Creating an Effective Outreach List for Link Building in 202317 min read

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Best outreach emails in 2023 for link building for SEOs

In the rapidly evolving digital landscape, one strategy has consistently proved its worth: link building. This is the strategic process of acquiring backlinks from other websites, a critical factor that search engines use to determine your site’s relevance and authority.

The foundation of this strategy lies in building a robust, well-researched outreach list. In this article, we’ll take a deep dive into how to construct an effective outreach list that targets the right customers, captures the appropriate email addresses, and significantly enhances your link-building efforts.

Whether you’re a seasoned professional or an SEO novice, these insights will help refine your approach to outreach and secure your place in the search engine result pages (SERPs).

Let’s get right into it!


  • Link building outreach is a potent strategy to boost search engine rankings and establish significant industry relationships.
  • Building an effective outreach list involves identifying key players in your niche, using tools such as Domain Authority (DA) and Domain Rating (DR) to evaluate potential targets.
  • Regularly updating and pruning your outreach list ensures you focus your efforts where they’re most likely to yield results.
  • Craft compelling outreach emails with persuasive subject lines and content that provides clear value to the recipient.
  • Utilize automation tools to enhance efficiency for tasks such as prospecting for email addresses, sending mass emails and scheduling follow-ups.
  • Keep track of essential metrics like response rates, backlinks acquired, relationships built, and open rates to optimize your strategy.
  • Regular monitoring of your acquired backlinks for status changes and quality is critical to maintaining the health of your backlink profile.
  • BacklinkManager offers a comprehensive solution for many tasks associated with link building outreach, including link monitoring, reporting, and more.<

    Try the best tool for your link building campaigns! CRM + Link Monitoring + Reporting


What is Link Building Outreach?

backlinks, seo, link building

Link building outreach is a proactive process where you identify, approach, and engage with relevant websites, blogs, or influencers within your industry in an effort to secure valuable backlinks to your site.

It involves researching potential outreach candidates, tailoring personalized outreach communications, and nurturing relationships with these prospects over time.

This is not merely a one-and-done transaction; it’s an ongoing dialogue aimed at mutual benefit. In other words, link building outreach is about creating meaningful relationships in the digital world that drive tangible results in the form of improved search engine visibility.

The Benefits of Link Building Outreach

If you ask most SEO managers why they engage in outreach campaigns, the first thing you’ll normally hear is that it’s the best way to proactively secure backlinks for your website. Backlinks are seen as endorsements of credibility by search engines like Google and Bing, marking your website as trustworthy and authoritative.

The better your website is judged to be by search engines, the higher you’ll rank in the SERPs. And, of course, higher ranking means a higher probability of potential customers stumbling upon your website in their search queries, enhancing your digital footprint.

In addition to boosting the number of people who discover your site organically, link building outreach can also lead to a noticeable increase in referral traffic. Every time users navigate to your site by clicking on links embedded in other sites, your overall web traffic experiences a surge.

This organic flow of visitors from relevant platforms in turn boosts your site’s standing, further encouraging search engines to view your website as authoritative.

One of the underestimated benefits of outreach is that it leads to you building authentic relationships within your industry. By reaching out to influencers, bloggers, and industry professionals, you’re opening doors to meaningful connections.

If they appreciate your expertise, these thought leaders might end up showcasing your content, interviewing you, or endorsing your services. Such interactions not only bring in a wave of targeted traffic; they also open the door to partnerships and further collaboration down the road.

Key Components of a Successful Link Building Outreach Campaign

Of course, an effective link building outreach campaign requires more than just blindly sending out emails at random. Let’s break down the essential elements that will make your outreach efforts a success.

