Email outreach remains an integral part of digital marketing and SEO in 2025. Whether your goals include building a high-quality backlink profile, connecting with industry professionals, finding new partners, or promoting your content, a well-structured email can help unlock new opportunities.
However, crafting outreach emails that stand out in crowded inboxes requires precision, a personal touch, and a professional tone.
This article provides 10 effective email outreach templates designed for various scenarios, which you can easily copy and use right away. Moreover, below we’ll discuss the drawbacks of this approach and explore whether more convenient alternatives exist (spoiler alert: yes, they do).
1. The Resource Sharing Template
When to use it:
This template is perfect for sharing high-quality content that complements the recipient’s niche or enhances their existing articles. Use it when:
- Your resource adds value to their audience or fills a gap in their content.
- Your content is well-researched and relevant (e.g., a guide or case study).
- You’ve already engaged with their work to build rapport.
It frames your content as helpful rather than self-promotional, increasing the chances of a positive response.
Copy this email template text
Subject: Thought this might interest your readers
Body:
Hi [Recipient’s Name],
I’m [Your Name], the [Your Position] over at [Your Company Name/Website]. I recently read your article on [specific topic/URL] and found it incredibly insightful.
I’ve just published a resource on [related topic] that might be helpful for your readers. It’s packed with actionable insights on [specific benefit]. Here’s the link: [Your URL].
I’d love to hear your thoughts, and if you think it’s useful, perhaps you could include it in your article.
Best regards,
[Your Full Name]
[Your Title]
[Your Company]
[Your Contact Details]
The Guest Post Pitch Template
When to use it:
Use this template to pitch guest posts to blogs or publications in your niche. It’s most effective when:
- The site is relevant and has an engaged audience. Also it explicitly accepts guest posts, or you’ve identified a need for new content in their blog section.
- Your proposed content adds unique value or fills a gap in their blog.
- You’ve aligned your pitch with their tone and audience preferences.
This approach helps build backlinks, grow your authority, and promote industry relationships.
Copy this email template text
Subject: Guest post opportunity for [Blog Name]
Body:
Hi [Recipient’s Name],
I’m [Your Name], the [Your Position] over at [Your Company Name/Website]. I have been reading [blog name] for a while now. And the article you wrote recently on [specific topic] really resonated with me. I see you understand the challenges your readers face. And I would like to participate in this conversation.
I have some great guest post ideas that will align with your readers. Here are a few potential topics:
- [Topic 1: Short description]
- [Topic 2: Short description]
- [Topic 3: Short description]
I’ll ensure the post is actionable, well-researched, and provides unique insights. If any of those topics appeal, I can share a draft for your consideration.
I am looking forward to the possibility of working together!
Best regards,
[Your Full Name]
[Your Title]
[Your Company]
[Your Contact Details]
3. The Skyscraper Technique Template
When to use:
This template is perfect for promoting content that improves upon an existing resource linked in a target article. Use it when:
- You have created a resource that is more comprehensive, up-to-date, or engaging than the currently linked one.
- The linked resource is out of date, lacks depth, or could benefit from additional insights.
- You want to build backlinks by offering a superior alternative to an existing link.
This approach positions your content as a valuable upgrade, increasing the likelihood of link placement.
Copy this email template text
Subject: A better resource for your readers
Body:
Hi [Recipient’s Name],
I’m [Your Name], the [Your Position] over at [Your Company Name/Website]. I noticed you’ve linked to [specific resource] in your article on [specific topic/URL]. While it’s helpful, I recently created a resource that offers more depth and updated insights: [Your URL].
If you consider it useful, I would be excited to have it featured in your work. Feel free to ask if you want additional details!
Best regards,
[Your Full Name]
[Your Title]
[Your Company]
[Your Contact Details]
4. The Broken Link Replacement Template
When to use:
Use this template when you’ve identified a broken link in a relevant article and have a resource that fits as a replacement. It’s especially effective when:
- The broken link is to a resource similar to the content you’ve created.
- The article is on a high-authority site that’s relevant to your niche.
- You want to build backlinks while helping the site owner maintain high-quality, functional content.
This approach provides value by solving a problem for the recipient while positioning your resource as the ideal solution.
Copy this email template text
Subject: Found a broken link in your article
Body:
Hi [Recipient’s Name],
I’m [Your Name], the [Your Position] over at [Your Company Name/Website]. While reading your article on [specific topic/URL], I noticed a broken link in the [specific section]. The link points to [broken link URL], which no longer works.
I’ve recently published a resource on [related topic] that could serve as a replacement. Here’s the link: [Your URL].
