Outreach is the lifeblood of link building, sales, PR, and brand partnerships, but getting your emails noticed in a crowded inbox is harder than ever.
Most outreach emails fail not because the idea is weak, but because the message is either too generic, too pushy, or completely misses the mark.
Unpersonalized cold emails get ignored. Templates that worked a few years ago now end up in spam folders.
So what works today?
The answer lies in using tested and refined templates that balance structure with personalization.
Whether you’re pitching a guest post, reclaiming a link, or requesting a product review, having a proven format helps you start strong, keep it human, and get replies.
In this guide, you’ll find 21 expert-approved outreach email templates organized by goals from link building and PR to lead generation and customer engagement.
These templates aren’t scripts to copy-paste. They’re flexible frameworks designed to help you send outreach that feels relevant, respectful, and effective.
Let’s get into the real emails that experts use and why they work.
The importance of personalization in outreach
Personalization is a key factor in successful outreach.
According to Instapage, Emails with personalized subject lines are 26% more likely to be opened, and personalized emails achieve a 29% higher open rate and a 41% higher click-through rate compared to non-personalized ones.
However, many outreach efforts fall short due to common mistakes.
Personalized outreach not only increases engagement but also builds trust and fosters long-term relationships.
Link-building outreach email templates
When you’re reaching out to build links, the right email can make all the difference.
Whether you’re promoting valuable content, offering a guest post, or reporting a broken link, a personalized, relevant message is more likely to earn a response.
In a Reddit thread titled “How to write outreach emails that get replies,” one user summed it up well Cold emails are a delicate art.
Well-crafted outreach opens doors, while generic messages get ignored.
If you’re new to link building or just want to improve your results, starting with a clear, genuine email is the key to building real connections.
When you’re reaching out to build links, the right email can make all the difference.
Whether you’re promoting useful content, offering a guest post, or pointing out a broken link, a clear, personalized message gets better results. Need support? Our link-building service handles the outreach for you.
Below are proven email outreach templates for different link-building strategies:
1. Skyscraper technique outreach template
The Skyscraper Technique focuses on promoting a better, more comprehensive piece of content to websites already linking to similar, but often outdated or thinner content.
Here’s a template that keeps it simple and respectful.
Subject Line: Quick suggestion for your [Topic] page
Hi [First Name],
I came across your article on [Page Title or URL] while researching [Topic], and I thought it was really helpful, especially the section on [Specific Point].
I recently published an updated guide that covers [Topic] in more depth, with fresh stats and examples: [Your URL].
If you’re ever updating your page or looking to include more resources, I’d be thrilled if you’d take a look. Either way, thanks for the great content.
Cheers,
[Your Name]
[Your Website]
💡 Pro tip: Before sending, run a backlink check on the top-ranking articles and focus on sites already linking to similar content.
2. Broken link building outreach template
Broken link building involves helping webmasters fix dead links on their pages by suggesting your relevant content as a replacement.
This works well because you’re offering value while gently recommending your resource.
Subject Line: Broken link on your [Page Topic] page
Hi [First Name],
I was reading your excellent piece on [Page Title or URL] and noticed a link to [Mention Broken Resource or Site] that seems to be broken.
Just thought you’d like to know, as I know how important it is to keep your content updated.
On a related note, I have a resource on [Your Topic] that might be a suitable replacement: [Your URL].
Either way, I appreciate the work you’ve done on the article, super useful!
Best,
[Your Name]
[Your Website]
3. Guest post outreach template
Guest posting is still one of the most direct and effective link-building methods, especially when targeting high-quality guest post sites if done respectfully and with value in mind.
Subject Line: Content contribution idea for [Website Name]
Hi [First Name],
I’m a regular reader of [Website Name] and enjoyed your recent article on [Topic]. I’m reaching out to see if you’re open to a guest contribution.
I’d love to write something along the lines of:
– [Proposed Headline 1]
– [Proposed Headline 2]
I’ve previously written for sites like [Site Name or Two], and I always aim to provide practical, well-researched content.
Let me know if you’re interested, and I’d be happy to send over a full draft or outline.
Thanks for considering!
[Your Name]
[Your Website]
💡 Pro Tip: Customize the topic pitches to match the site’s recent content style and audience interest.
4. Resource page outreach template
Resource pages are curated lists of helpful tools or content.
If your article, guide, or tool is a good fit, this outreach template helps position it as a value-add without being pushy.
