Link Building Outreach Strategy Template for 2023 + how to create one?13 min read

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Link Building Outreach Strategy Template

In the context of SEO and link-building, an outreach strategy is a plan for identifying relevant websites or influencers in your niche, reaching out to them with personalized messages, and proposing a mutually beneficial partnership.

An outreach strategy template provides a clear structure for your outreach efforts and allows you to approach the task in a more organized and efficient manner. Having a template also ensures that you’re consistent in your approach, which can improve your success rate over time.

This is exactly why we’ve developed this template for you!

Ready to check it out?


  • Link-building outreach involves connecting with bloggers and webmasters to gain valuable backlinks and improve the website’s search engine rankings.
  • Backlinks are crucial for the success of an SEO strategy, acting as authority signals for search engines.
  • An outreach strategy is a plan that guides your link-building efforts and provides a structure for identifying relevant prospects in your niche, establishing contact with customized messages, and building a mutually beneficial collaboration.
  • An outreach strategy template will help you develop your own strategy.
  • Link-building focuses on acquiring inbound links via various methods like a link exchange or guest blog post while link-building outreach involves contacting people to gain backlinks.
  • To create your link-building outreach strategy, follow the 4 steps.
  • Step 1: define your goals, like increasing website traffic or improving performance in SERPs, and choose the right metrics to measure the success of your strategy.
  • Step 2: research target websites to identify potential linking opportunities and create a shortlist of prospects helps focus the efforts. Use factors such as relevance to your niche, domain authority, and audience interests.
  • Step 3: develop personalized outreach tactics to increase the likelihood of a positive response and secure valuable backlinks. Use tailored offers, mention the recipient’s achievements, and follow up with prospects in a timely and personalized manner.
  • Step 4: track and measure results to gain insights into what’s working and what needs adjusting.
  • Common Mistakes in link-building outreach include poor target selection, lack of personalization, and overlooking follow-ups.
  • Building the right tool stack will increase the chances of outreach success.
  • Prospecting tools like Ahrefs, Moz Link Explorer, SEMrush, and help identify potential linking opportunities.
  • Email outreach tools like Mailshake, Pitchbox, BuzzStream, and Yesware streamline the outreach process.
  • Analytics and tracking tools such as BacklinkManagerand Majestic measure and track the success of outreach campaigns.
  • If you want to see how BacklinkManager can help you track your hard-earned, start using it for free today!

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

Understanding Link Building Outreach

Link-building outreach is the process of connecting with bloggers and webmasters to gain valuable backlinks, which are essential for boosting your website’s search engine rankings.

But what makes backlinks so important?

The Role of Backlinks

Backlinks are crucial for the success of your SEO strategy.

Search engines like Google view backlinks as authority signals, helping them determine how relevant and trustworthy your content is.

The more high-quality backlinks you have pointing to your website or blog post, the higher you’ll rank for related search terms, and the more organic traffic you’ll attract.

Consequently, with the right link-building outreach campaign, you can increase visibility, enhance your reputation, and drive traffic to your website.

Link Building vs. Link Building Outreach

Link building and link building outreach are two distinct concepts, but both are essential for a successful SEO strategy.

Link building focuses on acquiring inbound links to your website, while link building outreach involves manually contacting people to gain backlinks and mentions of your brand.

Link-building outreach offers numerous advantages over traditional link-building strategies. For one, it allows you to build relationships with influencers, bloggers, and site owners, increasing the likelihood of securing high-quality backlinks.

Furthermore, personalized outreach emails show the recipient that you care enough to address them personally, which can help boost open and response rates.

Creating Your Link Building Outreach Strategy Template

Crafting a link-building outreach strategy template involves several key steps, including defining your goals, researching target websites, developing personalized outreach tactics, and tracking and measuring results.

Staying organized is essential to ensure success in your link-building efforts, as it allows you to identify opportunities, avoid alienating potential partners, and maintain a professional image.

Step 1: Define Your Goals

Setting clear goals for your link-building outreach campaign is crucial to its success.

Your objectives may include increasing website traffic, improving search engine rankings, or establishing authority in your industry.

By defining your goals upfront, you can focus your outreach efforts on the most relevant and valuable prospects.

As you’re setting your goals, make sure to select the right metrics to measure the success of your link-building outreach strategy. These could be the number of backlinks, the quality of the backlinks, the amount of referral traffic, or the improvement in search engine rankings.

By monitoring these metrics, you can identify areas for improvement and adjust your approach as needed.

Successful Outreach Strategy Goals.

Step 2: Research Target Websites

Researching target websites is an essential step in creating your link-building outreach strategy template.

By identifying potential linking opportunities and creating a shortlist of prospects, you can focus your efforts on the most promising candidates.

Be sure to take the time to research each potential prospect thoroughly, and consider factors such as their relevance to your niche, their domain authority, and their audience’s interests.

