These templates provide proven structures for link building outreach. Always customise for each recipient—generic, unchanged templates underperform.
How to Use These Templates#
Customisation Requirements#
Every email must include:
- Recipient's actual name
- Specific reference to their content
- Why your content fits their context
- Clear, easy action
Never send:
- Unchanged templates
- Obvious placeholders ([SITE NAME])
- Generic flattery
- Mass identical emails
Guest Posting Templates#
Initial Guest Post Pitch#
Subject: Article idea: [Specific topic relevant to their audience]
Hi [Name],
[Specific reference to recent article they published—mention
something specific that shows you actually read it.]
I'd like to pitch a guest article on [topic]. I noticed you
haven't covered [specific angle] yet, and your readers would
find it valuable because [brief, relevant reason].
Here are a few topic ideas:
1. [Topic 1]: [One sentence explaining value/angle]
2. [Topic 2]: [One sentence explaining value/angle]
3. [Topic 3]: [One sentence explaining value/angle]
I'm [brief credential relevant to topic—not a life story].
Here's a sample of my writing: [link to relevant published piece]
Would any of these work for [Publication name]?
Best,
[Your name]
Guest Post Follow-Up#
Subject: Re: Article idea: [Topic]
Hi [Name],
Floating this back up in case it got buried—I know how
hectic inboxes can get.
I'd still love to contribute on [topic]. Quick reminder of
the ideas:
1. [Topic 1]
2. [Topic 2]
Happy to adjust the angle if something else would work better
for your audience.
[Your name]
After Guest Post Acceptance#
Subject: Re: [Topic]
Hi [Name],
Excellent—thanks for the opportunity!
I'll have the draft to you by [date]. Quick questions before
I start:
- Any word count preferences?
- Formatting requirements?
- Style guide I should follow?
Looking forward to contributing.
[Your name]
Broken Link Building Templates#
Standard Broken Link Email#
Subject: Broken link on your [page name]
Hi [Name],
I was reading your [page/article name] and found a broken
link—the link to [original resource topic] is returning a 404.
I have a resource that covers similar ground:
[Your URL]
It [brief description of what your resource covers].
Thought you'd want to know either way!
Best,
[Your name]
Broken Link with Multiple Issues#
Subject: A few broken links on [page name]
Hi [Name],
Going through your [page name] resource and noticed a couple
of broken links:
• [Broken link topic 1] — 404
• [Broken link topic 2] — 404
I have a resource that could work for [specific one]:
[Your URL]
It covers [brief description].
Happy to suggest alternatives for the others if helpful.
[Your name]
Broken Link Follow-Up#
Subject: Re: Broken link on [page name]
Hi [Name],
Just checking if you saw my note about the broken link on
your [page name].
The link to [topic] is still showing as broken. My resource
at [URL] could work as a replacement if useful.
Either way, hope this helps!
[Your name]
Resource Page Templates#
Standard Resource Request#
Subject: Resource for your [page name]
Hi [Name],
Found your [page name] while researching [topic]—great
collection of resources.
I have a [brief description] that might be a good addition.
It covers [specific aspect your current resources don't fully
address].
Here's the link: [URL]
Let me know if you think it fits.
Best,
[Your name]
Resource Page with Specific Fit#
Subject: Suggestion for your [topic] resources
Hi [Name],
I was looking at your [page name] and noticed you include
[type of resources they list].
I recently created a [content type] that covers [topic]
specifically. It might work well alongside your [name of
similar existing resource] since it focuses on [different
angle/audience/approach].
Here it is: [URL]
Either way, thanks for maintaining such a useful page.
[Your name]
Unlinked Mention Templates#
Brand Mention Request#
Subject: Thanks for mentioning [Brand Name]!
Hi [Name],
Just came across your article on [topic]—thanks for
mentioning [Brand Name]!
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 section about [specific location].
Thanks again for including us.
Best,
[Your name]
[Your company]
Research/Data Citation Request#
Subject: Link to our [research/study] in your article
Hi [Name],
I noticed you referenced our [research/study/data] 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 Recovery#
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 now.
Thanks,
[Your name]
Redirect Update Request#
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]
Quick fix that'll help readers get straight to the content.
Thanks!
[Your name]
Relationship Building Templates#
Initial Connection (No Ask)#
Subject: [Topic]—enjoyed your recent piece
Hi [Name],
I've been following your work on [topic] and wanted to say
your recent piece on [specific article] really resonated.
[One specific thing you appreciated about it—shows you
actually read it.]
I work on [your area] and would love to connect. I think
there's 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].
I'm working on [project/content] and wondered if you'd be
interested in [specific collaboration idea—quote, contribution,
joint piece, etc.].
Would you be open to discussing?
Best,
[Your name]
Follow-Up Sequence#
First Follow-Up (3-5 days)#
Subject: Re: [Original subject]
Hi [Name],
Just floating this back up in case it got buried.
[One-sentence reminder of what you offered/asked]
Here's the link again: [URL]
Let me know if you have questions.
[Your name]
Second Follow-Up (5-7 days after first)#
Subject: Re: [Original subject]
Hi [Name],
Following up one more time on [topic].
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]
Final Follow-Up (Optional)#
Subject: Re: [Original subject]
Hi [Name],
Last note from me on this—I know you're busy.
If [your offer] isn't relevant right now, no worries. Happy
to stay connected for the future.
Best,
[Your name]
Subject Line Best Practices#
What Works#
- Specific: Reference their content
- Clear: What the email is about
- Brief: Under 50 characters
- Honest: No clickbait
Examples by Template Type#
Guest posting:
- "Article idea: [Specific topic]"
- "Pitch for [Publication]"
Broken links:
- "Broken link on [page name]"
- "Quick fix for your [topic] page"
Resource pages:
- "Resource for your [page name]"
- "Suggestion for your [topic] resources"
Mentions:
- "Thanks for mentioning [Brand]!"
- "Link to our [resource] in your article"