Want a full breakdown? Check out our resource page link-building guide for practical tips and examples.
Subject Line: Suggestion for your resources on [Topic]
Hi [First Name],
I came across your resource page on [Topic] here: [URL], and found it super helpful. Thanks for putting it together.
I wanted to suggest a resource that might be worth including: [Your URL]. It’s a [brief description of the resource, e.g., free tool, detailed guide, checklist] that’s been getting positive feedback from [Who it helps or how it’s useful].
Understand if it’s not a fit, but I thought I’d pass it along in case it’s useful to your audience.
Cheers,
[Your Name]
[Your Website]
5. Infographic promotion outreach template
Visual content like infographics can attract links when paired with smart outreach.
The key is to briefly explain what the infographic covers and why it might interest the recipient’s readers.
Subject Line: New infographic on [Topic] – Thought it might interest your readers
Hi [First Name],
I recently created a visual piece that breaks down [Topic] in an easy-to-digest infographic: [Your URL].
Since you’ve covered [Related Topic or Article] on your site, I thought this might be something your audience would find useful or interesting.
I’d be happy to provide a short write-up if you’re open to featuring it. Let me know what you think!
Best,
[Your Name]
[Your Website]
6. Expert roundup participation template
Expert roundups help bloggers and marketers create high-value content by combining insights from multiple professionals.
Contributing to these roundups gives you a chance to be featured, often with a backlink, while building relationships with niche publishers.
Subject Line: Happy to contribute to your expert roundup on [Topic]
Hi [First Name],
I saw that you’re putting together an expert roundup on [Topic], sounds like a fantastic idea. I’d love to contribute a quick insight if you’re still accepting responses.
Here’s a short answer from my side: “[Your Quote – 2-3 sentences]”
Feel free to edit it for clarity or length. If you’d like a short bio or headshot, I can send that over too.
Thanks for considering me!
[Your Name]
Your Website]
7. Link reclamation email template
Over time, links break due to site migrations, URL changes, or accidental removals.
If someone once linked to your page, there’s already intent that they saw value. Reclaiming these links is one of the easiest wins in link building.
Subject Line: Quick fix suggestion for [Their Site Name]
Hi [First Name],
Hope you’re doing well! I noticed that a page on your site [Their URL] used to link to one of our resources at [Your Old URL], but the link seems to be missing or no longer working.
We’ve since updated the content and moved it here: [Your Updated URL]
If you’re still interested in sharing it, you can update the link with the new one. Just wanted to flag it in case it slipped through the cracks.
Appreciate the original mention either way!
[Your Name]
[Your Website]
8. Competitor backlink outreach template
If a site is linking to your competitor, they’re open to sharing third-party resources.
By showing how your content offers something better, updated stats, better design, and more depth, you position it as a valuable alternative.
Subject Line: Additional resource on [Topic] for your page
Hi [First Name],
I noticed you linked to [Competitor’s Article or URL] in your piece on [Their Article Topic]. I’ve put together a similar resource that adds a few new angles, like [Mention Unique Element or Update].
Here’s the link: [Your URL]
Thought it might be worth checking out, especially if you’re planning to refresh that post anytime soon. Either way, thanks for sharing great content!
Best regards,
[Your Name]
[Your Website]
9. Unlinked brand mention email template
Websites often mention your brand name but forget to link it.
Turning those brand mentions into live links gives you referral traffic, SEO value, and builds authority with minimal effort.
Subject Line: Quick link request – thanks for the mention!
Hi [First Name],
Thanks a ton for mentioning [Your Brand] in your article “[Article Title]” on [Their Website Name]. I appreciate the kind words!
I noticed the mention wasn’t linked, and I was wondering if you’d be open to linking it to our homepage here: [Your URL]
It would help readers who want to learn more about us. No pressure at all, just thought I’d check.
Thanks again for the shoutout!
[Your Name]
[Your Website]
Podcast & PR outreach email templates
Getting featured on podcasts or in the press is more than just publicity. It builds authority, earns links, and drives targeted traffic.
Whether you’re pitching yourself as a guest, promoting a new product, or sharing a newsworthy story, how you frame your message makes all the difference.
Use these templates to start genuine conversations with podcast hosts, journalists, and event organizers.
Keep it relevant, respectful, and concise, just enough to spark interest without overwhelming their inbox.
10. Podcast guest pitch template
Podcasts are a powerful way to share your story, expertise, or product in a relaxed, conversational format.
