These 15+ outreach email templates cover every link building scenario you will encounter. Each template has been tested across thousands of campaigns with documented response rates. Copy the structure, customise every detail, and adapt the tone to match your brand.
Critical rule: Never send any template unchanged. Generic emails get ignored. Personalisation is not optional—it is the difference between 2% and 20% response rates.
How to Use These Templates#
Customisation Requirements#
Every email you send must include:
- Recipient's actual name - Not "Hi there" or "Dear webmaster"
- Specific reference to their content - Proves you actually visited their site
- Clear relevance explanation - Why your content matters to their audience
- Easy action - Minimal effort required from them
What to Never Do#
- Send unchanged templates with [PLACEHOLDERS] visible
- Use generic flattery ("Love your blog!")
- Send identical emails to multiple recipients on same day
- Ignore their content guidelines or stated preferences
- Follow up more than 3 times total
Response Rate Benchmarks#
Based on aggregated campaign data:
| Template Type | Average Response Rate | Top Performer Rate | |--------------|----------------------|-------------------| | Guest post pitch | 8-12% | 25%+ | | Broken link | 12-18% | 35%+ | | Resource page | 6-10% | 20%+ | | Unlinked mention | 15-25% | 40%+ | | Link reclamation | 20-30% | 50%+ |
Guest Post Templates#
Template 1: Standard Guest Post Pitch#
Use when: Cold outreach to publications accepting guest contributions.
Subject line options:
- Article idea: [Specific topic relevant to their audience]
- Pitch for [Publication name]: [Topic angle]
- Guest post idea on [topic]
Hi [Name],
[Specific reference to their recent article—mention something
particular that shows you actually read it. One or two sentences.]
I'd like to pitch a guest article on [topic]. I noticed you
haven't covered [specific angle] yet, and based on [their
audience indicator], I think your readers would find it valuable.
Here are three topic ideas:
1. [Topic 1]: [One sentence explaining the unique angle]
2. [Topic 2]: [One sentence explaining why it's timely]
3. [Topic 3]: [One sentence explaining the value proposition]
Quick background: I'm [relevant credential in 5-10 words].
Here's a recent piece I wrote on a related topic: [link to
your best published work]
Would any of these work for [Publication name]?
Best,
[Your name]
Customisation notes:
- Research their recent content to find genuine reference point
- Check existing content to avoid pitching covered topics
- Match topic ideas to their content style and audience
- Include your most relevant writing sample
Template 2: Expert Contributor Pitch#
Use when: You have genuine expertise and credentials to share.
Subject line options:
- [Your credential] interested in contributing on [topic]
- Expert perspective on [trending topic in their space]
Hi [Name],
[Reference to specific gap or opportunity you've noticed in
their content coverage.]
I'm a [your role] at [company/background] with [specific
relevant experience]. I've been following your coverage of
[topic area] and noticed an opportunity to add depth on
[specific subject].
Based on my work with [relevant context—clients, research,
industry], I could contribute an article covering:
[Proposed topic]: [2-3 sentences explaining what you'd cover
and why it's valuable. Include a unique insight or data point
you can share.]
I've written for [1-2 relevant publications if applicable]
on similar topics. Here's an example: [link]
If this sounds interesting, I'm happy to send a detailed
outline first.
Best,
[Your name]
[Title/Company if relevant]
Template 3: Follow-Up After No Response#
Use when: No response after 5-7 business days.
Subject line: Re: [Original subject line]
Hi [Name],
Floating this back up in case it got buried—I know how
overwhelming inboxes can get.
I'd still love to contribute a piece on [topic]. Quick
reminder of the angles I proposed:
1. [Topic 1]
2. [Topic 2]
Happy to adjust if something different would work better
for your current editorial calendar.
[Your name]
Timing: Send 5-7 business days after initial email.
Broken Link Building Templates#
Template 4: Standard Broken Link Email#
Use when: You've found a broken link on their page that your content can replace.
Subject line options:
- Broken link on your [page name]
- Quick fix for your [topic] page
- Found a dead link on [site name]
Hi [Name],
I was reading your [specific page name with brief description
of what it covers] and noticed the link to [describe what the
original resource was about] is returning a 404.
I recently created a resource that covers similar ground:
[Your URL]
It [one sentence describing what your resource covers and
any advantage—more current, more comprehensive, different
angle, etc.].
Thought you'd want to know about the broken link either way.
Let me know if you have questions about the replacement
suggestion.
Best,
[Your name]
Customisation notes:
- Actually verify the link is broken before emailing
- Describe the broken link's original purpose if possible
- Only suggest your content if it's genuinely relevant
- Keep it short—they're busy
Template 5: Multiple Broken Links Email#
Use when: You've found several broken links on one page.