If you think it aligns with your content, I’d be happy to see it included in your article. Please let me know if I can provide more details.
Thanks for considering!
Best regards,
[Your Full Name]
[Your Title]
[Your Company]
[Your Contact Details]
5. The Collaboration Request Template
When to use:
Use this template when you want to propose a mutually beneficial collaboration with an industry expert or influencer. Ideal when:
- You have a clear idea of how to collaborate, such as co-creating content, organizing an event, or campaign.
- You want to expand your reach by providing value to both audiences.
This approach promotes mutually beneficial cooperation and can lead to long-term professional relationships.
Copy this email template text
Subject: Collaboration opportunity
Body:
Hi [Recipient’s Name],
I’m [Your Name], the [Your Position] over at [Your Company Name/Website]. I appreciate your work in [platform/topic] and thought we could work together on something that would have an impact on our audience.
For example, we can work on [specific ideas such as co-authored content, webinar or podcast]. Please let me know if this sounds interesting.
Best regards,
[Your Full Name]
[Your Title]
[Your Company]
[Your Contact Details]
6. The Influencer Outreach Template
When to use it:
Use this template to reach out to influencers for potential product promotion or partnerships. It’s ideal when:
- Your product or service resonates with the influencer’s audience.
- You may want to offer a mutually beneficial arrangement, such as a product review, giveaways or sponsored content.
This approach helps build partnerships that expand your reach and provide value to both parties.
Copy this email template text
Subject: Let’s work together
Body:
Hi [Recipient’s Name],
I’m [Your Name], the [Your Position] over at [Your Company Name/Website]. I’ve been following your work [platform] for a while now. And love that you engage with the audience in [specific topic].
I think our product/service, [Product name], will really resonate with your audience. I’d like to explore a partnership where we can provide value to your followers. This could include [specific ideas like product reviews, giveaways, or sponsored content].
Let me know if this aligns with your goals, and we can discuss further!
Best regards,
[Your Full Name]
[Your Title]
[Your Company]
[Your Contact Details]
7. The Testimonial Offer Template
When to use:
Use this template to offer a testimonial for a product or service you’ve used. It’s effective when:
- You’ve had a positive experience with the product or service.
- You want to share how it has positively impacted your business.
This approach builds goodwill and can strengthen your relationship with the provider while offering social proof.
Copy this email template text
Subject: Happy to share my experience with [Product/Service]
Body:
Hi [Recipient’s Name],
I’m [Your Name], the [Your Position] over at [Your Company Name/Website]. I’ve been using [Product/Service] for [specific time] and would love to provide a testimonial or case study on how it’s helped our business.
Let me know if this is something you’d be interested in!
Best regards,
[Your Full Name]
[Your Title]
[Your Company]
[Your Contact Details]
8. The Event Invitation Template
When to use:
Use this template to invite someone to an event, webinar, or conference. It’s perfect when:
- You want to engage with industry peers or influencers.
- The event covers topics relevant to the recipient’s interests.
- You’re offering a valuable opportunity to learn, network, or collaborate.
This approach helps increase event attendance while offering value to potential participants.
Copy this email template text
Subject: You’re invited to [Event Name]
Body:
Hi [Recipient’s Name],
I’m [Your Name], the [Your Position] over at [Your Company Name/Website]. I’d like to personally invite you to [Event Name] happening on [date]. The event will cover [specific topics] and feature speakers like [speaker names].
Here’s the link to learn more and register: [Event URL].
I’d love to see you there! Let me know if you have any questions.
Best regards,
[Your Full Name]
[Your Title]
[Your Company]
[Your Contact Details]
9. The Partnership Proposal Template
When to use:
Use this template to propose a long-term partnership with another company or influencer. It’s suitable when:
- Your brands share similar values and target audiences.
- You’re looking to collaborate on initiatives that benefit both parties, such as co-marketing campaigns or exclusive offers.
- You aim to create a lasting business relationship.
This approach sets the stage for a mutually beneficial partnership that drives long-term growth.
Copy this email template text
Subject: Partnership opportunity
Body:
Hi [Recipient’s Name],
I’m [Your Name], the [Your Position] over at [Your Company Name/Website]. I’ve been following your work and believe our brands align in terms of values and audience.
I would like to propose a partnership where we can work together in [Specific initiatives such as joint marketing campaigns, special offers, or content collaborations]. This partnership can be mutually beneficial to our audience and goals.
If this sounds interesting, I’d love to discuss the details further.
