Best outreach emails in 2023 for link building for SEOs16 min read

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Best outreach emails in 2023 for link building for SEOs

Are you ready to give your SEO link-building efforts a boost with quality outreach emails?

Email outreach is a powerful tool that, when done right, can take your website’s visibility to new heights.

Dive into this article to discover a fresh perspective on crafting effective outreach emails, and set your expectations high as we reveal the best tips, templates, and tools for mastering email outreach.


  • Email outreach is a critical component of SEO and link building, providing numerous benefits but also posing several challenges.
  • Email outreach aids in building high-quality backlinks, fostering industry relationships, and boosting brand visibility.
  • It is an effective method for promoting high-quality content, driving website traffic, and increasing site authority.
  • Email outreach provides insights into the target audience, aiding in content and strategy tailoring, and helping to stay competitive.
  • Some challenges include identifying the right contacts, crafting compelling messages, avoiding spam filters, maintaining established relationships, and managing large-scale outreach.
  • This section discusses how to craft effective outreach emails, with techniques including personalization and building trust and credibility.
  • Personalizing outreach emails, such as using the recipient’s name and tailoring the message to their interests, can significantly enhance effectiveness.
  • Trust and credibility can be built by providing value in emails, such as offering advice or resources, demonstrating expertise, and showing interest in the recipient’s needs.
  • The subject line and preview text of an email are crucial elements that can greatly influence the success of an outreach campaign.
  • Successful subject lines pique curiosity, create urgency, and use power words to entice the recipient to open the email.
  • Effective preview text is concise, engaging, and informative, containing relevant keywords and a compelling call to action to encourage the recipient to read the email.
  • KPIs are vital for assessing outreach campaign success. They include Delivery Rate, Open Rate, Click-Through Rate (CTR), Response Rate, Conversion Rate, Bounce Rate, Unsubscribe Rate, Backlinks Generated, Domain Authority (DA) of Linking Sites, Traffic Generated, and Lead Generation.
  • Areas to analyze for improvement may include the Quality of the contact List, email content, subject lines, timing, frequency of emails, follow-up email practices, reputation, technical factors, and clarity of the CTA.
  • BacklinkManager is a link-building tool. It helps you keep track of your backlinks, their status, and their impact on your SEO performance.

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The Importance of Email Outreach for SEO

Email outreach is an essential part of SEO and link building. It offers significant benefits but also comes with a number of challenges.

Let’s explore them in more detail.

Benefits of Email Outreach for SEO and link building

The incredible benefits of email outreach for link building are impossible to ignore.

Here are a few of them.

  • One of the primary benefits of email outreach is the opportunity to build high-quality backlinks. By reaching out to reputable websites and blogs in your industry, you can secure valuable links that enhance your website’s SEO.
  • Email outreach allows you to foster relationships with influencers, media outlets, and professionals in your industry. These connections can lead to collaborations, partnerships, guest posts opportunities, and more.
  • Regular email outreach can significantly boost your brand’s visibility. The more people who know about your brand, the more likely they are to mention you on their websites and link back to you.
  • If you produce high-quality content, email outreach is an excellent way to ensure it gets seen. You can reach out to influencers, bloggers, and others who might be interested in sharing your content with their audience.
  • Effective email outreach can lead to increased traffic to your website, as recipients visit your site to see the content or services you’re promoting.
  • By securing backlinks from high-quality, authoritative websites, you build your website’s authority. This is an essential ranking factor in SEO.
  • All these benefits collectively contribute to improving your website’s SEO rankings. As you build high-quality backlinks, drive more traffic, and increase your website’s authority, you’re likely to see improvements in your organic search rankings.
  • Email outreach can provide valuable insights about your target audience. By tracking response rates, clicks, and feedback, you can better understand what interests your audience, helping to tailor future content and outreach strategies.
  • By maintaining an effective email outreach strategy, you can stay ahead of competitors who might not be investing as much time and effort into their outreach.
  • The easiest way to get your email outreach campaigns off the ground is by using templates.
  • BacklinkManager is not an email outreach tool but a specialized link-building tool. It helps you keep track of your backlinks, their status, and their impact on your SEO performance.

Challenges of Email Outreach

As with any marketing strategy, email outreach comes with its challenges.

