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16 Email Outreach Templates for Every Situation

Let’s be real:

You don’t need 100+ different outreach templates to win at cold emailing. That’s not what this post is about.

What you do need is one email outreach template that works. Something specific to what you’re trying to accomplish, and tested to be effective.

That’s what this article provides: One powerful template for 16 different outreach situations.

Let’s see those outreach templates!

These templates can help you send hundreds of emails in a fraction of the time it takes to type each one by hand – all without sounding like a robot.

Whether you’re a marketer, a sales rep, a podcaster, or just someone looking to develop new relationships, you’ll find outreach templates to suit your needs.

Let’s dive in!

1. Land any guest post with this email template

Guest posts aren’t dead… far from it.

While they aren’t as strong for SEO as editorial backlinks, they still provide a benefit. And, if done right, they can drive targeted traffic to your site.

(Don’t believe me? Check out how Sol Orwell rocked his guest posts.)

But landing guest posts on high authority sites isn’t as easy as it once was. Bloggers are more aware than ever how valuable a link is these days.

With this template, however, you’ll be able to land spots on almost any site with ease.

Subject: “Really appreciate this post.” or “Care for free content?”

“Hey, [their name]!

I’m a huge fan of [their blog]. I just wanted to reach out because I’ve really been enjoying your writing. In fact, I accomplished [something cool] from reading your blog post: [link to their blog post].

I know you’re busy, so I won’t waste your time. I’m reaching out because I had some awesome ideas I think the [their blog name] audience would love, and I was wondering if you’d be open to a guest blog post.

Here are the titles:

[Title 1]

[Title 2]

[Title 3]

To give you an idea of my writing style, here are two of my best posts:

[Your post with the most shares]

[Your best-written post]

Thanks for your time and consideration! I can’t wait to hear back from you. 🙂

Cheers,

[Your name]”

2. Claim easy backlinks by fixing broken links

Backlinks are the pillars of SEO. Without them, you’ll never rank, no matter how good your content. (At least until Google’s algorithms change.)

Broken link building is a well-known strategy for getting relatively easy backlinks. It works by finding broken links on a site you’d like a backlink from, then emailing the site owner to let them know about the link.

(And, of course, suggesting they add your own, working link.)

Once you’ve found a broken link(s), here’s a template to notify the site owner (part 1 of 2):

“Hey, [their name]!

I was digging around for information on [topic] today and came across your post: [link to their post]

This is great! Lots of good advice. I even [implemented something, learned something]

However, I did find some broken links there. Let me know if you’d like me to send you the list I made.”

This is a two-parter because you want to see if they actually care enough to respond.

If they do, find good replacements for the links (even if they’re not from your site) and send part 2:

“No problem!

Here are the broken links I found:

[Broken Link URL] + [Replacement URL]

BTW, I just wrote a post about [topic]: [post URL]

I thought it would be a great addition to the page. 🙂

Either way, hope this helps and keep up the great work!

Cheers,

[Your Name]”

3. The perfect outreach template for resource page link building

Another relatively easy way to get backlinks is by reaching out to the creators of resource pages. (You might even snag a few .edu links!)

Once you’ve found a few good resource pages, use this script:

“Hey, [their name]!

I was digging around for information on [topic] today and came across your resource page: [link to resource page]

What an awesome list of resources! I didn’t even know about some of them.

If you’re interested, I actually just wrote a guide on [topic]: [your URL]

It might make a great addition to your page.

Either way, keep up the great work! Thanks for your time. 🙂

Cheers,

[Your Name]”

4. More easy links: The “Guestographic” method

Brian Dean coined the term “Guestographic”.

In fact, he used it to increase his organic search traffic by 175.59%.

It’s simply a method of combining infographics and guest posting. Once you create a high-quality infographic, you simply find some websites in your niche that might be interested in posting it on their blog.

Once you’ve got a list of great blogs, send them Brian’s template:

“Hey, [their name]!

I was on the hunt for information on [topic] this morning when I came across [their URL].

I really like that you [talked about something important, emphasized something, explained something].

I actually just put together an infographic on [topic].

As someone who writes about [topic] quite a bit, I thought you might get a kick out of it. 😀

Let me know if you want to check it out.

Cheers,

[your name]”

5. Promote your blog before you even publish it

The single biggest mistake I see new (and even established) bloggers make is that they don’t take enough time to promote their blog posts.

With this method, you can almost guarantee traffic before you even hit publish… or before you even type a single word!

It involves finding influencers who might be interested in promoting your content, then sending those influencers an email to determine their interest.

Pro Tip: A super easy way to find influencers is with a searchable influencer database. Just type in a name or category and start adding people to your list.

Now then, here it is:

“Hey, [their name]!

I just wanted to say, I’m a huge fan of your work. I especially loved [link to one of their recent posts].

Great stuff! [Insert key takeaway or funny comment]

I’m actually publishing a post on [topic] next week. Being a master at [topic], I thought you might enjoy it.

