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Link-building, an integral part of search engine optimization (SEO) and digital marketing, enhances a website’s visibility and ranking in search engine results. A common and effective strategy for quality backlinks is through link-building outreach templates, mainly via cold email outreach.
This article focuses on these templates, providing practical tools for creating impactful emails that foster connections, collaborations, and the ethical acquisition of valuable backlinks, making your link-building campaign more efficient and successful.
13 Backlink request email templates
Below are 13 effective link-building outreach email templates for various backlink request scenarios that will help to increase the open rate and, more importantly, the reply rate.
1. Email Template for Requesting Backlinks
Subject line: 🚀 Let’s Boost Our Websites Together!
Hey [Recipient's name],
Hope you're doing well! I'm [Your name], the [Your position] over at [Your company name/website], and I've got an idea that might be a game-changer for both of us.
Your site is fantastic — I'm a fan of [mention something specific about their site], and I think we've got some cool overlap in what we do. So, here are some ideas I have in mind:
- Guest posts swap — how about we trade some killer articles? I’ve got some topics that will wow your readers, like [Topic 1], [Topic 2], and I’m all ears for your ideas, too!
- Link exchange — we could sneak in relevant links in our existing or future content.
- Content collaboration — what if we join forces and co-create something epic? I bet our audiences would dig it!
I'm all about win-win situations, and this could be a big one for both of us. I am keen to hear your thoughts and open to any other awesome ideas you have.
Ping me back if this sounds as exciting to you as it does to me. And if it's not your cup of tea, no worries — just let me know.
Catch you later!
[Your full name]
[Your cool title]
[Your company]
[Your contact details]2. Link-Building Follow-up Email Template
Subject line: 🌈 Did Our Collab Idea Get Lost in Email Space?
Hey [Recipient's name],
I am just popping into your inbox one more time about our potential link-building collab. I promise not to become an email ghost haunting your inbox — this is just a friendly nudge! 😊
We're still super excited about the possibilities:
- Swapping guest posts that our readers will love
- Linking up our content where it makes sense
- Any other genius idea you might have up your sleeve
If you're swamped and haven’t had a chance to think it over, no worries! I totally get it. But if you're up for a chat or want more info, I'm all ears (or eyes, since we’re in the email space).
On the flip side, if you’re not feeling it or it’s a “not now” kind of thing, just give me a shout — no pressure!
Looking forward to the possibility of making something great together. Let me know your thoughts when you get a chance!
Cheers,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]3. Guest Blogging Collaboration Template
Subject line: 🌟 Let’s Create Some Content Magic Together!
Hey there [Recipient's name],
I've been diving into the world of [Their website's name], and wow — I'm hooked! Your post on [mention a specific article or topic] blew my mind. It got me thinking...
I'm [Your name], [Your title] over at [Your website/company]. We're all about [briefly describe your niche or expertise], and I've got a hunch that your readers might just love what we have to say.
So, here’s a fun guest post idea I have in mind:
- Collab topic: [Proposed topic] — I think this could really resonate with your audience.
- Our twist: [Brief outline of your unique angle or perspective].
- What's in it for your readers: [Explain the benefits and takeaways for their audience].
Let's mix our expertise and give your readers something fresh and exciting. We'd be thrilled to return the favor and feature some of your outstanding content on our platform!
Let's chat if this sounds as exciting to you as it does to me! If not, no hard feelings — just let me know.
Thanks for considering this little pitch. I can't wait to team up and create something both our audiences will adore!
Best vibes,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]4. Follow-up on Guest Post Collaboration Request Template
Subject line: 🌈 Quick Check-in: Our Guest Post Idea
Hi [Recipient's name],
I hope you're having a fantastic day! I'm just hopping back into your inbox regarding the guest post collaboration I suggested for [Their website's name]. In case my previous email got lost in your inbox, here’s a little follow-up to remind you!
I'm still super excited about sharing our expertise with your readers. To jog your memory, the topic I proposed was [Briefly reiterate proposed topic] — I think it could be a big hit!