Subject line: A few broken links on your [page name]
Hi [Name],
I've been using your [page name] as a reference and noticed
a few broken links:
• [Broken link topic 1] — 404
• [Broken link topic 2] — redirects to unrelated page
• [Broken link topic 3] — domain expired
I have a resource that could work for [specific one you can
replace]: [Your URL]
It covers [brief description].
Happy to suggest alternatives for the others if that would
be helpful—I've bookmarked some good resources on these topics.
[Your name]
Template 6: Broken Link Follow-Up#
Use when: No response after 7-10 days to broken link email.
Subject line: Re: Broken link on [page name]
Hi [Name],
Quick follow-up on the broken link I mentioned on your
[page name].
The link to [topic] is still showing as broken. My resource
at [URL] remains available as a replacement if useful:
[One sentence reminder of what it covers]
Either way, hope the heads-up is helpful.
[Your name]
Resource Page Templates#
Template 7: Resource Page Inclusion Request#
Use when: You've found a relevant resource page that lists content like yours.
Subject line options:
- Resource suggestion for your [page name]
- Addition for your [topic] resources
- Suggestion for your [topic] resource list
Hi [Name],
Found your [page name] while researching [topic]—useful
collection of resources.
I have a [content type—guide, tool, template, etc.] that
might fit well:
[Your URL]
It covers [specific aspect]. I noticed you don't currently
have a resource that addresses [specific gap or angle your
content fills], and I think your visitors researching
[topic] would find it valuable.
[One sentence about what makes your resource useful—data,
comprehensiveness, unique approach, etc.]
Let me know if you think it's a good fit for the page.
Best,
[Your name]
Template 8: Resource Page with Value-Add#
Use when: You want to provide additional value beyond the link request.
Subject line: Suggestion for your [topic] page + a quick observation
Hi [Name],
I've been using your [page name] resource list and wanted
to suggest an addition.
I created a [content type] covering [topic]: [Your URL]
It would complement your existing resources on [related
topic they cover] by adding [specific value—different
angle, updated information, practical application, etc.].
Also noticed while reviewing your page—[one genuinely
helpful observation about their page, such as an outdated
link, formatting issue, or another broken link]. Thought
you'd want to know.
[Your name]
Unlinked Mention Templates#
Template 9: Brand Mention Link Request#
Use when: Someone has mentioned your brand but didn't link.
Subject line options:
- Thanks for mentioning [Brand Name]!
- Quick request re: [Brand] mention
- Adding a link for your readers
Hi [Name],
Just came across your article on [topic]—thanks for
mentioning [Brand Name] in the section about [context].
Would you be open to adding a link so readers can find
us more easily? Here's the URL that makes the most sense
given your context: [Your URL]
The mention is in [specific location—paragraph, section
heading, etc.].
Thanks again for including us—appreciated the kind words
about [specific thing they said if positive].
Best,
[Your name]
[Your company]
Customisation notes:
- Reference exactly where the mention appears
- Suggest the most relevant URL (not just homepage)
- Express genuine appreciation
- Keep it simple—this is often an easy yes
Template 10: Data/Research Citation Request#
Use when: Someone has cited your research or data without linking to the source.
Subject line: Link to our [research/data] in your article
Hi [Name],
I noticed you referenced our [specific research, study,
survey, or data] in your piece on [topic].
Thanks for citing the data—would you be able to link to
the original source so readers can explore the full
findings?
Here's the direct link: [URL]
The reference appears in [specific location in their
article].
Happy to answer any questions about the research if
you're planning any follow-up coverage.
[Your name]
[Your role/company]
Link Reclamation Templates#
Template 11: Lost Link Recovery#
Use when: A site previously linked to you but removed the link.
Subject line options:
- Link on your [article name]
- Following up on a link change
- Quick question about recent update to [page]
Hi [Name],
I noticed our link was removed from your article on
[topic] during what looks like a recent update.
Our [resource type] at [URL] still provides [relevant
value] for readers interested in [topic they're covering].
Would you be open to restoring it? Happy to discuss if
there's different content from our site that would be
a better fit for the current version of your article.
Thanks,
[Your name]
Customisation notes:
- Don't be accusatory—links get removed for many reasons
- Offer alternatives if possible
- Be gracious regardless of response
Template 12: Redirect/URL Update Request#
Use when: Your old URL redirects and you want them to update to the current one.
Subject line: Quick link update on your [page name]
Hi [Name],
The link to our site on your [page name] is pointing to
an old URL that redirects.
Could you update it to point directly to:
[Correct/current URL]
Quick change that'll help readers get straight to the
content without the redirect hop.
Thanks!
[Your name]
Relationship Building Templates#
Template 13: Initial Connection (No Ask)#
Use when: Building relationships before you need anything.
Subject line: [Topic]—enjoyed your recent piece
Hi [Name],
I've been following your work on [topic area] for a while
and wanted to reach out after reading your recent piece
on [specific article].