  1. Building Your Outreach List: The first step is to identify websites that align with your niche and have a reputable presence in your industry. Remember, quality matters more than quantity; a list populated with high-authority and relevant domains will always outperform a larger, less targeted list.
  2. Crafting Effective Emails: Your initial communication can make or break the deal, so it’s crucial to get it right. Personalize your emails, demonstrate your knowledge of their website, and present a clear, compelling reason why they should consider linking to your content.
  3. Offering the Webmaster Something of Value: Let’s be realistic here: you won’t get a link unless you can provide something of value in turn. Showcase what you can offer, be it a reciprocal link, a guest post, an infographic or some kind of payment. This ensures a mutually beneficial partnership and makes your proposal more appealing.
  4. Remembering to Follow Up: If you don’t receive a response, don’t be disheartened; a gentle follow-up can often yield better results. Timely and thoughtful follow-up emails show your commitment and can significantly increase your success rate.
  5. Using Automation: Automation tools like BacklinkManager can help streamline your outreach efforts, especially when dealing with a large list.BacklinkManager dashboard exampleThe right link building tool will ensure you can send personalized emails at scale, track responses, and organize your outreach efficiently.
  6. Monitoring Results: Lastly, keep track of your results. Identify which methods are working and which ones aren’t, and use this data to refine your outreach strategy over time. Regular monitoring and adjustment is key to a sustainable and successful link building campaign.

Mastering these elements will pave the way for genuine, long-term relationships with industry influencers and webmasters alike. Now that’s what we call a win-win!

Let’s explore the individual parts of this strategy in more depth.

Creating Your Outreach List

backlinks, seo, link building

Creating an effective outreach list is a fundamental step in your link building journey. It involves researching potential link building prospects, understanding their interests, and obtaining their contact information.

Once you’ve gathered your prospects, it’s crucial to organize your list, so you can keep track of who you’ve contacted and which actions you need to take next. This will ensure that your link building process is efficient and well-structured.

Researching Prospects

Starting with your industry influencers, you can find relevant prospects by utilizing social media platforms, industry forums, and professional networks. These sources can help you identify individuals who command a significant following and whose values align with your brand.

Next, employ SEO tools such as Moz, SEMRush, or Ahrefs to identify websites with high Domain Authority (DA) and Domain Rating (DR). Websites with high DA and DR often have a high degree of credibility, so links from such sites are especially valuable.

Once you’ve shortlisted potential sites, validate the relevance of each one. Visit the site to ensure that their content and target audience align with your brand. Reading a blog post or two, examining reader comments, and analyzing their social media engagement can provide insights into their relevance to your business.

From there, your focus should turn to identifying the right contact person who manages the website content. This individual could be the webmaster, a content manager, or even the site owner. The “About Us,” “Contact Us,” or “Team” pages on their website might hold this information. Professional networks like LinkedIn or email finding tools such as Hunter can also be useful in this step.

Don’t forget to evaluate how active the website is. Look at their most recent posts and how frequently they update their content, and take note of their social media activity. Sites that are more active are more likely to notice and respond to your outreach efforts.

Finally, consider the backlink profile of each site. Check the quality and relevance of the sites they typically link to. This can give you a sense of whether they are open to linking to external sites like yours and if these links are likely to align with your brand.

Organizing Your List

Organizing your outreach list is crucial for keeping track of your link building efforts. You can create a simple Excel spreadsheet to record prospect information, such as their website, name, email address, and the status of your outreach.

Alternatively, if you’d rather save time and not have the hassle of creating and monitoring a spreadsheet, you can also use BacklinkManager’s link building CRM feature.

BacklinkManager CRM

Whichever approach you choose, ensure that you have fields for Domain Authority (DA) and Domain Rating (DR) to quickly assess the website’s credibility. You might also find it helpful to include a column for website theme or niche, which can help you tailor your outreach message more effectively.

Next, note down the status of your outreach for each website. This could include stages like “Not Contacted,” “First Email Sent,” “Followed Up,” “Response Received,” “Link Secured,” and “Rejected.” Regularly updating this status will help you track your progress and decide on next steps.

For more complex or large-scale campaigns, you might find it useful to include a column for notes, where you can jot down important details such as the date of last contact, any special requests made by the website, or any other relevant interactions. This will help personalize your follow-ups and build better relationships.

Finally, consider using a color-coding system to highlight the websites that have responded positively, those who haven’t replied yet, and those who have declined. This visual aid can help you prioritize your efforts and manage your time more effectively.

Updating and Maintaining Your List

Maintaining an up-to-date outreach list is just as important as creating it. The last thing you want is to send emails to people who have moved to a different company, or to websites that have gone out of business.

It’s especially important to identify any contacts that might be outdated. People often move around in the digital world, taking on new roles or switching companies. Use LinkedIn or other professional networking sites to ensure the contact you have listed still holds a relevant position at their organization.