No worries if you're swamped and haven’t had a chance to check it out! But if you're intrigued and want to know more, I’m here and happy to chat!
And hey, if it’s not the right fit or timing for you, that’s okay. Just shoot me a quick note to let me know, and I won’t bug you again. Promise! 😊
Thanks a bunch for considering this. I'm crossing my fingers we get to collaborate on something awesome!
Cheers,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]5. Broken Link Outreach Template
Subject line: ⚠️Quick Heads-Up: Found a Broken Link on [Their Website’s Name]
Hi [Website owner’s name],
I hope this email finds you well. I'm [Your name], a [Your position] at [Your company/website], and I recently came across your article titled "[Article title]." I must say, it's a fantastic read — I especially enjoyed [mention a specific part you genuinely liked].
While browsing, I noticed a broken link in the section [mention the section or provide a brief description]. I thought you’d want to know since broken links can be a bit of a hassle for your readers and SEO.
Here’s the broken link: [insert link]
As it happens, I’ve written a comprehensive article on [Your article's topic], which could be a great replacement. It's up-to-date and packed with valuable information. You can check it out here: [URL of your article].
Of course, no pressure on you to use it — I just thought it might be a helpful resource for you and your readers!
Thanks for creating such quality content on [Their website's name]. Feel free to reach out if you ever need more information on [Your expertise]. I'm always happy to help fellow bloggers!
Best regards,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]6. Mention in Your Blog Post Email Template
Subject line: 🌟 You’re Featured in Our Latest Post!
Hey [Name],
I hope you're doing awesome! I'm just dropping by from [Your website] to share something exciting. Your content at [Their website] is seriously impressive — it’s like a treasure trove of knowledge!
I recently wrote a post titled "[Your blog post title]," where I shine the spotlight on the rockstars of our industry. Guess what? You're one of them! I've featured your fantastic work in my list of great gurus of [Their expertise] — because you deserve it.
Here's where the magic happens: [URL of your blog post]. Feel free to show it some love and share it with your community if it makes you smile.
Keep being excellent at your work — the world needs more of it!
Cheers,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]7. Podcast or Video Collaboration Request
Subject line: 🎙️Let’s Collaborate on a Podcast/Video That Rocks! 🎥
Hey [Name],
I hope this email finds you in good spirits! I'm [Your name], the [Your position] at [Your company/website]. I've been tuning into your [podcast/channel], and I'm blown away by [specific detail about their piece of content]. Your episode on [specific topic] was a total game-changer!
Here's a thought — what about joining forces for a podcast episode/video? A collab between [Your company/website] and [Their company/channel] could stir up some excitement. We specialize in [briefly describe your niche/expertise], and I believe combining our insights could create something exceptional for our audiences.
Here’s what I’m envisioning:
- Topic idea: [Proposed topic that aligns with both your expertise].
- Format: [Suggest a format – interview, discussion, live Q&A, etc.].
- Potential reach: I’m confident our combined audiences will bring great engagement and value, expanding our reach and impact.
I’m all in for working out the details to make this a win-win scenario. If you're interested, let’s jump on a call to brainstorm and see how we can make this happen.
And hey, if you're busy or if it's not a fit, no hard feelings — just let me know. Regardless, I’m a big fan and will keep cheering from the sidelines!
I am looking forward to the chance to create something great together.
Cheers to new adventures,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]9. Blog Syndication Request
Subject line: 🌟 Elevate Your Content with Our Exclusive Articles!
Hi [Name],
I hope this message finds you thriving! I'm [Your name], the [Your position] at [Your company/website]. First, I’ve admired your work at [Their website], especially your insights on [mention a specific topic or article they've published]. It's impressive stuff!
I'm reaching out with a collaborative idea that could add significant value to your platform. What about syndicating some of our content on [Their website]? Our articles on [Your specialty topics] have received fantastic feedback, and I feel they would fit perfectly with your audience's interests.
