Have you ever tried emailing journalists, bloggers or influencers to notice and write about your business? Then you know how hard it can be. That’s exactly where a PR outreach email templates come in handy!
In this article, you will find out:
- What are the goals of PR outreach? We will help you save time and create a professional image of your business.
- How to write an effective email outreach template? We will show you what you should consider while creating such templates.
- What are the types of PR outreach email templates? Different occasions require different writing styles, and we’ve prepared many consistent templates for you.
Sounds good? Let’s improve your “outreach game” then!
TL;DR:
- A PR outreach email can increase your brand’s awareness, build your authority and credibility, create several worthy backlinks to your page or announce an important event for your business.
- You can aim for many different objectives while writing media emails, but you’ll be better off preparing a PR outreach email template which will speed up and organize the whole process. Personalize your writing and put yourself in the shoes of the recipient.
- Keep your messages short and sweet. A catchy subject line and substantial follow up are the way to go.
- Timing is crucial in many business aspects, including media outreach. Be mindful of the context of every outreach email template you create, and double-check your assumptions to improve your email outreach.
- There are many different objectives you could aim for with PR outreach emailing. You must prepare outreach email templates for different occasions and tell your story concisely, captivatingly and honestly via a short email.
- A guest post inquiry is aimed at the website owner with a request to publish the guest post on their website. A reaching out to an influencer email explains who you are, why you are writing, and your value proposition. A good “Product review” PR outreach template presents yourself, your product and what you offer. A thank you email is a nice way to start or maintain a relationship with someone who delivers valuable content. A follow up email is a good idea if the recipient of your email opened it but did not reply, or if you know the person was interested in your offer but did not respond.
- A good PR outreach email for a podcast, new feature announcement or a product launch should include the article name, a specific point about the article, a link to the article and ask for permission before sharing the infographic.
- Fundraising outreach emails should clearly explain the fundraising goal, how the recipient can help, and what the incentives are for donating. They should also include a CTA. A “congratulations” PR outreach email template is a friendly way to congratulate someone on a recent accomplishment, introduce yourself and establish contact at the same time. An event invitation outreach email template should be concise, clear and capture the reader’s attention.
- When someone mentions your brand but doesn’t link to your website, you should contact them and request them to fix it. A good book review can gain you much attention. Reach out to journalists or bloggers who, at the same time, are reviewers and tell them why they would be relevant content and how it will benefit their readers. Start by preparing a list of top bloggers in your business niche and then contact them, explaining why you are writing and what you would like to achieve by working with them.
- There are several tools that can help you with your PR outreach:
- With Backlink Manager, you can track your links and manage the relationships you acquired with influencers, link builders etc.
- Prowly can help you find the right journalists to reach out to.
- Ahrefs also helps you track backlinks and has in-built tools for link building, keyword research, competitor analysis, rank tracking and site audits.
The goals of a PR outreach email
First things first – what is the purpose of these efforts? PR outreach emailing is one of the best ways to grow your business nowadays. A captivating and appealing website is a must, but it won’t be enough. Even the best-designed site won’t convert into sales if nobody visits it. That’s why you have to capture the attention of your target audience and raise awareness of what you offer externally.
An effective PR outreach is an efficient way of doing so. It can increase your brand’s awareness, build your authority and credibility, create several worthy backlinks to your page or announce an important event for your business, like a funding round or a new product lunch.
Whatever your goal is, a well-done PR outreach resulting in press coverage will help you to achieve it.
How to write an effective email outreach template
There are many different objectives you can aim for while writing media emails. However, whether you’re interested in a guest post, link building, a brief call or anything else, you’ll be better off preparing a PR outreach email template which will speed up and organize the whole process.
There are a few rules to creating a successful template:
- Personalize your writing. Remember, the recipient of your email is a human being who most likely receives dozen of different emails daily, just like you do. Put yourself in their shoes. Don’t write in a vague, unattractive way. Think about what would make you more likely to open an email from a stranger, and take some time to personalize your emails, so they do not look like an AI generate content (as efficient as it is, it’s still writing done by machines).
- Keep your messages short and sweet. Currently, we communicate at a crazy-fast pace, the attention span is getting shorter and shorter, and TLDR (too long, didn’t read) is a very common acronym. Respect the time of the person you write to, and be concise. The briefer you are, the more likely your proposition will be read. A catchy subject line and substantial follow up are the way to go.
- Demonstrate value. If you reach out to someone, you ask for a favour, not the other way around. Your email should clearly show why it’s worth helping you out and why your value proposition is better than the countless other solutions on the market.