Likewise, assess whether the opportunities you’ve noted still align with your objectives. As your brand evolves, so too will your link building strategy. A site that was once relevant might no longer be a good fit, or you might have expanded into new areas that require fresh link building prospects.

If you find contacts or websites that are no longer viable, don’t hesitate to remove them from your list. It’s essential to keep your list lean and targeted.

Note here that regularity is important. Make a habit of reviewing and updating your list at scheduled intervals. This could be monthly, quarterly, or whatever frequency best suits your operations.

Crafting Effective Outreach Emails

email, newsletter, email marketing

Crafting an effective outreach email is both an art and a science. Getting it right can dramatically boost your success rate when pitching prospects for links. In this section, we will delve into the nitty-gritty of creating attention-grabbing subject lines and value-driven email content.

Subject Line Best Practices

The subject line of your outreach email is your first impression, and sometimes only a few seconds will determine whether your email gets opened or discarded. Here are some best practices to ensure your subject line stands out in a crowded inbox:

  1. Keep it Short and Sweet: Aim for 50 characters or less to avoid having your subject line cut off in mobile views.
  2. Be Direct and Specific: Your subject line should clearly state the email’s purpose. If it’s about a guest post, say so.
  3. Personalize: Using the recipient’s name or their website’s name can instantly make your email feel more personal and tailored. Personalization often leads to higher open rates. That being said, if you’ve never spoken to the recipient before, using their first name in the subject line can sometimes feel a bit scammy.
  4. Add Value: Show the recipient what’s in it for them right from the subject line. Highlighting the benefit to the recipient can pique their interest and prompt them to read further.
  5. Spark Curiosity: Ask a question or use a teaser to pique the recipient’s curiosity.
  6. Avoid Salesy Language: Words like “free,” “buy,” “promo,” or “urgent” can make your email seem like spam and decrease your open rates.
  7. Test and Refine: Lastly, don’t be afraid to experiment. Monitor your open rates and tweak your subject lines based on what works best for your audience.

By applying these practices, you can craft compelling subject lines that not only get your emails opened but also kickstart engaging conversations.

Offer Value in Your Email

The primary aim of your email should be to add value, in whatever form is most appropriate. This could be a monetary offer, a reciprocated link, a guest post, a social media mention, a podcast appearance, or even something more innovative, such as offering a collaborative research project or an exclusive piece of content. Whatever you offer, ensure it is beneficial to the recipient.

It’s also essential to explain how your content or link would benefit their website or audience. Are you providing valuable insights, exclusive information, or a fresh perspective on a relevant topic? Be clear, concise, and to-the-point, using precise language to highlight the advantages of your proposal.

Taking the time to research your prospect in detail is another powerful way to set your email apart from the crowd. Show that you understand their content, their audience, and their brand. Tailor your message to their interests and needs, displaying genuine enthusiasm and respect for their work. This personalized approach can make a world of difference.

Above all, avoid spammy language. Even if you’re sending out emails en masse for multiple campaigns at once, your email should come off as as a thoughtful and individualized proposal.

Don’t forget to follow up!

Following up with your prospects is an essential aspect of link building outreach. It serves as a gentle reminder for those who might have missed your initial email or simply forgotten to respond. When sending follow-up emails, space them out by at least three business days to avoid overwhelming the recipient.

In your follow-up messages, be polite and offer additional resources or information that might be of interest to the prospect. This not only demonstrates your commitment to providing value, but also increases the likelihood of securing a backlink.

That being said, avoid sending more than two follow-ups, as excessive messages can lead to your emails being marked as spam.

Utilizing Outreach Tools and Automation

outreach tool

Incorporating outreach tools and automation into your link building strategy can greatly streamline the process and save time. These tools can assist with prospecting, email tracking, and follow-ups, allowing you to focus on creating high-quality content and building relationships with industry influencers.

To explore all the different tools you can use to automate aspects of the outreach process would go beyond the scope of the article, so you can find a good list of tools here. What follows is a few common use cases for link building automation.