Would you care if I sent you the link when it goes live to get your feedback?

Thanks for your time,

[your name]”

If they say yes, boom. You’ve got yourself some pre-promotion.

I also said you can use this method before ever typing a word. It’s a great way to see if a topic will be popular. If very few people get back to you, it could mean it’s a bad topic or they’re not interested.

Once you’ve published the post, send an email to the people who said yes:

“Hey, [their name]!

I just wanted to let you know that the post I talked about last week is live!

[URL]

I’d really love to get your feedback. Would you mind leaving a comment on the post?

Thanks!

[your name]”

I like to ask for a comment and feedback because, if they had a hand in sculpting the post, they’re likely to share. If you want, you can ask for a direct share instead.

6. Post-publish promotion made easy

What if you didn’t reach out to anyone before your post went live? Are you doomed?

No way! You can still ask for the share. It just might not be quite as effective.

On the plus side, you can send it to more people than just your initial influencers. You can also send this email to anyone who has an interest in your topic, like people in “shoulder niches”.

Here ya go:

“Hey, [their name]!

I noticed you’re really interested in [topic]. I’d even wager to say you’re something of an expert. 🙂

I was wondering if you’d mind taking a look at a post I just published about [topic]:

[URL]

Could you please give me a little feedback on the post? I’d really appreciate you leaving a comment. 🙂

Either way, keep up the great work!

Cheers,

[your name]”

7. Wanna get on a podcast? Use this template

Becoming a guest on my first podcast was one of the most satisfying feelings I’ve ever had.

It makes you feel, for lack of a better word, legit. Like a hot shot!

Plus, it’s a great way to build brand awareness, be seen as an authority, drive traffic, and even get backlinks for SEO.

Once you’ve found a few podcasts you’d like to be on, hit ‘em with this:

“Hey, [their name]!

I’m a HUGE fan of your podcast. I especially liked [episode] because [takeaway or comment].

You consistently put out the best podcasts I’ve ever heard, and that’s why I’m reaching out to you. I’d really like to be a guest on your show.

[Quick about you, why you’d be a good guest. Link to an about page on your site.]

(Optional) To give you a better idea of what I’m like on the mic, here are a few other podcast episodes I’ve been on:

[Link to Podcast]

Either way, keep up the great work! Can’t wait for your next episode.

Cheers,

[Your name]”

8. Want guests on your podcast? Try this

If you’re on the other end of things and want guests for your podcast, we’ve got an outreach template for you, too.

First, compile a list of potential guests. (Hint: If you were a guest on a podcast, that podcaster would probably make a great guest for yours!)

Here’s your script:

“Hey, [their name]!

I’m a HUGE fan of your podcast. I especially liked [episode] because [takeaway or comment].

You consistently put out the best podcasts I’ve ever heard, and that’s why I’m reaching out to you. I’d really like to be a guest on your show.

[Quick about you, why you’d be a good guest. Link to an about page on your site.]

(Optional) To give you a better idea of what I’m like on the mic, here are a few other podcast episodes I’ve been on:

[Link to Podcast]

Either way, keep up the great work! Can’t wait for your next episode.

Cheers,

[Your name]”

9. Script to blow up your podcast traffic

There’s one thing every podcaster loves:

Traffic!

If you want more of it, we have got just the thing for you. Find yourself a list of influencers, then fire this off:

“Hey, [their name]!

I noticed you’re really interested in [topic]. I’d even wager to say you’re something of an expert. 🙂

I was wondering if you’d mind listening to my latest podcast episode about [topic]:

[URL]

It’s only X minutes long.

Could you please give me a little feedback on the episode? I’d really appreciate you leaving a comment. 🙂

Either way, keep up the great work!

Cheers,

[your name]”

10. Get real survey data with this blueprint

Data-driven posts are some of the most linked to and shared content on the web.

Even if you aren’t writing a post, survey results can help you learn a lot about your customers. They can improve your marketing, advertising, and conversion copywriting.

The problem lies in getting people to take the damn survey. You have to find potential participants, then find a way to get them to cough up a few minutes of their time.

But where there’s a will, there’s a way. Let your will be done with this email:

“Hey, [their name]!

I’m reaching out because I noticed [something related, like their interest in your topic].

It seems like you really know your stuff!

In fact, I’d really love to get your input on [topic]. I put together a survey in order to [reason].

Could you please spare 60 seconds to take the survey quick so I can get your masterful insight?

[URL]

Either way, thanks for your time!

Cheers,

[your name]”

11. How to get loads of feedback and product reviews

If you’re in the eCommerce world, product reviews are massively important.

They increase your sales, give you fodder for your social media ads, and boost your ego (we can all use that, right?).

Grab your email list of customers and fire off this email:

“Hey, [their name]!

Thanks so much for ordering [product] from [your site]!