- Show professionalism. It is probably the biggest trait in any business. Ensure your writing style is respectful and shows you know what you are talking about. Find the sweet spot which presents you and your brand in a relevant way.
- Find the right timing. As you’re probably already aware, timing is crucial in many business aspects. It’s the same when it comes to media outreach. Be mindful of the context of every outreach email template you create. Who and when will read it? When and where will you send it? A few simple questions and double-checking your assumptions will improve your email outreach.
Keep in mind that, more often than not, your message will be a cold email – meaning it will be a first contact with the recipient. It drastically reduces the chances of the reply, but don’t worry, with time and by reading our blog, you’ll get much more proficient at it!
The types of PR outreach email templates
There are many different objectives you could aim for with outreach emailing. For your actions to be effective and well sorted out, you must prepare outreach email templates for different occasions. Needless to say, asking for media coverage of your first funding round requires a different approach than trying to set up a quick call with a blogger or influencer.
Every worthwhile business has a story. It’s your job to tell that tale concisely, captivatingly and honestly via a short email. Craft your email templates to increase the chances of getting your story heard.
The more thought-out your templates are, the more successful your PR outreach will be. That being said, let’s look at our picks for the best PR outreach email templates.
1. Guest post inquiry template
Such an inquiry is usually aimed at the website owner with a request to publish the guest post on their website. Guest posts are a great way to increase traffic to your site, create backlinks (and we can’t stress enough how important they are in the modern era) and develop fruitful relationships with other businesses or bloggers.
Here’s an example of good guest posts inquiry PR outreach email
2. “Reaching out to an influencer” template
How to get the attention of an influencer relevant to your business niche? By reaching out to them, explaining who you are, why you are writing, what’s your value proposition, and how they can benefit from a partnership with you.
Here’s an example of a good “reaching out to an influencer” PR outreach email
3. Product review PR outreach template
The idea here is similar to the one above. You reach out to someone relevant to your business niche and offer them your product for free to review. Keep it simple – present yourself, your product and what you offer.
Here’s an example of a good “Product review” PR outreach email
4. The “Thank You” PR outreach template
Writing a “thank you” email to someone who delivers valuable content is a method to start or maintain an existing relationship. A personalized comment can be a kind way of introducing who you are and your business.
Example of a good “Thank You” PR outreach email
5. Follow up template
If the recipient of your email opened it or clicked the link you provided but did not reply, or you know that the person you wrote to was interested in your offer but did not respond, it’s a good idea to write a follow up email.
When you do so, use a “two-step” tactic – add some extra assets connected to your original proposition (e.g. a link to another content or visuals).
here’s an example of a good follow up PR outreach email
6. The “broken link” email outreach template
Whenever you encounter a dead link on a resource page, writing an outreach email mentioning your finding and offering a backlink to your page is a good idea.
It can be a win-win situation but ensure you offer a backlink to a relevant and valuable post. Such requests won’t work every time, but when they do, it will be worth your time.
Example of a good “broken link” PR outreach email
7. Infographic email outreach template
Infographics are an effective way to present information in a blog post, and that’s why they are so widely used. How to offer such a graphic? Remember to:
- Mention the article name (not the URL – that’s what spammers do)
- Mention something specific about the article (proving that you’ve read it)
- Ask before sharing the infographic (asking for permission is more polite than just sending your content)
Here’s how an example of a good infographic PR outreach email looks like
8. Podcast pitch email outreach template
For the last few years, podcasts have been on the rise, and it seems to be the case for the foreseeable future. Being featured in a podcast is a great way to reach a new audience and build a brand. It also establishes your credibility and increases your reach.
The best part is that podcasts are relatively inexpensive compared to other media outlets and are an affordable way to put your company name in front of more people.
Example of a good podcast pitch PR outreach email
9. New feature announcement email template
A new feature or a product launch is a perfect opportunity to get press releases or precious backlinks. Pick journalists, editors or influencers who operate in your niche and craft a simple and clear announcement. Remember to use images and videos, and you are good to go.
Example of a good feature announcement outreach email
10. Fundraising outreach template
Whenever you mention fundraising in an email, remember to:
- clearly explain what the fundraising goal is, how the recipient can help, and what the incentives are for donating
- describe how the funds will be used
- always include a CTA
Example of a good fundraising outreach email
11. Backlink request email template
In this day and age, backlinks are the backbone of any online presence, making them precious.
Getting them from other relevant sites is not easy, so remember to demonstrate value in a link to your website.
