Bigger Picture: Trust and Transparency

At Publicity For Good, we believe transparency is the foundation of great partnerships.
And that’s why tools like the Product Request Tracker exist: to give you full visibility into how your products are being represented, shared, and celebrated in the media.

When we coordinate product sends, we’re not just mailing samples. We’re building relationships. And we’re helping journalists, influencers, and audiences experience your mission firsthand.

Every sample tells a story and our tracker ensures every story finds its way to the right audience.

Tracking Your Success

Product sampling is one of the most powerful credibility tools in PR, and managing it well is the key to turning outreach into real results.

The Product Request Tracker helps us stay organized, intentional, and proactive, so your brand never misses an opportunity to shine.

At Publicity For Good, every shipment is more than logistics but a strategy in motion, building visibility, reputation, and trust one product at a time.

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