If you’ve got something valuable to say, podcast hosts are often open to hosting new voices, especially those who bring fresh insights to their audience.
Subject Line: Potential guest for [Podcast Name]?
Hi [First Name],
I’m a regular listener of [Podcast Name], and I enjoyed your recent episode with [Guest Name]. The discussion around [Topic] stood out.
I wanted to reach out to see if you’d be open to having me as a guest on the show. I specialize in [Your Niche], and I’d love to share some ideas on [Topic You Can Speak On].
A few things we could cover:
– [Idea 1]
– [Idea 2]
– [Idea 3]
I’ve been featured in [Any Past Appearances, Blogs, or Projects], and I can make sure our chat is practical and relevant for your listeners.
I’m happy to provide anything you need ahead of time, questions, sound check, bio, etc.
Thanks for considering it!
[Your Name]
[Your Website]
[Your LinkedIn or Twitter]
11. Press outreach template
A timely and well-structured press pitch can lead to mentions in magazines, blogs, and news outlets.
Journalists and editors are always on the lookout for fresh stories, product launches, or interesting data.
Want help getting your story in front of the right people? Our team handles press outreach and Digital PR, just results. Reach out to start a conversation.
Subject Line: Story idea: [Short Hook]
Hi [First Name],
I’m reaching out with a quick press update that might be of interest to your readers at [Publication Name].
We just launched [Product/Feature/Event], which solves [Short Description of Problem]. It’s designed for [Audience] and is already seeing [Early Results or Customer Feedback if any].
Here’s the key info:
– Product/Announcement: [Title]
– What’s new: [1–2 bullets]
– Website: [URL]
Happy to share a press kit, screenshots, or jump on a quick call if you’re interested.
Thanks for your time,
[Your Name]
[Your Job Title]
[Your Contact Info]
12. Product review request template
Product reviews build trust and can drive traffic and conversions.
Reaching out to the right bloggers, YouTubers, or newsletter writers with a simple, no-pressure pitch can open the door to helpful third-party endorsements.
Subject Line: Would you like to try [Your Product Name]?
Hi [First Name],
I came across your review of [Another Product] and liked how thorough it was, especially your points on [Specific Detail].
I’m the founder of [Your Brand], and we’ve recently launched [Short Product Description]. I’d love to send you a free copy/access if you’re open to trying it out and possibly sharing your thoughts.
Here’s a quick overview:
– What it does: [One-liner benefit]
– Who it’s for: [Audience]
– Link: [Product Page]
No pressure at all, it’d just be great to hear your honest feedback.
Let me know,
[Your Name]
[Your Website]
13. Event invitation outreach template
Inviting industry professionals, customers, or press to your virtual or in-person event can create buzz, bring in attendees, and earn backlinks if the event is mentioned in a newsletter, calendar, or blog post.
Subject Line: You’re invited: [Event Name] on [Date]
Hi [First Name],
I wanted to personally invite you to [Event Name], happening on [Date/Time]. We’re bringing together [Who It’s For] to talk about [Topic or Purpose].
You’ll hear from speakers like [Names], and we’ll cover insights on [Key Subjects].
Details:
– Event: [Title]
– Date/Time: [Date]
– Format: [Virtual/In-Person]
– RSVP: [Link]
It would be great to have you join us. Let me know if you need any other info or would like a press pass.
Best regards,
[Your Name]
[Your Role/Organization]
Cold sales & lead generation templates
These outreach templates help you connect with potential customers, warm up cold leads, and generate interest in your product or service.
Whether you’re offering a demo, sharing a valuable resource, or showcasing results, each email is designed to start conversations that lead to sales or partnerships.
14. Cold sales outreach email template
Direct and value-focused, this cold sales email avoids fluff and shows how you can solve a real problem. It’s best when targeted to a specific person at a company with a clear need for your offering.
Subject Line: Helping [Company Name] with [Specific Benefit]
Hi [First Name],
I came across [Company Name] and noticed you [Mention a Relevant Detail or Challenge].
At [Your Company], we help [Target Audience] solve [Problem] through [Your Product/Service]. For example, we helped [Client Name] improve [Result] by [X]%.
Would you be open to a quick 15-minute chat this week or next? Happy to walk you through how we can support your team.
Best,
[Your Name]
[Your Job Title]
[Website]
[Contact Info]
15. Lead magnet promotion template
Sharing a useful guide, checklist, or eBook gives people a reason to engage without asking for anything in return.
