8 Email outreach templates You Should Know

Getting Started

Ready to supercharge your outreach efforts and boost your response rates? This listicle provides a curated collection of eight high-impact B2B email outreach templates, each tailored to a specific use case. We'll cover strategies ranging from broken link building to collaboration proposals, giving you the tools to connect with prospects effectively. Whether you're a solo sales professional, part of a small team, or managing outreach for a large enterprise, these templates will give you a foundation for success.

Why are effective email outreach templates so critical? Because crafting compelling outreach messages that resonate with your target audience is key to generating leads and driving conversions. A well-crafted template can be the difference between a ignored email and a valuable new connection. But simply having a template isn't enough. You need to personalize it and optimize it for performance.

This comprehensive guide goes beyond simply providing templates. We'll delve into specific strategies for personalizing each outreach message, ensuring it connects with the recipient on a personal level. We'll also discuss optimizing your emails for higher open and click-through rates, turning your outreach campaigns into powerful lead generation engines.

To help you get started, consider using an email generator for initial drafts and inspiration. The email generator from Word Spinner can be a useful tool to quickly create a base template.

Here's what you'll find inside:

• The Broken Link Building Template
• The Skyscraper Technique Outreach Template
• The Guest Post Pitch Template
• The Resource Page Link Request Template
• The Journalist and Blogger Outreach Template (HARO Alternative)
• The Ego Bait Outreach Template
• The Collaboration Proposal Template
• The Follow-Up Sequence Template

This listicle delivers actionable insights and fresh perspectives to refine your approach to email outreach. Let’s dive in.

1. The Broken Link Building Template

The Broken Link Building Template is a powerful email outreach strategy that leverages a simple yet effective principle: helping others while helping yourself. It involves identifying broken links on a website and then reaching out to the website owner to suggest your relevant content as a replacement. This offers value to the recipient by improving their site's user experience and SEO, while simultaneously earning you a valuable backlink.

This tactic's effectiveness is backed by data. Ahrefs reports an 8.5% success rate with broken link building campaigns, while Brian Dean of Backlinko saw an 11% response rate improvement using this method. Digital marketing agencies also frequently employ this strategy for their client's link building campaigns. When starting with email outreach, remember that adapting proven scripts from other channels, such as real estate cold calling scripts can provide a solid framework. This tactic can be especially useful in niche markets.

Implementing the Broken Link Building Template

This template is highly effective for building high-quality backlinks and establishing relationships with other website owners. It's a win-win scenario: you gain a backlink, and the recipient improves their website.

Actionable Tips for Success

• Utilize Link-Finding Tools: Use tools like Ahrefs or Screaming Frog to efficiently identify broken links on target websites. This allows you to scale your outreach efforts.
• Personalization is Key: Craft each email with specific details about the broken link you found. This shows you’ve taken the time to research their site and are genuinely trying to help.
• Superior Content is Essential: Your replacement content must be demonstrably better than the original broken link. This justifies your suggestion and increases the likelihood of acceptance.
• Follow Up Strategically: Politely follow up after 1-2 weeks if you haven’t received a response. This demonstrates your persistence and reinforces the value you offer.

When and Why to Use This Email Outreach Template

This approach is particularly useful for building high-authority backlinks in competitive industries. It positions you as a helpful resource rather than a solicitor. Learn more about broken link building outreach. This strategy can be particularly beneficial for:

• Content marketers: Earn backlinks to high-quality blog posts and other content assets
• SEO specialists: Boost website rankings and domain authority
• Business owners: Drive targeted traffic and increase brand visibility

This template is an excellent addition to any email outreach arsenal because it offers genuine value to recipients. It fosters relationships and generates high-quality backlinks, contributing to long-term SEO success.

2. The Skyscraper Technique Outreach Template

The Skyscraper Technique, developed by Brian Dean, is a powerful email outreach template designed to promote your content by improving upon existing popular content within your industry. It involves a three-step process: finding high-performing content, creating something significantly better, and then reaching out to people who linked to the original content, suggesting your improved version as a replacement. This allows you to capitalize on pre-existing interest and potentially capture valuable backlinks.

This technique has proven successful for many. Brian Dean's own "Google Ranking Factors" study generated over 500 backlinks using this method. Content marketing agencies frequently employ this strategy for thought leadership pieces. SaaS companies leverage it to promote comprehensive guides and industry reports, establishing themselves as authorities in their respective fields.