Here’s what I offer:
- Content selection — we’ll provide you with handpicked articles from our website, ensuring they align with your audience’s interests and your content standards.
- Seamless integration — our team will work with you to adapt the content to fit your website’s style and format while retaining the original message and quality.
- Mutual benefits — this collaboration could offer fresh, engaging, high-quality content to your readers and expand the reach of our work, making it a win-win for both of us.
I believe our content can bring a new dimension to [Their website], and I’d love to discuss how we can make this partnership beneficial for us both.
If you’re open to this idea, let’s schedule a time to discuss the possibilities. And. of course, if this isn’t something you’re interested in right now, no hard feelings! I’m just happy to have the opportunity to offer this to you.
Thanks a lot for considering this collaboration. I’m looking forward to potentially working together to create something impactful!
Best regards,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]9. Infographic Collaboration Proposal
Subject line: 📊 Let’s Collaborate on an Eye-Catching Infographic!
Hi [Recipient's name],
I hope you’re doing fantastic! I’m [Your name], the [Your position] at [Your company/website]. I’ve been following your work on [Their website or specific project], and I must say, your content is both informative and inspiring. It got me thinking about how we could team up for something visually stunning and insightful.
Here’s my pitch: What about collaborating on an infographic? We specialize in [Your area of expertise] and have a knack for turning complex data into visually engaging stories. I believe a joint infographic combining our expertise could be a hit among our audiences.
Here’s how we could make it sizzle:
- Topic idea — [propose an engaging topic that suits your audiences].
- Visual storytelling — we’ll bring in our best designers to ensure the infographic is informative and visually captivating.
- Shared promotion — once it's ready, we can share it on our respective platforms, websites, and social media, ensuring maximum exposure.
I think this could be a fun and fruitful project, and if this sounds like something you’d be interested in, let’s jump on a call to brainstorm ideas. And if infographics aren’t your thing or the timing isn’t right, that’s cool, too — just let me know.
Looking forward to the possibility of creating something amazing together!
Best,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]10. Requesting an Expert Opinion or Interview
Subject line: 🌟 Seeking Your Expert Insight for [Your Project/Article/Topic]
Hello [Expert's name],
I hope this message finds you well. I’m [Your name], a [Your position] at [Your company/website]. I've been following your great work in [their field of expertise], and I'm thoroughly impressed by your knowledge and contributions, particularly [mention a specific work or accomplishment of theirs].
I'm reaching out because I’m working on [describe your project, article, or topic], and I believe your expert insights would greatly enrich it. Your unique perspective on [specific aspect of their expertise] is exactly what my audience needs to hear!
Here’s what I have in mind:
- Interview/contribution format: [outline whether you want a written contribution, a video interview, a podcast discussion, etc.].
- Topics of discussion: [briefly mention the topics or questions you’d like to cover].
- Time commitment: [estimate the time you expect it will take].
- Audience reach: [mention who your audience is and the potential reach of the piece].
Your voice would add immense value to our discussion on [Topic], and I'm sure our audience would greatly appreciate your insights!
I understand you have a busy schedule, so I'm more than willing to work around your availability. If you’re interested, I’d be thrilled to set up a time for our conversation or to provide more details.
Thank you for considering my request. I’m looking forward to the possibility of collaborating with you and sharing your expertise with our audience!
Warm regards,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]11. Resource Page Suggestion
Subject line: 📘 Suggestion for Your Resource Page on [Topic/Page Title]
Hi [Recipient's name],
I hope you're doing well. I'm [Your name] from [Your company/website]. I recently came across your resource page on [Specific topic or page title] and was impressed with your curated collection of resources. It's incredibly helpful and informative!
I’m reaching out to suggest an addition that I believe your visitors would find valuable. We recently developed a resource at [Your website], titled [Your resource title], which provides [briefly describe the content and value of your resource and how it relates to the topic of their resource page].
Our resource stands out because [mention what makes your resource unique or particularly useful]. It would make an excellent fit for your page and further enhance the value you offer your readers!