One of the biggest hurdles is finding the right contacts to reach out to. This might involve scouring websites, social media profiles, and forums to identify potential prospects that align with your target audience.

Another challenge lies in crafting compelling messages that will capture the attention of your recipients and encourage them to take action. This can involve fine-tuning your subject lines, preview text, and email content to create a captivating and engaging outreach email.

Next, navigating the world of spam filters can be a tricky endeavor; using a reputable email service provider and avoiding words and phrases commonly associated with spam will help your emails land in the inbox and not the dreaded spam folder.

Once you establish relationships with relevant bloggers and website owners, maintaining them requires as much effort. This means providing ongoing value and regular communication, which can be challenging amidst other business priorities.

Finally, as your business grows, managing email outreach at scale becomes a challenge. It becomes increasingly difficult to maintain the personal touch that makes outreach emails effective.

Crafting Compelling Outreach Emails

Creating outreach emails that will get you the attention of prospective partners is no easy feat. Let’s look at a few bullet-proof techniques to increase the chances of getting favorable responses.

Personalization Techniques

Personalization techniques, such as using the recipient’s name and job title in the subject line and preview text, can help to enhance the effectiveness of your outreach emails. In fact, personalizing an email subject line can increase open rates by an amazing 26%!

To further improve your email outreach efforts, consider tailoring your message to the recipient’s interests, industry, or recent accomplishments. This personalized touch can help to establish a connection with the recipient and demonstrate that you’ve done your research, ultimately increasing the likelihood of a positive response.

Building Trust and Credibility

Building trust and credibility is absolutely essential for successful email outreach.

You can achieve this by providing value in your outreach emails, such as offering helpful advice, providing useful resources, or offering a unique perspective.

By demonstrating your expertise and showing genuine interest in the recipient’s needs, you can create a bond that encourages them to take action.

Some great examples of building trust and credibility in outreach emails include inviting prospects to participate in a roundup post with other experts, offering links from other high Domain Authority (DA) blogs, and offering a content promotion with great enthusiasm.

You can establish a strong foundation for a successful outreach campaign by providing value first.

Best Practices for Subject Lines and Preview Text

The subject line is incredibly important, as it’s like a visit card that can spark the recipient’s curiosity and get them to open the email and take a look. Optimizing the preview text gives you another exciting opportunity to convince your recipients to open your email.

Let’s see how to get the best out of them to pull off successful outreach campaigns.

Subject Line Tips

Subject lines are the first thing a recipient sees when they receive an email, and they can make or break the success of an outreach campaign. The most successful emails (for both opens and replies) have perfectly crafted subject lines between one and five words.

To create irresistible subject lines, try leveraging curiosity by asking questions, creating a sense of urgency, and using power words.

These techniques can help to pique the interest of your recipients and entice them to click on your email, ultimately increasing the likelihood of a successful outreach campaign.

Preview Text Strategies

Preview text is the text that appears in the inbox of an email recipient, usually after the subject line. It is important to optimize your preview text as it can help to entice the recipient to open the email and read its contents.

The best practices for crafting effective preview text include keeping it concise, attention-grabbing, and informative, using relevant keywords, and including a compelling call to action.

Differentiating the preview text from the subject line and building curiosity can also help to attract the recipient’s attention and encourage them to explore your email further.

Best outreach email templates for link building for SEOs

In this section, we will share seven best outreach email templates for link-building for SEOs, covering influencer outreach, brand outreach, press outreach, blogger outreach, podcast outreach, link-building collaboration, and guest post outreach.

These templates have been proven to deliver results when used effectively and can serve as a valuable starting point for your own outreach efforts.

Template 1

Template #1 is designed for brand outreach, focusing on building new business relationships with brands in your niche and igniting mutually beneficial partnerships.

Brand outreach emails template. Source: Respona.

To personalize this template, consider connecting with the person you’re reaching out to on LinkedIn or retweeting one of their recent tweets before sending the email.

You can also include a “P.S.” to mention something they’ve achieved.

Template 2

Template #2 is a customizable blogger outreach email template that can be tailored to specific needs, such as building backlinks.