It builds trust and opens the door to future conversations.
Subject Line: [Free Guide/Template] to help with [Pain Point]
Hi [First Name],
We just put together a free [eBook/Template/Guide] for [Audience] looking to [Solve Problem]. Based on recent trends and feedback, we focused on [Key Insight].
You can check it out here: [Link]
If you find it helpful, I’d love to hear your thoughts. No forms or sign-ups needed just good info.
Best regards,
[Your Name]
16. Case study outreach email template
Showing real results makes your pitch more credible.
A strong case study proves that you’ve helped similar companies solve the same problems, making it easier for new leads to trust you.
Subject Line: How we helped [Company Name] [Result]
Hi [First Name],
Thought you might be interested in this quick case study on how we helped [Client Name] [Specific Result] in [Timeframe].
[1–2 lines about the challenge and how you solved it]
Full story here: [Link to Case Study]
If you’d like to explore something similar for [Their Company Name], I’d be happy to chat.
Thanks,
[Your Name]
17. Free tool/resource promotion template
Offering a helpful free tool positions your brand as generous and useful.
If it solves a real problem or simplifies a task, people are more likely to share it and remember your brand.
Subject Line: Try our free [Tool Name] for [Problem/Use Case]
Hi [First Name],
Just wanted to share a free tool we created: [Tool Name]. It helps [Audience] do [Task] faster/easier, without needing to sign up or pay.
You can give it a try here: [Link]
Would love your feedback or feel free to share it with others if you think it’s useful.
Cheers,
[Your Name]
Customer engagement & relationship-building templates
These templates help you build stronger relationships with your customers by inviting them to share feedback, testimonials, or refer others.
They’re designed to keep your brand top of mind, increase trust, and create meaningful interactions that benefit both you and your audience.
18. Customer testimonial request email
Happy customers are often willing to help, you just need to ask clearly and make it easy.
A good testimonial adds credibility to your business and builds social proof.
Subject Line: Would you mind sharing a quick testimonial?
Hi [First Name],
I appreciate your trust in us and was glad to hear that [mention what went well].
We’re putting together a few short customer stories and would love to include your thoughts. If you’re open to it, just a few lines about your experience with [Your Company/Product] would be incredibly helpful.
Here’s a simple link to submit: [Link]
Thank you again for being a valued customer.
Best,
[Your Name]
19. Client referral request email
Referrals are one of the most effective ways to bring in new business.
This email keeps the ask casual but confident, showing you value the client’s network.
Subject Line: Know someone who could use [Your Product/Service]?
Hi [First Name],
Working with you has been a pleasure, and I was wondering if you might know someone else who could benefit from what we do at [Your Company].
If someone comes to mind, feel free to make an introduction or send them this link: [Referral Page]
We’re offering [Incentive, if applicable] as a thank-you for any successful referrals.
Appreciate your support!
Best,
[Your Name]
20. Customer re-engagement email template
Sometimes customers drift away. This template is a friendly way to remind them what they liked about your service and invite them back, with a nudge or offer.
Subject Line: We’ve missed you at [Company Name]
Hi [First Name],
Noticed it’s been a while since you last [used product / logged in / visited us], and I wanted to check in.
We’ve made a few updates you might like—[mention key feature or offer].
As a small thank-you, here’s [discount/incentive] if you decide to give us another try: [Link]
Either way, we appreciate having you as part of our community.
Cheers,
[Your Name]
21. User feedback request email template
Customers appreciate being heard. This email shows you care about their opinion, while helping you improve your product or service.
Subject Line: Got 2 minutes to share your thoughts?
Hi [First Name],
We’re always working to make [Your Product/Service] better, and your feedback would mean a lot.
If you have 2 minutes, this quick form will help us understand what’s working and where we can improve: [Link to survey or form]
Thank you in advance, we read every response.
Warm regards,
[Your Name]
Conclusion
Using well-structured outreach templates helps you stay consistent, save time, and boost replies whether you’re building links, growing your network, or connecting with customers. These templates are starting points that bring clarity and direction to your messages.
However, no one-size-fits-all email exists. Customize each message to suit your audience, track how they perform, and refine your approach over time. Small adjustments in tone, timing, or structure can lead to much better results.
Take the next step, pick a template, put it to use, and see how far the right words can take you.
Need help refining your outreach strategy or want custom email templates built around your goals?
Contact us today and let’s get started.