You can check it out here: [URL of your resource].
I'd love to hear your thoughts on this suggestion. And, of course, if you have any feedback or need more information, please don’t hesitate to reach out.
Thank you for your time and for creating such a comprehensive resource page. I hope our addition can make it even better!
Best regards,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]12. Tool List Inclusion Request Template
Subject Line: 🔧Enhance Your [Topic] Tool List with Our [Your Tool Name]
Hello [Recipient's name],
I hope you're having a fantastic day. I'm [Your name], representing [Your company/website]. I've been exploring your impressive list of [Topic, e.g., graphic design tools, project management software, etc.] featured on [Their website/qrticle], and it's truly a great resource for the community.
I'm reaching out to suggest an addition: our tool, [Your tool Name]. Here’s what makes [Your tool name] stand out:
- [Key feature #1]: [Description of feature]
- [Key feature #2]: [Description of feature]
- [Additional feature]: [Description of another feature]
We believe [Your tool name] could be a valuable asset to your list, offering [specific benefit or solution your tool provides] to your readers.
You can find more about our tool here: [Your tool URL].
I'd love to hear your thoughts on including [Your tool name] in your resource list. If you need more details or have questions, I'm just an email away!
Thanks for your time and for providing such a valuable guide to [Their website's audience]. I am looking forward to the possibility of our tool being a part of it!
Best regards,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]13. Offering Data to Publishers
Subject line: 📈 Valuable Data Insights Available for [Publisher’s Name/Website] on [Data Topic]
Hi [Publisher's name],
Greetings from [Your company/website]! I'm [Your name], the [Your position], and a big admirer of your work, especially the series on [Publisher's relevant topic/area]. Your insights and depth of coverage are always impressive.
I'm reaching out to offer a unique collaboration opportunity. Our team has recently compiled a comprehensive dataset on [Your data topic], which includes [Briefly mention what the data covers, e.g., key metrics, trends, geographical focus].
This data could be a great fit for your ongoing coverage of [Relevant topic/area for the publisher], offering fresh angles and in-depth analysis. Specifically, it can provide:
- [Key aspect #1 of your data]
- [Key aspect #2 of your data]
- [Key aspect #3 of your data]
We believe this collaboration can lead to engaging, data-driven stories that will captivate and inform your audience. Alongside the data, we're happy to provide expert commentary or further analysis to support your content!
Thank you for considering this proposal. I look forward to discussing how we can collaborate to create insightful and impactful content!
Best regards,
[Your full name]
[Your cool title]
[Your company]
[Your contact details]How to write an email template for link building?
This section guides you through creating a template from scratch and customizing it, ensuring your communication is impactful, respectful, and tailored to your audience’s needs.
How to write a backlink outreach email template from scratch
1. Research and personalization:
- Start by researching link opportunities and building your email list either on your own or by hiring a link building expert from an SEO services company. Popular SEO tools such as Ahrefs, Moz, Google Search Console, or other webmaster software will help you filter those results by website rankings.
- Also, research surveys and report data about the recipient’s website or blog to understand their content and target audience.
- Address the site owner by their name to make the email more personal.
- Mention something specific about their website or recent posts to demonstrate your genuine interest, such as a particular article or a case study, the unique style of their content, or a recent topic they’ve covered that aligns with your outreach strategy.
- For larger campaigns, you can streamline the process by leveraging professional outreach services to build quality connections more efficiently. And if you do decide to delegate your outreach process, make sure you’re choosing an agency or a platform that uses a white-hat approach.
Example: “Hi [Recipient’s name], I came across your blog on [Topic] and was impressed by your recent article about [Specific article title].”
2. Introduction and connection:
- Begin the email with a brief introduction and a sentence establishing a connection between their content and yours.
- Explain why you believe your content would be a valuable addition to their website and offer insights or information that align with their audience’s interests.
Example: “I’m reaching out because I recently published a comprehensive guide on [Topic] that delves into [Specific aspect]. Given your expertise in [Related topic], I thought it would be a great fit for your readers.”