Backlink building collaboration blogger outreach email template. Source:

The features of Template #2 include personalizing the email, making it relevant and concise, offering clear value to the recipient and including a clear call to action.

Template 3

Template #3 is an email outreach template designed for SEOs to reach out to media outlets like news sites.

Backlink press outreach email template. Source: Prowly.

To get the most out of Template #3, it is crucial to personalize your message and make it sound natural. This approach will help you build trust and credibility with your recipients, increasing the likelihood of a successful outreach campaign.

Template 4

Template #4 is designed to create podcast outreach emails with personalization, an awesome pitch framing the value for the recipient, a compelling call to action, and a genuine and relatable tone.

Podcast Outreach Email Template with least personalization

By incorporating these elements into your outreach emails, you can create messages that stand out in the inbox and entice recipients to take action.

Use Template #4 as a starting point to craft engaging outreach emails that resonate with your target audience.

Template 5

Template #5 is an outreach email template designed for Skyscraper link-building. The features of Template #5 include keeping the message concise and to the point, and a link to a blog post that you’re promoting.

how to write an email outreach template for collaboration

When using Template #5, it is important to make sure that the subject line is clear and concise, the message is personalized, and the call to action is clear.

Additionally, it is important to make sure that the message is relevant to the recipient.

Template 6

Template #6 is a cold email template designed for guest post outreach.

Guest posting blogger outreach email template. Source:

To effectively use Template #6 in your outreach emails, consider personalizing your message, making it sound natural, and focusing on providing value to your recipients.

This approach will help you build trust and credibility with your recipients, increasing the likelihood of a successful outreach campaign.

Template 7

Template #7 is an outreach email template designed for link building from broken links.

Broken link blogger email outreach template. Source:

When using Template #7, it is important to personalize your message and make it accurate.

This approach will help you build trust and credibility with your recipients, increasing the likelihood of a successful outreach campaign.

Measuring and Analyzing Outreach Campaign Success

Measuring and analyzing outreach campaign success involves tracking the right key performance indicators (KPIs). By monitoring these metrics, you can gain valuable insights into the effectiveness of your outreach campaigns and adjust your strategy accordingly.

Key Performance Indicators (KPIs)

KPIs are incredibly important for measuring and analyzing outreach campaign success, as they provide an amazing way to measure the effectiveness of an outreach campaign.

  • Delivery Rate: This is the percentage of emails successfully delivered to your recipient’s mailbox. If your delivery rate is low, it could indicate issues with your email list or spam filters.
  • Open Rate: This is the percentage of recipients who open your emails. A low open rate might suggest that your subject lines aren’t compelling or that you’re targeting the wrong audience.
  • Click-Through Rate (CTR): This metric shows the percentage of email recipients who clicked on at least one link in your email. It’s an important indicator of how engaging your content is.
  • Response Rate: This is the percentage of recipients who reply to your emails. A high response rate usually means your email content is relevant and compelling.
  • Conversion Rate: If your outreach email has a specific call-to-action (like signing up for a webinar, downloading an ebook, or making a purchase), the conversion rate tells you the percentage of recipients who completed that action.
  • Bounce Rate: This is the percentage of emails that could not be delivered. Bounces can be categorized as either “hard” (the email address is invalid or doesn’t exist) or “soft” (temporary issues, like a full mailbox).
  • Unsubscribe Rate: The number of people who opt-out of your emails can tell you if your content isn’t hitting the mark, or if you’re sending emails too frequently.
  • Backlinks Generated: In SEO, one of the main goals of outreach is to generate backlinks. Tracking the number of backlinks you’ve earned from your outreach efforts is crucial.
  • Domain Authority (DA) of Linking Sites: This measures the quality of the backlinks generated. High DA sites contribute more to your own site’s SEO.
  • Traffic Generated: Monitoring the amount of traffic that comes from the sites you’ve reached out to can also help measure the success of your outreach efforts.
  • Lead Generation: For many businesses, the ultimate goal of email outreach is to generate leads. Tracking the number of new leads or customers acquired through your outreach efforts is essential.

By setting realistic goals and tracking progress, you can ensure that your outreach efforts are on the right track and make necessary adjustments as needed. This approach will help you optimize your outreach campaigns and achieve better results over time.