Automating Prospecting

Prospecting, the process of finding potential websites and contacts for outreach, can be a time-consuming task. Tools like Hunter can automate the process, helping you find the right contacts along with their email addresses. Some tools even grade websites based on metrics like Domain Authority (DA) or Domain Rating (DR), allowing you to focus on the most promising prospects.

Mass Email Sending with Mail Merge

Instead of sending individual emails, consider using a mail merge tool. It allows you to send personalized bulk emails from your regular email client, like Gmail or Outlook. Apps like Mailshake allow you to personalize mass emails using information in your spreadsheet columns. This not only saves time, but also ensures that your emails still feel personal and tailored.

Automated Follow-ups

Following up is crucial in outreach, but it’s also laborious and easy to forget. Fortunately, automation can help here as well. Tools like Woodpecker can schedule and send follow-up emails if you don’t get a response within a specified time period. By automating follow-ups, you can increase your response rates without investing extra time or effort.

Monitoring and Measuring Outreach Success

measure outreach metrics

Maintaining the quality of your backlinks is an essential, yet often overlooked aspect of a successful SEO strategy. Link monitoring is a crucial part of this process. Keeping a vigilant eye on your backlinks ensures your partners honor their agreements, and your links remain active. Regular checks can identify if a do-follow link suddenly switches to a no-follow or vice versa.

Additionally, you’ll want to watch out to see if any of your backlinks get taken down, either intentionally or due to website updates or errors. Such monitoring empowers you to promptly address issues, maintain your SEO strategy intact, and even demand compensation when necessary.

Since manual monitoring can be labor-intensive, automation tools like BacklinkManager can be a valuable ally. BacklinkManager provides 24/7 monitoring, alerting you in real-time if any of your links are underperforming.

BacklinkManager link monitoring

Beyond just monitoring, it also offers a two-factor check for every link, ensuring the accuracy of your link data. It initially checks the HTML of the linked page and, if needed, initiates a cloud browser to render the website and locate the links.

BacklinkManager link check

BacklinkManager also comes with instant notification features, alerting you if a link you paid for gets removed or the page returns a 404 error.

BacklinkManager notification

Tracking Key Metrics

To optimise your link building outreach, it’s crucial to measure your efforts through key metrics. These indicators provide valuable insights into your campaign’s performance, highlighting success areas and spotlighting those that need refinement. The key metrics to monitor include:

  • New Link Opportunities: Keep track of potential new places for your links to be featured.
  • Initial Outreach Attempts: Record the number of emails or messages sent to potential partners.
  • Response Rates: Monitor the percentage of positive and negative responses.
  • Open Rates and Click-Through Rates: Keep an eye on how many recipients open your emails and click on the embedded links.
  • Backlinks Acquired: Tally the number of backlinks you’ve secured.
  • Relationships Built: Quantify the meaningful connections made through your outreach efforts.

By systematically following these metrics, you can identify trends in your data and refine your strategy for better results. This might mean tweaking your email subject lines, personalising your emails more, or adjusting your content to better align with your target audience’s interests.

Reporting on Metrics

Once you’ve successfully tracked and analysed your metrics, it’s time to share any insights with the rest of your team internally or with your clients. Transparent and comprehensive reporting is crucial for maintaining an open line of communication and ensuring everyone is on the same page. Moreover, it underscores the progress and success of your link building efforts, reinforcing the value of the work being done.

Manual reporting can be tedious and time-consuming, but fortunately BacklinkManager offers a custom reporting feature that allows for the creation of tailored dashboards for both clients and internal teams. These sharable reports display the backlinks built for each client, providing a transparent overview of the work completed.

BacklinkManager report

For internal management,BacklinkManager generates reports by client, target, and manager. These reports break down each campaign by link status, making it easy to monitor the progress of your link-building strategies.


In summary, a successful link building outreach campaign hinges on building and maintaining a dynamic outreach list, crafting compelling emails, utilizing automation tools, and diligently tracking key metrics. The process may seem daunting, but the rewards of improved search engine rankings and beneficial relationships are well worth the effort.

Tools like BacklinkManager can ease this process, assisting with tasks from monitoring link status to generating custom reports. We encourage you to explore the benefits of BacklinkManager for yourself. Get a demo today, and watch as it revolutionizes your link building outreach campaigns!

Try the best tool for your link building campaigns! CRM + Link Monitoring + Reporting