Implementing the Skyscraper Technique Template

The Skyscraper Technique focuses on providing significantly better content than what’s currently ranking. It leverages existing interest and established links, offering a valuable resource to website owners and their audience.

Actionable Tips for Success

• Research Extensively: Ensure your content is genuinely better than the existing piece. Consider length, depth, design, and up-to-date information.
• Highlight Improvements: Specifically mention the improvements you’ve made in your outreach email. This justifies your suggestion and highlights the value you offer.
• Target Relevant Contacts: Focus on journalists and bloggers who have already linked to similar content. They are more likely to be interested in your improved version.
• Diversify Content Formats: Create multiple content formats such as infographics, videos, and downloadable guides to cater to different preferences.

When and Why to Use This Email Outreach Template

The Skyscraper Technique is particularly useful for boosting content visibility and acquiring high-quality backlinks. It’s best suited for promoting in-depth, valuable content designed to attract significant attention within your niche.

This strategy can be particularly beneficial for:

• Content marketers: Promote high-quality blog posts, guides, and original research
• SEO specialists: Build authoritative backlinks and improve search engine rankings
• Business owners: Establish thought leadership and generate brand awareness

The Skyscraper Technique provides a structured approach to content promotion and link building, making it a valuable asset for anyone looking to amplify their online presence and reach a wider audience. It provides a clear pathway to content promotion and link acquisition, driving significant results for those willing to put in the effort.

3. The Guest Post Pitch Template

The Guest Post Pitch Template is a professional email outreach template designed to secure guest posting opportunities on relevant websites and blogs. This template focuses on demonstrating your expertise, providing value to the target audience, and establishing mutually beneficial relationships with publishers. A well-crafted guest post pitch can significantly expand your reach, build brand authority, and generate high-quality backlinks to your website.

Examples of successful guest posting include marketing professionals contributing to industry blogs like MarketingProfs, tech entrepreneurs writing for publications like TechCrunch, and digital agencies leveraging guest posts to increase client visibility. Content marketing agencies, industry thought leaders, and professional writers and marketers frequently utilize this strategy to enhance their online presence.

Implementing the Guest Post Pitch Template

This template helps you create compelling pitches that resonate with publishers. It emphasizes the value you bring to their audience and positions you as a credible contributor. By focusing on mutual benefit, you increase the chances of your pitch being accepted.

Actionable Tips for Success

• Research the Publication: Thoroughly research the publication's content style, target audience, and guest posting guidelines. This demonstrates your genuine interest and increases your chances of acceptance.
• Propose Specific Topics: Suggest 3-5 specific topic ideas with brief outlines, tailoring them to the publication's audience and editorial calendar.
• Showcase Your Expertise: Include links to your best previous work to demonstrate your writing skills and credibility. This reassures the publisher of your ability to deliver high-quality content.
• Follow Guidelines Exactly: Adhere strictly to the publication's guest posting guidelines. This shows professionalism and respect for their process.

When and Why to Use This Email Outreach Template

This template is particularly useful for building brand awareness, establishing thought leadership, and acquiring high-quality backlinks. It's an effective way to reach new audiences and position yourself as an expert in your field.

This strategy can be particularly beneficial for:

• Content marketers: Expanding content reach and building backlinks.
• SEO specialists: Improving website rankings and domain authority.
• Business owners: Increasing brand visibility and driving targeted traffic.

The Guest Post Pitch Template is a valuable asset for anyone seeking to expand their online presence and establish themselves as an industry authority. It provides a structured approach to pitching guest post opportunities and fosters mutually beneficial relationships with publishers.

4. The Resource Page Link Request Template

The Resource Page Link Request Template targets websites that curate resource pages or link directories relevant to your industry. This email outreach template focuses on suggesting your content as a valuable addition to their existing resource collection. It's a proactive approach to link building that benefits both parties: you gain a valuable backlink, and the resource page owner enhances their collection with fresh, relevant content.

This tactic is widely used by SEO professionals, content marketers, and link building specialists to secure high-quality backlinks. For example, a software company might aim to get listed on a "Best Project Management Tools" resource page. Educational institutions often use this template to share their research and courses on relevant university resource pages. Industry associations frequently feature member resources using a similar approach.

Implementing the Resource Page Link Request Template

This template is particularly effective for gaining visibility within your niche and driving targeted traffic. By securing a placement on a relevant resource page, you tap into an already established audience actively seeking information in your area of expertise.