3. Offer collaboration or contribution:
- Suggest ways you can collaborate and contribute to their site, such as guest posts, infographics, product roundups, etc.
- Indicate your willingness to work together for mutual benefit.
Example: “I would be delighted to contribute a guest post on a relevant topic that aligns with your content. Alternatively, if you have a specific collaboration idea in mind, I’m open to exploring that as well.”
4. Provide relevant details:
- Include the specific URL of the page you want to build backlinks for and provide a brief description of the content. Use a clear and concise anchor text.
- Make it easy for them to check out your content or product reviews, and consider incorporating a backlink.
Example: “You can find the article I mentioned at [URL]. It covers [Brief description of content] and includes practical examples and actionable advice.”
5. Express gratitude and follow-up:
- Thank the recipient for their time and consideration, and let them know it’s okay if they missed your first email.
- Express your willingness to provide additional information or answer any questions they may have.
- Send follow-up emails if needed, and provide your contact details.
Example: “Thank you for taking the time to consider my request. If you have any questions or need further information, please feel free to contact me. I look forward to hearing from you soon. Have a great day! [Your name, title, company/website name, and contacts]”
6. Comply with GDPR:
- State the purpose of your email and how you obtained their contact information.
- Include a clear option to unsubscribe or opt out of future communications.
Example: “P.S. I respect your privacy and data protection rights. This email was sent because I found your contact details on [Source], where it was publicly listed. If you prefer not to receive any future emails from me, please click here [Link to unsubscribe] to unsubscribe, or simply reply with unsubscribe.”
7. Adhere to ethical practices:
- Be clear about who you are and the purpose of your email.
- Ensure your email subject line and content are straightforward and accurately represent your intentions.
- Offer valuable and relevant content to the recipient’s audience and avoid empty pitches or exaggerated claims.
- Maintain a respectful and courteous tone throughout your communication and recognize that a ‘no’ or no response is a valid outcome.
Example: “I’m reaching out to propose a potential collaboration on [Topic]. We’ve aligned our content with your website’s focus, as seen in [Specific reference]. Please feel free to decline or let me know how you’d like to be contacted. Your privacy and preferences are paramount to us.”
How to customize a backlink outreach template
Now that you understand the basics of writing an outreach email, let’s delve into the nuances of customizing a template.
1. Understand the recipient:
- Dig into their new content to find topics or styles that resonate with their audience.
- Identify content gaps or areas where your expertise can add value.
Example: “I’ve been following your blog on [Their blog’s niche] and noticed you haven’t covered the latest trends in [Your expertise], which is my area of expertise.”
2. Modify the introduction:
- Tailor the opening lines to reflect your understanding of their work and audience.
- Reference specific content or aspects of their website to show attention to detail.
Example: “I was captivated by your recent piece on [Their article’s topic] and thought your readers might be interested in my recent work on [Your article’s topic].”
3. Adjust the offer:
- Align your content proposal with their website’s tone and topic preferences.
- Highlight aspects of your content that specifically address the interests of their audience.
Example: “Given your audience’s keen interest in [Topic], I believe my article on [Your article’s topic] would complement your existing content beautifully.”
What’s next?
Link-building through effective outreach emails is an invaluable strategy for improving your website’s SEO and authority. Here are the takeaways from this guide to carry on:
- Use email outreach templates effectively — adapt the provided templates to suit your specific needs and the unique aspects of your target websites.
- Research thoroughly — always research the websites and individuals you’re reaching out to, ensuring your content submission is relevant and valuable to them.
- Practice patience and persistence — understand that building links is a gradual process that requires consistent effort and patience.
- Follow-up respectfully — if you don’t receive a response, it’s okay to follow up, but always do so respectfully and without being pushy.
- Monitor and adapt — keep track of your outreach efforts and be prepared to customize your link building strategies based on what works and what doesn’t.
Happy cold outreach and link-building!