Here’s how a polite backlink request can look like
12. “Congratulations” PR outreach email template
Such an email is a friendly way to congratulate someone on a recent accomplishment (new product or service launch, an award or a press release), introduce yourself and establish contact at the same time.
Example of a good “congratulations” PR outreach email
13. An event invitation email template
How do you maximize the chance of guests you count on attending your branded event? By writing attractive invitations.
Such an invitation should be: concise, clear and capture the reader’s attention. It should also CTA the reader to RSVP or take action.
Here’s an example of a good event invitation outreach email
14. Partnership announcement email template
Partnerships between companies often lead to new and exciting premises, which is worth communicating. If you outreach about a new partnership, make sure you:
- describe the relationship between the two companies
- explain the benefits of the partnership to both parties
- outline the strategy of the collaboration
Here’s an example of a good partnership announcement outreach email
15. Survey results email template
People love numbers, right? We sure do, as they often provide informative and interesting data. You can use survey results to your advantage in outreach emails. Consider including visuals such as graphs, charts and tables to help illustrate your point and the value you offer.
An example of a good survey results outreach email
16. Webinar invitation email outreach template
Webinars are a popular way to gain brand exposure. How to achieve satisfactory attendance of viewers? By sending out invitations which:
- simplify registration process
- clearly present the value of the content to be presented
- do not overadvertise the event
Here’s an example of a good webinar invitation outreach email
17. Link reclamation email outreach template
When someone mentions your brand but does not link to your website, you should contact them and kindly request them to fix it. For you, it’s an effective way of getting a valuable backlink. For them, it improves the user experience of their visitors.
Example of a good reclamation email outreach email
18. Book review request email template
How can you reach a target audience for your book? By getting reviews (hopefully, good ones). One way of doing so is reaching out to journalists or bloggers who, at the same time, are reviewers. A sincere and favourable review can gain you much attention.
Remember to mention what’s your book about, who has already liked it and why you believe your recipient will like it.
Here’s an example of a good book review request outreach email
19. Speaker invitation email outreach template
The more recognizable you are, the easier it is to get insightful guests at the events you organize. However, even if you’re still building your brand, you can use email to reach potential guests.
Keep in mind everything we’ve already written: keep your writing style personal, short and professional.
Here’s an example of a good speaker invitation outreach email
20. New blog post promotion email outreach
Have you or any of your authors recently written a killer blog post? If so, it’s worth spreading the word.
Use your media contacts and tell them why it would be relevant content and how it will benefit them and their readers.
Here’s an example of a good new blog post promotion outreach email
21. Blogger outreach email template
Getting your content in front of a devoted fanbase of the right person will help to build your brand awareness.
Start with preparing a list of top bloggers in your business niche and then contact them, explaining why you are writing and what you would like to achieve by working with them.
Example of a good blogger outreach email
22. Collaboration PR outreach
If done honestly, paid collaborations are a great way to get relevant publications or website traffic.
When you offer a paid collaboration, clarify your goals, why you want to work with a person you write to, and why it’s worth their time to work with you.
If you feel like it’s the right choice, here’s an example of a good collaboration PR outreach email
Best tools to measure the effects of your PR email outreach
Choosing the best email outreach software is one thing (a link to another blog post?), but measuring the effects of your actions is a different story. That’s why we’ve prepared a list of useful apps to help you estimate your progress over time.
Backlink Manager
With Backlink Manager, you can track your links with an automated system that notifies you when a link you paid for has been removed or the page is down. It also allows you to manage the relationships you acquired with the influencers, link builders etc., via your PR email outreach.
Ahrefs
Ahrefs helps you track the number of backlinks against your competitors. Its bot is the second most active web crawler, and, as a result, they have one of the biggest backlink databases in the industry. Ahrefs also has in-built tools for link building, keyword research, competitor analysis, rank tracking and site audits.
Screaming Frog
Screaming Frog is a tool that audits common SEO issues and highlights what you should improve on your website. Among many features, it also allows you to find broken links, analyze page titles and metadata or discover duplicate content.
Conclusion
We hope the PR outreach email will be significantly easier with our help. Let us know which PR outreach email template you like best!
As with many other areas of digital marketing, it takes time to see the effects of your efforts. Wrapping up, we’d like to remind you to:
- prepare your own outreach email templates to make the process more efficient
- know your goals before you set out
- use tools to measure the results of your outreach to maximize the effects of your work
Want to get started with Backlink Manager? Go to https://app.backlinkmanager.io/signup and see how you can easily manage your PR email outreach outcomes.