Actionable Tips for Success

• Targeted Search: Use search operators like inurl:resources or intitle:resources to find resource pages specifically related to your industry. This focused approach maximizes your chances of success.
• Content Alignment: Ensure your content genuinely fits the theme and purpose of the target resource page. A mismatched suggestion will likely be rejected.
• Highlight Unique Value: Clearly articulate why your resource is unique, valuable, or superior to existing entries on the page. This justifies your inclusion and makes your request more compelling.
• Offer Additional Value: Consider offering to provide additional information, updates, or even exclusive content to the resource page owner. This demonstrates your commitment and can further incentivize them to include your link.

When and Why to Use This Email Outreach Template

This template is best suited for situations where your content directly aligns with the theme of established resource pages. It's a targeted approach that offers a mutually beneficial exchange of value. This strategy is particularly effective for:

• Content marketers: Gaining exposure and backlinks for valuable content assets.
• SEO specialists: Improving website rankings and driving organic traffic.
• Businesses: Increasing brand visibility and reaching a targeted audience.

This template is a valuable tool for any email outreach strategy because it offers a focused, mutually beneficial approach to link acquisition. By targeting relevant resource pages, you can effectively build high-quality backlinks and drive targeted traffic to your website.

5. The Journalist and Blogger Outreach Template (HARO Alternative)

The Journalist and Blogger Outreach Template offers a proactive approach to securing media coverage and positioning yourself as an industry expert. Instead of reactively responding to platforms like Help a Reporter Out (HARO), this method involves directly contacting journalists and bloggers who cover your industry. You offer valuable expert commentary, data-driven insights, or unique perspectives relevant to their ongoing or potential stories. This builds relationships and establishes you as a go-to source for future articles.

This tactic's effectiveness lies in its personalized and targeted approach. Examples include tech CEOs providing commentary on industry trends to TechCrunch, marketing experts quoted in Forbes articles, and financial advisors contributing to personal finance publications. By understanding a journalist's specific beat and offering tailored insights, you significantly increase your chances of being featured.

Implementing the Journalist and Blogger Outreach Template

This template focuses on building mutually beneficial relationships with journalists. You provide them with valuable content, and they gain access to credible expertise. This proactive approach differentiates you from the influx of pitches journalists receive daily.

Actionable Tips for Success

• Follow Journalists on Social Media: Gain insight into their areas of interest and current projects. This allows you to tailor your outreach for maximum relevance.
• Provide Data and Statistics: Back up your claims with compelling evidence. Data-driven insights are more likely to be considered newsworthy.
• Respond Quickly to Journalist Requests: Timeliness is crucial in the fast-paced world of journalism. Prompt responses demonstrate professionalism and reliability.
• Build Relationships Before You Need Them: Engage with journalists on social media and comment on their articles. Establishing a rapport increases the likelihood of your pitch being considered.

When and Why to Use This Email Outreach Template

This approach is especially beneficial for building thought leadership and gaining media exposure in your target market. It positions you as a knowledgeable resource and enhances your brand credibility. This strategy can be particularly beneficial for:

• Public relations professionals: Secure media coverage for clients and build brand awareness.
• Industry thought leaders: Share expertise and contribute to relevant industry conversations.
• Content marketers: Amplify content reach and attract new audiences.

This template offers a proactive alternative to HARO, allowing you to directly connect with journalists and build valuable relationships for long-term media success. This proactive outreach strengthens your position as an industry expert and significantly improves your chances of earning valuable media coverage.

6. The Ego Bait Outreach Template

The Ego Bait Outreach Template is a strategic email outreach template that appeals to a recipient's natural desire for recognition. It involves mentioning or featuring the recipient (or their company) in your content, such as a blog post, case study, or industry roundup, and then reaching out to notify them of the mention. This approach leverages people's inherent inclination to share content that casts them in a positive light, thus amplifying your content's reach and driving traffic back to your site.

This tactic's effectiveness lies in its genuine value proposition. Instead of a cold outreach, you're offering something of value first – a mention, feature, or contribution opportunity. This establishes goodwill and increases the likelihood of a positive response, making it a powerful tool for building relationships and expanding your network. Learn more about the effectiveness of personalized outreach messages in the context of social media platforms, especially LinkedIn, by checking out this resource: Learn more about outreach messages for LinkedIn.

Implementing the Ego Bait Outreach Template

This template fosters genuine engagement and encourages sharing, leading to increased brand visibility and website traffic. It's particularly effective for building relationships with influencers and industry leaders.

