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Getting the customer to say yes to the interview

Case Study Interview Request Email Templates

A case study starts with an email most customers are tempted to ignore: it sounds like work, and it sounds like their name in your marketing. The emails that get a yes say exactly how long it takes, promise the customer sees everything before it runs, and explain why you picked them.

  • Time asked for, stated up front
  • Approval of the final draft promised
  • A version for a champion and one for their boss
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New message

SubjectWould you tell the Northfield Logistics story with us?

Hi Morgan,

I would love to feature Northfield Logistics in a short case study, because you rolled it out to three warehouses in a month, and other teams in your position would learn a lot from how you did it.

What it involves:

- One 30 minute call at a time that suits you

- We write it up, you review the full draft

4 ready-to-send versions

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Write the interview invitation

Fill in the details and pick who you are writing to. Be honest about the time; a customer who finds the call runs twice as long will not do it again.

Who you are writing to
  1. Direct invitation

    Subject: Would you tell the [Northfield Logistics] story with us?

    Hi [Morgan],

I would love to feature [Northfield Logistics] in a short case study, because [you rolled it out to three warehouses in a month], and other teams in your position would learn a lot from how you did it.

What it involves:
- One [30] minute call at a time that suits you
- We write it up, you review the full draft
- Nothing is published until you and anyone else you need have approved it

Would you be open to it? If it helps, here are the questions in advance: [link to your questions]

Thanks, [Chris]
  2. Lighter ask with a warm-up form

    For customers who hesitate at a call. The form answers become your interview notes.

    Subject: A short case study, mostly on your schedule

    Hi [Morgan],

We would like to write up how [Northfield Logistics] uses us, since [you rolled it out to three warehouses in a month]. To keep your time small, there are two parts:

1. A few questions you can answer when it suits you, typed or as a short video: [your StoryProof link]
2. A [30] minute call to fill in the gaps

You approve the final version before anything goes out. Interested?

[Chris]

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The problem, solved

Why case study invitations get a no, and what StoryProof does about it

A customer who loves you can still decline a case study. These are the usual reasons, and where StoryProof fits.

  • Problem 1

    We do not know who to ask

    Without a shortlist, case study requests go to whoever the sales team remembers, not the customers with the best story.

  • Problem 2

    They will not commit an hour

    A long call is the most expensive part of a case study for the customer, and the reason many decline.

  • Problem 3

    They worry about what gets published

    Legal or comms teams say no by default when they cannot see what will be said about the company.

  • Problem 4

    Invitations live in scattered inboxes

    Three people ask the same customer in one month, or nobody follows up because nobody knows who sent the first email.

What a good invitation includes

Illustrative checklist, not a real customer

Why them, in one specific sentence. “You are one of our best customers” could be sent to anyone; “you rolled it out to three warehouses in a month” could not.

The exact time asked for, and whether there is anything to prepare.

Who sees the draft and that nothing is published without approval, including names, logos and any figures.

A way out. “If now is a bad time, I can ask next quarter” makes yes easier, not harder.

In StoryProof

From shortlist to booked interview

Step 1 of 4

Shortlist from what they already said

Filter testimonials by a case study candidate tag and pick the two or three with the clearest before and after.

Before you start

What StoryProof does and does not do here

  • It does not book interviews

    StoryProof has no scheduling feature. Use your own calendar link for the call.

  • It does not write the case study

    StoryProof collects and stores what the customer sends. Writing the story is your job.

  • Warm-up videos have a length cap

    The longest video a customer can record depends on your plan, so keep warm-up questions short.

  • Customer approval is outside StoryProof

    Approval of the final case study, its figures and logo use, is between you and the customer. Keep their written sign-off.

FAQ

Questions people ask

Short answers to what usually comes up next.

Who should I send a case study request to?

Your day-to-day contact first, since they know the story. If they need approval, use the manager version and copy them in.

How long should a case study interview be?

Say the length you will actually keep to. Many teams aim for half an hour, and a warm-up form can shorten it further.

Should I offer something in return?

Some teams offer a backlink or joint promotion. If you offer anything of value, be ready to disclose it alongside the case study.

What if they say not now?

Ask when would be better and put a reminder in your calendar. A not now after a busy quarter often becomes a yes.

Can I send this to a customer who left a short testimonial?

Yes, and they are often the best place to start. Mention what they already said, so they know why you are asking.

Still have a question? Ask the StoryProof team or book a demo.

Build your case study shortlist

Collect testimonials, tag the ones with a bigger story, and send a warm-up form when they agree. No credit card needed to start.

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Last updated 2026-11-05.