Develop Personalized Outreach Tactics

Developing personalized outreach tactics is super-important for the success of your link-building outreach campaign.

One effective approach is to use the “what-why-how” formula, which involves identifying what you’re offering, explaining why it’s of value to the recipient, and outlining how they can take advantage of your offer.

By crafting tailored and meaningful outreach offers, you can increase the likelihood of a positive response and secure valuable backlinks.

Another key aspect of personalized outreach is creating compelling offers that resonate with your target audience.

This might involve mentioning the recipient’s recent achievements or offering something of value, such as a guest post or a mention in your own blog.

Finally, remember that personalization extends beyond the initial outreach email.

Be sure to follow up with prospects in a timely and personalized manner, and stay persistent without being pushy. Consistent and thoughtful follow-ups can help strengthen relationships with potential link partners and increase the success rate of your outreach efforts.

Track and Measure Results

Tracking and measuring the results of your link-building outreach campaign is essential for ensuring its success.

Reviewing your outreach campaigns on a regular basis can provide valuable insights into which campaign types are performing well and which ones may need adjusting.

This information can also help you determine if your email templates, subject lines, or sequences need to be updated, and if you have enough campaigns to run in the next month.

By staying on top of your campaign results and making data-driven adjustments, you can continuously improve your link-building efforts and achieve your goals.

Leveraging Tools and Resources for Outreach Success

By utilizing the right link-building outreach tools, you can speed up and optimize the link-building process, allowing you to focus on building relationships and acquiring valuable backlinks.

Let’s look at a few tools that can help you can leverage to improve the effectiveness of your campaigns.

Prospecting Tools

Prospecting tools can provide valuable insights into potential linking opportunities, helping you identify the most promising targets for your link-building outreach campaign.

These tools can help you uncover your competitors’ backlink profiles, focus your efforts on the most relevant and valuable prospects, and allow you to tailor your outreach tactics accordingly.

Let’s check out a few options:

  • Ahrefs is a comprehensive SEO tool that offers a feature called “Link Intersect” which allows you to see which sites are linking to your competitors but not to you. This can be a great way to find potential outreach prospects.Ahrefs Link Intersect. Source: Ahrefs.
  • Moz Link Explorer allows you to input a URL and see its backlink profile, giving you insights into where they’re getting their links from. This can help you identify potential targets for your own outreach efforts.Moz Link Explorer. Source: Moz.
  • SEMrush offers a Backlink Gap tool that allows you to compare your backlink profile to those of your competitors. This can help you find sites that are linking to other businesses in your industry but not to you.Semrush Backlink Gap tool. Source: Semrush.
  • Once you have a list of prospects, can help you find the email addresses associated with a specific domain. This is useful for outreach as you’ll need a way to contact the site owners or prospecting tool. Source:

In addition to using prospecting tools, consider leveraging other resources such as industry-specific directories, forums, and social media platforms.

Email Outreach Tools

Email outreach tools greatly enhance the efficiency and effectiveness of your link-building outreach campaign. These tools automate the process of sending emails and tracking responses.

Some popular tools include:

  • Mailshake is a simple and user-friendly tool for email outreach that allows you to automate follow-ups, track email opens and clicks, and manage your outreach campaignsin one place.Mailshake Software. Source: Milkshake
  • Pitchbox is more than just an email outreach tool. It’s designed specifically for SEO and link-building efforts, providing features for prospecting, outreach, and tracking results.Pitchbox dashboard. Source: Pitchfork.
  • BuzzStream is a comprehensive tool that helps with prospecting, email outreach, and relationship management. It allows you to track your email conversations, set reminders, and automate follow-ups.BuzzStream email tool. Source: BuzzStream
  • Yesware is an email tracking and automation tool that integrates with your Gmail or Outlook account. It allows you to schedule emails, track opens and clicks, and automate follow-ups.Yesware Email Tracking. Source: Yesware.

By utilizing email outreach tools you can streamline your link-building outreach process, making it easier to manage and track the success of your campaigns.

Analytics and Tracking Tools

Analytics and tracking tools are essential for measuring and tracking the success of your link-building outreach campaigns.

Effective analytics and tracking solutions include:

  • BacklinkManager is a specialized link-building tool. It helps you keep track of your backlinks, their status, and their impact on your SEO performance.BacklinkManager dashboard
  • Majestic specializes in backlink analysis. It gives you an overview of your website’s backlink history and provides helpful metrics like Trust Flow and Citation Flow.Majestic Backlink History Graphs. Source: Majestic.

Common Mistakes to Avoid in Link Building Outreach

To ensure the success of your link-building outreach campaign, it’s important to avoid common mistakes.

What are they?

Poor Target Selection

Poor target selection can have a significant impact on the success of your link-building outreach campaign.

