Effective email templates provide structure while leaving room for personalisation. These templates are starting points—customise each one for your specific situation and prospect.
Template Principles#
What Makes Templates Work#
Essential elements:
- Personalisation hook: Show you know them
- Clear purpose: Why you're reaching out
- Value proposition: What's in it for them
- Specific ask: What you want
- Easy action: Low friction to say yes
Using Templates Effectively#
Do:
- Customise for each recipient
- Reference specific content
- Match tone to the site
- Test and iterate
Don't:
- Send unchanged templates
- Mass-mail identical emails
- Use obvious placeholders
- Ignore context clues
Guest Posting Templates#
Initial Pitch#
Subject: Article idea: [Specific topic for their audience]
Hi [Name],
[One sentence showing you've read their content—reference
specific recent article or aspect you appreciated.]
I'd love to contribute a guest article on [topic]. I noticed
you haven't covered [specific angle] yet, and I think your
readers would find it valuable because [brief reason].
Here are a few topic ideas:
1. [Topic 1]: [One-sentence description]
2. [Topic 2]: [One-sentence description]
3. [Topic 3]: [One-sentence description]
I'm [brief credential relevant to topic]. Here's a sample
of my writing: [link to relevant piece]
Would any of these work for [their publication]?
Best,
[Your name]
Follow-Up#
Subject: Re: Article idea: [Topic]
Hi [Name],
Just floating this back up in case it got buried. I'd still
love to contribute on [topic]—here are the ideas again:
1. [Topic 1]
2. [Topic 2]
Let me know if any interest, or if there's a different
topic that would work better.
[Your name]
Resource Page Templates#
Standard Request#
Subject: Resource for your [page name]
Hi [Name],
I found your [page name] while researching [topic]—it's
a helpful collection of resources.
I have a [brief description of your content] that might
be a good addition. It covers [specific aspect] that your
current resources don't fully address.
Here's the link: [URL]
Let me know if you think it fits!
Best,
[Your name]
With Specific Fit#
Subject: Suggestion for your [page name]
Hi [Name],
I was looking at your [page name] and noticed you include
[type of resources]. I recently created a [your content
type] that covers [topic] specifically.
It might work well alongside your existing [similar
resource name] since it focuses on [different angle].
Here it is: [URL]
Either way, thanks for maintaining such a useful page.
[Your name]
Broken Link Templates#
Basic Broken Link#
Subject: Broken link on [page name]
Hi [Name],
I was reading your [page name] and noticed that the link
to [original resource/topic] appears to be broken—it's
returning a 404.
I have a resource that covers similar ground that might
work as a replacement:
[Your URL]
It [brief description of what it covers].
Either way, thought you'd want to know about the broken
link!
Best,
[Your name]
Multiple Broken Links#
Subject: A few broken links on [page name]
Hi [Name],
I was going through your [page name] and noticed a few
broken links:
• [Broken URL 1] - Link to [topic]
• [Broken URL 2] - Link to [topic]
I have a resource that could replace [specific one]:
[Your URL]
Happy to help identify replacements for the others if
useful!
[Your name]
Unlinked Mention Templates#
Brand Mention#
Subject: Thanks for mentioning [Your Brand]!
Hi [Name],
Just came across your article on [topic] and wanted to
say thanks for mentioning [Your Brand/Product].
Would you be open to adding a link so readers can find
us more easily? Here's the URL: [Your URL]
The mention is in the [specific section] of your article.
Thanks again for including us!
Best,
[Your name]
[Your company]
Content Reference#
Subject: Link to our [research/study] in your article
Hi [Name],
I noticed you referenced our [research/data/study] in
your piece on [topic]. Thanks for the mention!
Would you be able to link to the original so readers
can explore the full data?
Here's the link: [URL]
Happy to answer any questions about the research.
[Your name]
Link Reclamation Templates#
Lost Link#
Subject: Link on your [article name]
Hi [Name],
I noticed our link was removed from your article on
[topic] during what looks like a recent update.
Our [resource] at [URL] still provides [relevant value]
for readers interested in [topic].
Would you be open to restoring it? Happy to discuss if
there's different content that would be a better fit.
Thanks,
[Your name]
Redirect Fix#
Subject: Quick fix for link on [page]
Hi [Name],
Just noticed the link to our site on your [page name]
is pointing to an old URL that redirects.
Would you be able to update it to point directly to:
[correct URL]
It's a quick fix that would help your readers get
straight to the content.
Thanks!
[Your name]
Relationship Building Templates#
Initial Connection#
Subject: [Topic] - Quick question
Hi [Name],
I've been following your work on [topic] and really
appreciated your recent piece on [specific article].
[Genuine question or comment about their work]
I work on [your area] and would love to connect—I think
there might be some natural overlap in what we cover.
No ask here, just wanted to introduce myself.
Best,
[Your name]
Collaboration Inquiry#
Subject: Potential collaboration idea
Hi [Name],
I've admired your coverage of [topic] for a while,
especially [specific work you appreciated].
I'm working on [project/content] and wondered if you
might be interested in [specific collaboration idea—
quote, contribution, joint piece, etc.].
Would you be open to discussing?
Best,
[Your name]
Follow-Up Templates#
First Follow-Up (General)#
Subject: Re: [Original subject]
Hi [Name],
Just floating this back to the top of your inbox in case
it got buried.
[One-sentence reminder of your original ask]
Here's the link again: [URL]
Let me know if you have any questions.
[Your name]
Second Follow-Up#
Subject: Re: [Original subject]
Hi [Name],
Following up one more time on my note about [topic].
Completely understand if it's not a fit or you're too
busy—just wanted to make sure you saw it.
[URL if relevant]
Either way, no worries. Thanks for your time.
[Your name]
Final Follow-Up#
Subject: Re: [Original subject]
Hi [Name],
Last follow-up from me on this—I know you're busy.
If [your offer] isn't relevant right now, no problem.
Would love to stay connected for the future.
Best,
[Your name]
Subject Line Examples#
By Template Type#
Guest posting:
- "Article idea: [Specific topic]"
- "Pitch for [Publication name]"
- "Guest contribution on [topic]"
Resource pages:
- "Resource for your [page name]"
- "Suggestion for your [topic] resources"
Broken links:
- "Broken link on [page name]"
- "Quick fix for your [page]"
Mentions:
- "Thanks for mentioning [Brand]!"
- "Link to our [resource] in your article"
What Works#
- Specific: Reference their content
- Clear: What the email is about
- Brief: Under 50 characters
- Honest: No clickbait
What Fails#
- "Quick question" (overused, vague)
- "Partnership opportunity" (sounds salesy)
- "URGENT" (manipulative)
- [No subject] (unprofessional)
Customisation Guide#
Where to Personalise#
Essential personalisation:
- Name (obviously)
- Specific page/article reference
- Why your content fits their context
Enhanced personalisation:
- Reference to their recent work
- Connection to their interests
- Specific value for their audience
Personalisation Examples#
Generic (poor):
I love your blog and think my content would be a great fit.
Personalised (good):
Your recent piece on link building metrics really
nailed the DA vs traffic debate—I've had the same
argument with clients countless times.
Summary#
Effective email templates:
Follow structure:
- Personalised opening
- Clear purpose
- Value proposition
- Specific ask
- Easy action
Require customisation:
- Specific to each recipient
- References their content
- Matches their context
Common templates:
- Guest post pitches
- Resource page requests
- Broken link alerts
- Mention/reclamation requests
- Follow-ups
Templates are starting points, not finished products. Personalise meaningfully for best results.