# Link Building Email Templates: Pitches and Follow-Ups Adapt email templates for guest posting, broken links and resource pages. Tailor each message to the recipient and explain a useful reason for the link. Canonical: https://backlinkgrid.com/outreach/email-templates 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. --- ## What to Read Next - [Outreach Strategy](/link-building/outreach-strategy) - [Follow-Up Strategy](/outreach/follow-up-strategy) - [Prospecting Guide](/outreach/prospecting)