Analyzing and Adjusting Your Strategy

When evaluating the performance of previous campaigns, it is important to analyze the open and click-through rates, track the response rate, and measure the success rate.

Identifying areas for improvement may require analyzing:

  1. Quality of Contact List: The success of your outreach largely depends on the quality of your contact list. Are you reaching out to relevant, high-quality prospects who have the potential to impact your SEO positively? An irrelevant contact list can result in low response and high bounce rates.
  2. Email Content: The content of your email needs to be compelling and valuable. If it’s poorly written, doesn’t offer value, or isn’t personalized to the recipient, your email may be ignored.
  3. Subject Line: The first thing your recipient sees is the subject line. If it’s not captivating, or intriguing, or doesn’t communicate the value of the email, your open rates can suffer.
  4. Timing: The day of the week and time of day you send your emails can significantly impact their effectiveness. For example, emails sent in the middle of the night or on busy Monday mornings may be overlooked.
  5. Frequency of Emails: If you bombard recipients with too many emails, they may start to ignore your messages, or worse, mark them as spam. On the other hand, if you don’t reach out often enough, they may forget who you are.
  6. Follow-up email: A single email often won’t be enough. If you don’t follow up, you could be missing out on many opportunities. However, too many follow-ups could annoy the recipient.
  7. Reputation: If you or your brand have a negative reputation, this could affect the success of your email outreach. This could be due to past spammy practices or negative reviews online.
  8. Technical Factors: Emails need to be properly formatted, work well on all devices, and avoid elements that could trigger spam filters (like certain words, too many links, or large images).
  9. Call-to-Action: The effectiveness of your email outreach can also depend on the clarity and persuasiveness of your call-to-action. If it’s unclear what the recipient should do next, they likely won’t do anything.

Top 10 Tools for Email Outreach Automation and Management

Using the right tools for email outreach automation and management can help you streamline your outreach efforts and save you valuable time.

Let’s check out a few tools with user-friendly interfaces, powerful analytics dashboards, and automation capabilities, making them essential for any successful email outreach campaign.

  1. This tool is excellent for finding and verifying email addresses associated with a specific domain. It can also verify email addresses you’ve found prospecting tool. Source:
  2. BuzzStream: A popular tool for email outreach, BuzzStream allows you to find contact information, send personalized emails at scale, track responses, and follow up.
  3. Mailshake: This tool is excellent for cold emails and follow-ups. It allows you to send personalized emails at scale, automate follow-ups, and track results.Mailshake Software. Source: Milkshake
  4. Yesware: Yesware integrates directly with your Gmail or Outlook account and offers tools for tracking opens, clicks, and responses. It also provides templates, follow-up reminders, and more.
  5. Pitchbox: A comprehensive tool for influencer outreach and content marketing, Pitchbox offers features like personalized outreach, automated follow-ups, and performance analytics.Pitchbox dashboard. Source: Pitchfork.
  6. Gmass: This tool integrates with Gmail and allows you to send bulk emails directly from your inbox. It also provides email scheduling, auto follow-up, and open- and click-tracking.
  7. This is a multichannel sales engagement platform that automates personal email outreach, calls, and tasks, while Sales can focus on what really matters – closing deals.
  8. An all-in-one outreach automation platform. It allows you to find and verify emails, send triggered email campaigns, and track the results.
  9. Woodpecker: This tool specializes in cold emails and follow-ups. It offers personalized emails at scale, automated follow-ups, and result tracking.
  10. NinjaOutreach: A great tool for influencer marketing and outreach, it provides features like email templates, auto follow-ups, and performance tracking.Ninja Outreach's dashboard
  11. BONUS: BacklinkManager is not an email outreach tool but a specialized link-building tool. It helps you keep track of your backlinks, their status, and their impact on your SEO performance.BacklinkManager dashboard


Email outreach is a powerful tool for SEOs and link builders, but it requires careful planning and execution. By keeping the tips and templates provided in this article in mind and making them a standard practice, you can achieve greater success in your outreach campaigns.

Remember, the key to a successful email outreach campaign is personalization, trust, and providing value. So, go ahead and start crafting those amazing outreach emails today!

If you want to see how BacklinkManager can help you keep track of the links earned through email outreach campaigns, book the demo!