[One specific thing you appreciated or learned from it—
be genuine and specific. Shows you actually read it.]
I work on [your area] at [company/context], and I think
there's natural overlap in what we cover. Would love to
stay connected.
No ask here—just wanted to introduce myself and say I
appreciate the work you're putting out.
Best,
[Your name]
Timing: Send these regularly to people in your space, months before you need to pitch anything.
Template 14: Sharing Their Content#
Use when: Genuine engagement that builds relationship capital.
Subject line: Shared your [topic] article with our audience
Hi [Name],
Just wanted to let you know I shared your article on
[topic] with [our newsletter subscribers / LinkedIn
network / Twitter followers / team].
[Brief note about why you shared it—what made it valuable.]
Thought you'd want to know it's getting some extra
distribution.
Keep up the great work.
[Your name]
Follow-Up Sequence Templates#
Template 15: First Follow-Up (3-5 Days)#
Subject line: Re: [Original subject]
Hi [Name],
Floating this back up in case my last email got buried.
[One sentence summary of your original ask]
Here's the link again: [URL]
Let me know if you have any questions or if I can
provide additional information.
[Your name]
Template 16: Second Follow-Up (5-7 Days After First)#
Subject line: Re: [Original subject]
Hi [Name],
Following up one more time on [topic/request].
Completely understand if this isn't a fit or timing
is bad—just wanted to make sure you saw it.
[URL if relevant]
Either way, thanks for your time.
[Your name]
Template 17: Final Follow-Up (7+ Days After Second)#
Subject line: Re: [Original subject]
Hi [Name],
Last note from me on this—I know you're busy.
If [your offer/request] isn't relevant right now, no
worries at all. Happy to stay in touch for the future.
Best,
[Your name]
Important: Stop after three follow-ups. More becomes counterproductive.
Response Handling Templates#
Template 18: Responding to Positive Interest#
Use when: They express interest but need more information.
Hi [Name],
Great to hear from you!
[Answer any specific questions they asked]
Here's [additional information they requested]:
[Details]
[If applicable: suggest next step]
Let me know if anything else would be helpful.
Best,
[Your name]
Template 19: Responding to Rejection#
Use when: They decline but you want to maintain the relationship.
Hi [Name],
Thanks for getting back to me—I appreciate you taking
the time.
Totally understand [reference their reason if they
gave one].
If anything changes or if there's ever something else
I can help with, don't hesitate to reach out.
Best,
[Your name]
Subject Line Best Practices#
What Works#
| Approach | Example | Why It Works | |----------|---------|--------------| | Specific topic | "Article idea: Content marketing ROI" | Clear, relevant | | Their content reference | "Re: your guide to email outreach" | Shows you read it | | Direct and simple | "Resource suggestion for your SEO page" | No confusion | | Question format | "Guest post on link building metrics?" | Invites response |
What to Avoid#
| Approach | Example | Why It Fails | |----------|---------|--------------| | Clickbait | "You won't believe this SEO trick" | Destroys trust | | Vague | "Quick question" | Gets ignored | | Overly formal | "Inquiry Regarding Guest Contribution" | Feels cold | | Pushy | "URGENT: Link opportunity" | Annoys recipients |
A/B Testing Suggestions#
Test these variations:
- With vs. without their site name
- Question vs. statement format
- Short (3-5 words) vs. medium (6-10 words)
- With vs. without emoji (industry dependent)
Common Mistakes to Avoid#
Personalisation Failures#
Mistake: "I love your blog—great content!" Fix: "[Specific article] changed how I think about [topic]. The point about [specific detail] was especially useful."
Mistake: "I've been a long-time reader" Fix: "I've been following your coverage of [topic] since your [specific older piece]"
Tone Problems#
Mistake: Overly casual when site is formal Fix: Match their tone by reading their existing content
Mistake: Robotic, overly formal language Fix: Write like a real person—contractions are fine
Ask Problems#
Mistake: Burying the ask in paragraph four Fix: Clear ask within first 3-4 sentences after intro
Mistake: Multiple asks in one email Fix: One clear ask per email
Template Tracking System#
Track These Metrics#
For each template version:
| Metric | How to Track | |--------|--------------| | Send volume | Count in outreach tracker | | Open rate | Email tool analytics | | Response rate | Responses / sends | | Positive response rate | Positive responses / total responses | | Link conversion rate | Links won / positive responses |
Iteration Process#
- Use template for 50+ sends
- Calculate response rate
- Identify low performers
- Create variation
- A/B test against original
- Adopt winner
- Repeat
Related Resources#
- Guest Post Pitch Templates - Specialised guest posting templates
- Outreach Quality Checklist - Pre-send quality verification
- Link Building Spreadsheet Templates - Track your outreach
- Outreach Strategy Guide - Complete outreach methodology
- Follow-Up Strategy - When and how to follow up