By reaching out to irrelevant or low-quality websites, you risk wasting valuable time and resources on prospects unlikely to result in valuable backlinks.

To avoid this pitfall, focus on quality over quantity when selecting targets for your link-building outreach efforts. Ensure that your prospects are relevant to your niche and audience, and avoid websites with low domain authority or a history of spammy behavior.

Lack of Personalization

Lack of personalization in your link-building outreach emails can lead to low open rates and poor response rates, as generic emails are less likely to capture the attention of your prospects.

To increase the success of your link-building outreach campaign, it’s essential to personalize your outreach emails and demonstrate that you understand the recipient’s needs and interests.

Personalization can be as simple as using the recipient’s name or referencing their work in your email. However, to truly stand out from the crowd, consider offering something of value to the recipient’s audience, such as a guest post or a mention in your own blog.

By personalizing your outreach emails and focusing on providing value to the recipient, you can build trust and credibility with potential link partners, increasing the likelihood of securing valuable backlinks for your website.

Overlooking Follow-ups

Overlooking follow-ups is another common mistake in link-building outreach that can lead to missed opportunities.

By not following up with prospects after the initial outreach, you risk losing out on valuable backlinks that could boost your website’s search engine rankings and drive organic traffic to your site.

To avoid this mistake, be sure to follow up with prospects in a timely and personalized manner.

When following up, stay polite and professional, and offer something of value to the recipient if possible.

In addition to email follow-ups, consider using multiple forms of outreach, such as social media or phone calls, to ensure that your message reaches your prospects and maximizes the chances of securing valuable backlinks for your website.

Building Long-term Relationships Through Outreach

Building long-term relationships through outreach is essential for the success of your link-building campaigns.

By focusing on building genuine connections with influencers, bloggers, and webmasters, you can secure valuable backlinks and enhance your website’s search engine rankings and organic traffic.

How can you build strong relationships to secure sustainable growth for your website and brand?

Engaging on Social Media

Social media platforms are a powerful tool for building relationships with influencers and securing valuable backlinks for your website.

By actively engaging with influencers on platforms like Twitter, LinkedIn, and Instagram, you can increase your chances of getting links and build a strong network of industry contacts.

In addition to engaging with influencers, consider using social media to share valuable content and resources with your target audience. This can help you establish your brand as a thought leader in your industry and attract the attention of potential link partners.

Offering Value in Exchange for Links

Offering value in exchange for links is a crucial component of building long-term relationships through outreach.

By providing something of value to your potential link partners, such as guest posts, reviews of their product or service, or mentions in your blog, you can build trust and credibility while securing valuable links for your website.

When offering value in exchange for links, it’s important to focus on the needs and interests of your potential link partners. By doing so, you can create tailored offers that resonate with your prospects and increase the likelihood of securing valuable backlinks.

Maintaining Communication

Maintaining communication with prospects is key to successful link-building outreach.

Staying in touch with potential link partners, even after the initial outreach, will strengthen relationships and increase the likelihood of securing backlinks.

Regular communication can also help you stay informed about your prospects’ latest projects and achievements, allowing you to tailor your outreach efforts accordingly and maximize the success of your link-building campaign.


Crafting a successful link-building outreach strategy requires careful planning, personalized tactics, and the smart use of tools and resources.

That’s why having an outreach strategy template to structure and organize your effort will increase your effectiveness and allow you to secure valuable backlinks for your business or your customers.

If you’d like to see how BacklinkManager can help you track the results of your link-building efforts, book the demo!

Frequently Asked Questions

How do you write an outreach strategy?

To create an effective outreach strategy, you should start by finding the right contacts to target, craft a catchy email subject line, add personalization and demonstrate value in your message, include a clear call to action, follow up with those who have engaged with your message, and track the progress of your campaign.

What should an outreach plan include?

An effective outreach plan should include a specific target audience, a variety of methods for reaching that audience, and clear objectives to evaluate the impact of your research on them.

A well-thought-out plan will help you ensure your efforts are successful in achieving your goals.

What is link outreach?

Link outreach is the process of using networking, relationship-building, and communication techniques to acquire quality links from other sites. This helps to boost your website’s visibility and improve its rankings in search engine results pages.

What is SEO outreach?

SEO outreach is a link-building strategy that involves getting other websites to link to yours. It’s a great way to boost your website’s visibility on search engines and help draw in potential customers.

It requires time and effort, but the reward for a well-executed SEO outreach campaign can be well worth it.

What does a link-building outreach specialist do?

A link-building outreach specialist will create and maintain relationships with prospective websites through outreach activities such as email, phone calls, content creation, and more. Through their research, they can identify potential partners for link-building campaigns and execute backlink acquisition activities.

Additionally, they will analyze competitor backlinks to inform link-building strategies.