Best regards,
[Your Full Name]
[Your Title]
[Your Company]
[Your Contact Details]
10. The Follow-Up Template
When to use:
Use this template to re-engage with a recipient after they haven’t responded to your first email. It’s helpful when:
- You want to remind the recipient about your previous message without sounding pushy.
- You’re offering additional information or clarification.
- You’re seeking feedback or next steps after no reply.
This template gently nudges the recipient to reply while maintaining a professional tone.
Copy this email template text
Subject: Following up on my earlier email
Body:
Hi [Recipient’s Name],
I’m [Your Name], the [Your Position] over at [Your Company Name/Website]. I wanted to follow up on my previous email regarding [specific topic].
If you haven’t had a chance to check it out yet, let me know if I need to provide more information. I’d love to hear your thoughts!
Best regards,
[Your Full Name]
[Your Title]
[Your Company]
[Your Contact Details]
Disadvantages of Outreach
Even though email outreach is a popular method to improve a link building strategy, network, and promote content, it comes with significant challenges that many marketers could face. These challenges make email outreach a time-consuming and often costly strategy.
The main drawbacks include:
- Low Response Rates
Despite sending countless emails, only a small part of outreach emails get a response. Research shows that only 8.5% of outreach emails receive a reply, meaning a staggering 91.5% are ignored (Backlinko). - Low Open Rates
Cold emails are often perceived as spam or irrelevant, leading to low open rates. On average, only 23.9% of cold emails are opened (beehiiv Blog), which means most outreach emails don’t even make it past the subject line. - Inefficiency
Cold email campaigns often result in a reply rate under 10% with approximately 50% of campaigns performing at this level (QuickMail). Even when emails are opened, to get meaningful responses or build relationships takes time and persistence.
The constant need to follow up, personalize emails, and search for the right contacts can overwhelm even the most seasoned marketers.
The good news?
There is a faster and more efficient alternative for getting high-quality placements. You can use platforms like Serpzilla to find niche-relevant guest post opportunities on authoritative websites.
Serpzilla: The Best Alternative to Traditional Outreach
Serpzilla is a game-changing tool that makes finding guest post opportunities quick and easy. Here’s why it works better than traditional outreach:
- Efficient Filtering
Serpzilla lets you filter sites by niche, domain authority, and more, ensuring you target the most relevant platforms for your content. - Streamlined Process
No more endless emails and waiting. With Serpzilla, you can quickly submit your content to pre-vetted, high-quality sites. - High-Quality Backlinks
Serpzilla connects you with authoritative websites that helps improve your chances of earning valuable backlinks for SEO. - Save Time
Serpzilla’s intuitive interface saves you time by making the process of finding guest post opportunities easier, so you can focus on content creation.
How to Use Serpzilla for Finding Guest Post Opportunities
Once you log in to Serpzilla, you’ll find a well-organized dashboard with your project. To proceed to website selection, click ‘Buy links’ → ‘Guest Posts’ → ‘Publisher’s Article’:
You can also select a project from the left-hand menu and then click ‘Buy Backlinks’ → ‘Publisher’s Article’:
You’ll be redirected to the ‘Buy links’ webpage where you can start setting up filters.
The success of your guest posting strategy depends on targeting the right websites. Serpzilla’s advanced filters allow you to customize your search for optimal results.
Here’s how to set the filters:
- Cost Range
Define your budget using the ‘Price’ filter. This ensures you find affordable options while maintaining quality. - Quality of sites and pages
- Set the ‘DR Ahrefs’ range to target high-authority websites (e.g., DA 30–80). Higher authority sites typically offer better SEO value.
- Set the ‘MOZ Spam Score’ metric to specify a maximum website spam probability level (e.g. a value up to 30% is considered a low spam score, up to 60% – medium spam score).
- Specify a minimum traffic amount. Look for sites with consistent visitor counts to maximize your reach.
- Topic, language and region
- Specify the topic to select your industry or niche, ensuring the website’s content aligns with your target audience.
- If your audience is location-specific, use the ‘Country’ filter to find websites popular in your target region.
- Select the desired language for the guest post to ensure alignment with your audience.
After you set all the necessary filters, click the ‘Filter’ button to continue. After that Serpzilla will provide a curated list of websites that match your criteria.
For more details, follow the Step-by-Step Guide to Placing Guest Posts in Serpzilla.
Conclusion
Email outreach is a proven strategy for link building and networking, but it’s not without its disadvantages. By using the provided templates, you can save time and improve your response rates.
However, for those looking to simplify the process, platforms like Serpzilla offer an efficient alternative, making it easier than ever to acquire high-quality guest posts on niche-relevant sites.