Actionable Tips for Success

• Ensure Genuine Mentions: Avoid forced or insincere mentions. The feature should be relevant and valuable to the recipient.
• Provide Shareable Snippets: Include pre-written social media captions and hashtags to make sharing easy for the recipient.
• Tag on Social Media: Amplify your reach by tagging the person or company on social media platforms in addition to emailing them.
• Visually Appealing Content: Create visually engaging content to encourage sharing. Eye-catching graphics and compelling visuals increase the likelihood of social media engagement.

When and Why to Use This Email Outreach Template

This approach is especially useful for content promotion, building relationships with influencers, and generating social media buzz. It positions you as a resource and builds credibility within your industry. This strategy can be particularly beneficial for:

• Content marketers: Promote blog posts, case studies, and other content assets.
• Social media strategists: Drive social media engagement and increase brand visibility.
• Community builders: Foster a sense of community and strengthen relationships with key stakeholders.

This template is a valuable addition to any email outreach strategy because it leverages the power of social proof and reciprocity. It fosters genuine connections and generates organic promotion, contributing to long-term marketing success.

7. The Collaboration Proposal Template

The Collaboration Proposal Template focuses on forging mutually beneficial partnerships. These partnerships can take various forms, such as content collaboration, joint webinars, or co-created resources. The core principle is to create value for both parties' audiences while simultaneously building strong professional relationships. This approach moves beyond simple link exchanges and emphasizes genuine collaboration.

This tactic thrives on synergistic partnerships. Think marketing agencies collaborating on industry reports, SaaS companies creating joint integration guides, or consultants co-hosting a webinar series. These collaborations amplify reach and provide valuable content to a wider audience. Such partnerships are often more effective than solo efforts.

Implementing the Collaboration Proposal Template

This template is highly effective for expanding your network and reaching new audiences. It's a win-win scenario: both partners gain exposure and contribute their unique expertise. It's about building relationships, not just acquiring links.

Actionable Tips for Success

• Research Potential Partners: Thoroughly research potential partners before reaching out. Ensure their audience aligns with yours and that their values complement your brand.
• Propose Specific Collaborations: Propose specific collaboration formats and timelines. This demonstrates your preparedness and makes it easier for the other party to envision the partnership.
• Highlight Mutual Benefits: Clearly articulate the audience overlap and mutual benefits of the collaboration. This underscores the value proposition for both parties.
• Start Small: Begin with smaller collaborations to build trust and rapport. This allows both partners to assess compatibility and pave the way for more extensive projects.

When and Why to Use This Email Outreach Template

This approach is particularly useful for building brand awareness and expanding your reach in a targeted manner. It positions you as a collaborative partner rather than a competitor. This strategy can be particularly beneficial for:

• Business development professionals: Identifying and securing strategic partnerships
• Partnership managers: Nurturing and expanding existing partner relationships
• Content marketing strategists: Creating high-impact content collaborations

This template is a valuable tool for any business seeking to grow its network and reach a wider audience through strategic collaborations. It fosters mutually beneficial relationships and generates high-quality content, contributing to long-term business growth. It’s a powerful way to leverage the power of partnerships in your email outreach efforts and achieve shared success.

8. The Follow-Up Sequence Template

The Follow-Up Sequence Template is a crucial element of any successful email outreach strategy. It involves a series of pre-written emails sent at predetermined intervals to prospects who haven't responded to your initial outreach. This maintains engagement and gently reminds recipients of your proposal while providing additional value in each subsequent message. It moves beyond a single touchpoint and nurtures leads through consistent, valuable communication.

This tactic is highly effective in re-engaging prospects and converting them into leads. Studies show that up to 80% of sales require five follow-ups, yet most salespeople give up after just one or two. By implementing a well-structured follow-up sequence, you significantly increase your chances of connecting with potential clients. Sales automation platforms, email marketing specialists, and outreach software companies like Outreach.io and Mailshake all promote the power of automated sequences.

Implementing the Follow-Up Sequence Template

Creating a successful follow-up sequence requires careful planning and execution. Each email should provide new information or a different perspective on your initial proposal, demonstrating continued interest and offering value to the recipient.

Actionable Tips for Success

• Space Follow-Ups Strategically: Begin with follow-ups every 5-7 days, then transition to a weekly cadence. This keeps you top-of-mind without overwhelming the recipient.
• Provide New Value in Each Email: Don't simply resend the same message. Offer new insights, resources, or case studies to keep the conversation moving forward.
• Vary Subject Lines and Approaches: Use different subject lines and email body copy for each follow-up. This avoids sounding repetitive and increases open rates.
• Include an Opt-Out Option: Always give recipients the option to unsubscribe from your email list. This respects their time and builds trust.

