Outreach Templates
Copy-start templates for link building. Personalize every email, lead with the recipient's value, keep the first note to 100-150 words, make one clear ask, use a real domain email, and never attach files in the first email.
Operating Rules
| Rule | Do | Avoid |
|---|
| Personalization | Mention a specific article, section, quote, or page | Generic "love your site" openers |
| Ask | One request per email | Combining guest post, link swap, and product pitch |
| Sequence | Initial, follow-up after 5-7 days, final after day 14 | More follow-ups after a decline |
| Sender | Real person at [email protected] | Free-mail aliases for cold outreach |
| Compliance | Honest reason, clear identity, easy opt-out | Fake "Re:", misleading claims, link-exchange language |
Template Matrix
| Use Case | Subject | Opening Proof | Core Ask |
|---|
| Broken link | Found a broken link on your [topic] page | I noticed [broken URL/anchor] in [section] returns 404. | Would [your URL] work as a replacement? |
| Guest post | Guest post idea: [title] | Your recent [article] covered [specific angle]. | Would this outline fit your readers? |
| Resource page | Resource for your [topic] page | Your [topic] resource page is organized around [section]. | Consider adding [resource] to [specific section]. |
| Unlinked mention | Thanks for mentioning [brand] | You mentioned [brand] in [article/context]. | Could you link that mention to [URL]? |
| Digital PR | New data: [headline stat] | [Study] found [surprising finding]. | This may fit your coverage of [beat]. |
| Source request | [Source request] Re: [query] | [Name], [title], can speak to [topic]. | Use the quote/data below if helpful. |
| Skyscraper | Updated resource on [topic] | You link to [older competitor resource]. | If useful, swap to this updated version. |
| Relationship-only | Loved your piece on [topic] | The section on [specific point] helped us [outcome]. | No ask; start relationship. |
Base Email Shape
Hi [Name],
I was reading [specific page/article] and noticed [specific observation].
[One sentence of value: broken link, useful resource, original data, quote, or relevant angle.]
[One clear ask tied to their reader benefit.]
No pressure either way. Thanks for the useful work on [topic].
[Name]
Scenario Starters
Broken Link
I noticed the link to [description] in [section] returns a 404.
We recently published [resource] covering [overlap]. It may work as a replacement: [URL].
Either way, wanted to flag the broken link.
Guest Post
I'd like to contribute:
Title: [proposed title]
Angle: [unique POV]
Reader value: [why their audience cares]
Samples: [URL 1], [URL 2]
Would this be a fit?
Digital PR / Research
We just published [study] and found [headline stat].
Key findings: [finding 1]; [finding 2]; [finding 3].
Full report: [URL]. Happy to provide quotes or raw cuts.
HARO / Source Request
Source: [name], [title], [company]
Credentials: [why credible]
Response: [2-3 concise paragraphs]
Key quote: "[one standalone quote]"
Available at [email/phone].
Follow-Up Sequence
| Email | Timing | Message |
|---|
| Initial | Day 0 | Make the ask |
| Follow-up 1 | Day 5-7 | Just bumping this in case it got buried. [one-sentence reminder]. |
| Follow-up 2 | Day 14 | Last follow-up. Feel free to bookmark [URL] if useful later. |
| Stop | After FU2 | Move to a 3-6 month re-engagement list with a new angle |
Response Handling
| Response | Reply Pattern |
|---|
| They'll add link | Thank them; provide exact URL and preferred anchor if requested |
| They want guest post | Send title, outline, target length, delivery date, and ask for guidelines |
| Noncommittal | Acknowledge; offer to help as a future source |
| Decline | Thank them once; do not argue or follow up again |
| No response | Do not mention the non-response next time; use a new angle |
Subject Line Guardrails
Use: specific topic, article title, stat, or resource. Keep under 60 characters.
Avoid: Link exchange opportunity, SEO partnership, I'd love a backlink, fake Re:, all caps, vague "quick question" subjects.