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Outreach Templates & Tactics

Outreach Templates & Tactics

Successful link building outreach combines personalization with proven templates. Here are battle-tested email templates and best practices for getting responses.

Personalized outreach emails get 2-3x higher response rates than generic templates.

Outreach Best Practices

Do's
  • Research the recipient and personalize
  • Keep emails short and focused
  • Lead with value, not your ask
  • Use a clear, honest subject line
  • Follow up (once) after 5-7 days
  • Make it easy to say yes
Don'ts
  • Send mass generic emails
  • Use deceptive subject lines
  • Make it all about you
  • Be pushy or demanding
  • Follow up excessively
  • Lie about having read their content

Guest Post Pitch Template

Subject: Guest post idea for [Site Name]

Hi [Name],

I've been following [Site Name] for a while and really enjoyed your recent article about [specific article topic]. Your point about [specific detail] was particularly insightful.

I'd love to contribute a guest post to your site. Based on what your audience seems to engage with, here are a few ideas:

  • [Topic idea 1] - Brief description
  • [Topic idea 2] - Brief description
  • [Topic idea 3] - Brief description

Here are a few examples of my previous work: [links]

Would any of these work for your site?

Broken Link Building Template

Subject: Broken link on [Page Title]

Hi [Name],

I was reading your excellent resource on [topic] and noticed that the link to [broken link anchor text] appears to be broken.

I recently published a comprehensive guide on [related topic] that might make a good replacement: [your URL]

Either way, I thought you'd want to know about the broken link.

Keep up the great work!

Resource Page Outreach Template

Subject: Resource suggestion for [Page Title]

Hi [Name],

I came across your [topic] resources page and found it really useful. Great job curating these!

I noticed you don't have a resource about [specific gap]. We recently published [your resource title] which covers [brief description of value].

If you think it would be valuable for your readers, I'd be honored to be included: [your URL]

Thanks for considering it!

Unlinked Mention Template

Subject: Thanks for the mention!

Hi [Name],

I just came across your article about [topic] where you mentioned [Your Company/Tool].

Thanks so much for the shout-out! We really appreciate it.

Would you mind adding a link to [your URL] so your readers can easily find us?

Thanks again for featuring us!

Follow-Up Template

Subject: Re: [Original Subject Line]

Hi [Name],

Just wanted to follow up on my email from last week. I know you're busy, so I'll keep this brief.

[One-line reminder of your original ask]

If you're not interested, no worries at all - I won't follow up again.

Thanks either way!

Subject Line Examples

Scenario Subject Line
Guest post Quick question about guest posts
Broken link Found a broken link on your SEO guide
Resource suggestion [Topic] resource for your page
Collaboration Collaboration idea for [Site Name]
Data sharing Exclusive data for your readers

Finding Email Addresses

  • Author pages - Check the about or author page on the site
  • Contact pages - Many sites list editor emails
  • LinkedIn - Connect and message directly
  • Twitter/X - Many journalists and bloggers are active there
  • Email tools - Hunter.io, Voila Norbert, or similar services

External Resources

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Identifying & Disavowing Toxic Links