When and Why to Use This Email Outreach Template

Follow-up sequences are essential for any business conducting email outreach. They are particularly valuable for sales teams following up on prospecting emails, link builders using 3-4 email sequences for outreach, and partnership managers nurturing collaboration opportunities. Learn more about crafting follow-up messages that get responses. This template is particularly effective for:

• Sales professionals: Converting leads into paying customers
• Marketing teams: Nurturing prospects and driving engagement
• Business development managers: Building relationships and securing partnerships

The Follow-Up Sequence Template is a powerful tool for maximizing the impact of your email outreach. It ensures consistent communication, provides ongoing value, and significantly increases your chances of converting prospects into valuable clients.

Email Outreach Templates Comparison Guide

Template	Implementation Complexity 🔄	Resource Requirements ⚡	Expected Outcomes 📊	Ideal Use Cases 💡	Key Advantages ⭐
The Broken Link Building Template	Moderate – Research & auditing tools	Requires quality replacement content	High-quality backlinks, goodwill	Websites with broken links needing fixes	High response rates, win-win scenarios
The Skyscraper Technique Outreach	High – Content creation intensive	Significant investment in content	Scalable authority, many backlinks	Promoting superior content improvements	Targets pre-qualified linkers, authority
The Guest Post Pitch Template	Moderate to High – Custom pitches	Research, writing samples, revisions	Backlinks, brand awareness, authority	Pitching guest posts on blogs and sites	Builds long-term relationships
The Resource Page Link Request	Low to Moderate – Targeted outreach	Finding relevant resource pages	Higher acceptance, sustainable links	Adding to curated resource/link pages	Targets engaged audiences, higher acceptance
The Journalist and Blogger Outreach	Moderate – Timely, news-focused	Staying current, expert input	High-authority backlinks, media ties	Expert commentary for journalists/bloggers	Builds credibility, ongoing media contacts
The Ego Bait Outreach Template	Low to Moderate – Content creation	Creating content featuring others	High open/response rates, sharing	Featuring recipients in content	Natural sharing motivation, positive networking
The Collaboration Proposal Template	High – Coordination and negotiation	Time and resource-intensive	Long-term partnerships, multiple links	Proposing joint content/webinars etc.	Expands audience, builds authority
The Follow-Up Sequence Template	Moderate – Multi-email management	Crafting varied follow-ups	Increased response rates	Re-engaging non-responsive prospects	Persistence improves engagement

Final Thoughts

This comprehensive guide has explored a diverse range of email outreach templates, each designed to achieve specific objectives within your B2B outreach strategy. From leveraging broken link building and the skyscraper technique to securing guest posts and collaborating with influencers, these templates provide a robust foundation for connecting with your target audience. We've also examined how to personalize these templates for maximum impact, emphasizing the importance of genuine connection and value proposition. Remember, effective email outreach is about building relationships, not just sending emails.

Key Takeaways for Effective Outreach

Effective email outreach hinges on several key principles. You must understand your audience, tailor your message accordingly, and provide genuine value. Let's recap the most crucial takeaways:

• Personalization is Paramount: Generic email outreach templates simply won't cut it. Tailor each email to the specific recipient, demonstrating you've done your research and understand their needs.
• Value-Driven Communication: Always offer value upfront. Whether it's a helpful resource, a unique insight, or a potential solution to their problem, ensure your outreach benefits the recipient.
• Strategic Follow-Up: Persistence is key. Implement a strategic follow-up sequence to nurture leads and stay top-of-mind.

Taking Your Outreach to the Next Level

Mastering these email outreach templates and incorporating these key principles can significantly impact your lead generation and business growth. By focusing on building genuine relationships and providing value, you'll transform your outreach from a cold, impersonal process into a warm, engaging interaction. This approach cultivates trust, establishes credibility, and ultimately drives conversions. Don't just send emails, build bridges.

Streamlining Your Outreach with Automation

Implementing these best practices manually can be time-consuming. For businesses looking to scale their email outreach effectively, consider leveraging the power of automation. Tools like Salesloop.io can streamline your entire outreach process, from personalization and scheduling to tracking and analysis.

Want to supercharge your email outreach and boost your conversions? Salesloop.io provides advanced automation and personalization features designed to optimize your email outreach templates and help you connect with your ideal clients. Visit Salesloop.io today to learn more and transform your outreach strategy.