Writing an outreach email takes a few minutes.
Writing one that's relevant enough to deserve someone's attention takes a little more thought.
If you've done link building before, you've probably received or seen emails that all look similar.
They start with a generic compliment, introduce an unrelated resource, and end by asking for a backlink.
The problem usually isn't the wording.
It's that the sender hasn't explained why the recipient should care.
A useful link building outreach email starts with the page you're contacting someone about, not with your desire to get a backlink.
What makes a good backlink outreach email?
A good outreach email answers four questions.
- Why are you contacting this particular person?
- Which article or page are you referring to?
- What resource are you suggesting?
- How would that resource help the article's readers?
If you can answer those questions clearly, you already have most of the email.
You don't need a complicated template or an unusually clever subject line.
You need a relevant reason to reach out.
1. Research the article before writing
Start by reading the page where you're hoping to earn a link.
Don't just skim the title.
Look for questions that the article doesn't fully answer, examples that could be expanded, or resources that might help readers understand a particular section.
For example, suppose somebody has written an article about managing remote employees.
You've created a useful employee onboarding checklist.
Instead of asking them to link to your website generally, you could suggest the checklist as an additional resource within the onboarding section.
That's a much more specific request.
It also gives the publisher enough information to decide whether your suggestion is useful.
2. Write a clear subject line
Your subject line should explain the reason for your email without exaggeration.
Consider these examples:
Too vague: Quick question
Too promotional: Amazing opportunity for your website
More specific: Resource suggestion for your remote onboarding guide
The third example identifies the subject immediately.
It doesn't promise something unrealistic or try to manufacture urgency.
A useful rule is to write the subject line after you've finished the email.
That way, you already know what the message is actually about.
3. Keep the introduction short
You don't need three paragraphs explaining your company.
Introduce yourself briefly and mention the article you're contacting them about.
For example:
"Hi Sarah, I was reading your guide about remote employee onboarding and noticed the section about preparing new hires for their first week."
That's enough context to begin.
The next sentence should explain your suggestion.
Avoid generic praise unless you have something specific and sincere to say.
4. Explain why your resource fits
This is the most important part of the email.
Don't assume the recipient will open your link and figure out its value.
Explain it.
If your resource includes a downloadable checklist, say so.
If it contains original research, identify the relevant finding.
If it answers a question their article leaves open, mention that question.
Make the connection obvious.
The recipient should understand your suggestion without having to perform additional research.
Link building outreach email template 1: Resource suggestion
Subject: Resource suggestion for your [article topic]
Hi [Name],
I came across your article about [specific topic] while researching [subject].
I noticed the section about [relevant point] and thought this resource might be useful to your readers:
[Resource URL]
It covers [specific information or feature] that relates to that section.
If you think it adds something helpful, feel free to consider it as an additional reference.
Either way, thanks for putting the article together.
[Your name]
This template works when you have a clear connection between your resource and an existing article.
Don't send it unchanged to hundreds of websites. The specific context is what makes it relevant.
Link building outreach email template 2: Unlinked brand mention
Subject: Small suggestion for your [article title]
Hi [Name],
Thanks for mentioning [brand] in your article about [topic].
I noticed the mention doesn't currently include a link to our website.
If it's useful for your readers, here's the relevant page:
[URL]
No problem if you'd prefer to leave the article as it is.
Thanks again for including us.
[Your name]
This type of email works when the publisher has already chosen to reference your business.
You're simply offering an additional way for readers to find it.
5. Avoid unnecessary follow-up pressure
Not every relevant email receives a reply.
The recipient might be busy, the article might already have enough references, or they might simply disagree with your suggestion.
That doesn't mean you should send reminders indefinitely.
A brief follow-up can sometimes be appropriate, but repeated pressure rarely improves the relationship. We cover timing and wording in link building follow-up emails.
Respect opt-out requests and follow the rules that apply to commercial email in your recipient's location.
6. Measure more than replies
A high reply rate doesn't automatically mean you're running a useful campaign.
Look at what happens after somebody answers.
Did the conversation result in an appropriate editorial mention?
Did the publisher find the resource useful?
Did your initial pitch accurately describe what you were offering?
Also pay attention to negative responses.
If several publishers say your resource isn't relevant, that feedback might be telling you something about your prospect list.
Common outreach email mistakes
Some recurring mistakes are worth checking before you press send:
- Contacting the wrong person.
- Using the same introduction for every website.
- Pitching a homepage when a specific resource would be more useful.
- Asking for an exact-match anchor without considering the sentence.
- Claiming you've read an article when you haven't.
- Sending multiple reminders after the recipient has declined.
Most of these problems are easier to solve before outreach begins.
Final thoughts
A successful outreach process doesn't depend on finding a magical email template.
It depends on choosing suitable prospects, understanding their content, and making suggestions that genuinely deserve consideration.
A short, relevant email is usually a better starting point than a long message that explains everything except why your resource belongs on the page.
Rather not do the outreach yourself? BacklinkBuddy handles the pitch, the writing and the placement, and you approve every site first.