You helped us [accomplish a goal, like hitting an income level or selling X product].

Would you mind helping us accomplish one more goal?

We’re trying to [get X product reviews, get into the hands of X people, etc.]. To do that, we need you to leave a product review on your recent purchase.

It only takes 30 seconds. You can leave a review here:

[URL]

Thank you – your review means a lot to us!

(Optional) As an added bonus we’ll give you [discount/freebie] for reviewing! 🙂

Cheers,

[your name]”

12. Warm your sales leads with this cold email

The problem with cold emailing in sales is that it’s, well, cold.

These people probably don’t know you or your company even exists. Then you’re asking them out of the blue to buy something.

That’s why it’s good to start with a nice, lead-warming email. The kind that nurtures a relationship.

Use LinkedIn to see when a prospect gets a round of funding, a promotion, or some other accomplishment. Then, send them this:

“Hey, [their name]!

Congratulations on your recent [round of funding/promotion].

What you’re doing is going to impact [their industry] in a major way.

I look forward to seeing how you improve it!

Cheers,

[your name]”

13. Be useful to be liked by your sales prospects

You typically wouldn’t ask someone you just met for a favor. So why come out of the gate asking for a sale or contact info in your first cold email?

This is another nurturing email to build rapport. Find some way you can help a potential client, such as web design advice, then let them know about it.

Like this template, courtesy of HubSpot:

“Hey, [their name]!

Your website’s design is amazing! The visuals really enhance your message and the content compels action. I’ve forwarded it to a few of my contacts who I think could benefit from your services.

When I was looking at your site, though, I noticed a mistake made re: search engine optimization. It’s a relatively simple fix. Would you like me to write it up so that you can share it with your web team? If this is a priority, I can also get on a call.

Regards,

[Your name]”

14. Once they’re warm, sell ‘em

Now that you’ve warmed up those cold leads, it’s time to ask for the sale. Or for the contact info for the person who has the authority to purchase.

Here’s a template for that:

“Hey, [their name]!

I hope you’re doing well. I see you’ve [published a post, done something interesting]. Great stuff!

I was doing some research this morning and noticed you [have a need for our product/aren’t doing X/could benefit from Y].

I actually sell [product or service] that can help you with that!

(Optional) Can you point me in the direction of [sales department/person who handles purchasing]? I promise to be brief and helpful.

Either way, keep up the great work! And let me know if there’s anything I can do to [help you with goal]. 🙂

Cheers,

[your name]”

15. Get prospects on the phone with ease

What if your product or service is more intricate and can’t be sold in a simple email?

You need to get those prospects on the phone. And I have just the trick:

“Hey, [their name]!

I hope you’re doing well. I see you’ve [published a post, done something interesting]. Great stuff!

I was doing some research this morning and noticed you [have a need for our product/aren’t doing X/could benefit from Y].

My company actually works with people like you to help them achieve [goal].

Would you be interested in a brief call to see if we can help you grow your business? I promise to take up no more than 15 minutes.

Let me know if you’re available at:

  1. [Date & Time]
  2. [Date & Time]
  3. [Date & Time]

Either way, keep up the great work! 🙂

Cheers,

[your name]”

16. A phone call follow-up email to win clients

You got ‘em on the phone and they seem promising. Now it’s time to lay down the finishing touch. Send this email:

“Hey, [their name]!

It was great chatting with you earlier today and learning more about how you [role] at [company]!

I understand the issues you’re facing with [challenges discussed in conversation] and how they make it harder to [do X discussed in call].

As discussed, I’ve attached more information about our resources and how we can help you [achieve a goal] and solve [business problem].

Let me know if you have any questions and I’d be more than happy to chat again or follow up with an email. If not, I look forward to talking again on [date and time].

Cheers,

[your name]”

If you’re hankering for more sales emails, check out this guide by HubSpot. They have lots of great stuff there.

Parting Words of Advice

Cold email outreach is one of the best ways to get shares, interviews, and sales. They just work.

With these outreach templates, you’ll be WAY ahead of the competition.

One word of advice… make sure you customize your emails when you send them. Don’t sound like a robot and people won’t instantly hit delete.

Oh, and one last tip…

If they don’t answer your first email, don’t give up!

Always follow up. Always. Most acceptances happen in the follow up. Sometimes people are just busy that week.

What should you say?

Aaron Orendorff, a guest blogging master and founder of IconiContent, recommends you just resend the exact same email as if they never got the first one. This is because sending a follow up telling them they missed the last email is a little disrespectful.

While that’s not always the case, I do agree that simply resending the same email is a good way to go. If they’re interested, they’ll respond. Or, you can use these follow up techniques.

Aaron recommends you don’t follow up more than once… I’d follow up twice, personally.

Now go be a #hustler, send a crap-ton of emails, and grow your business like never before.

(And, in case you need a tool to use automate these templates and make your life easier, check out MailShake. We’re pretty cool.)

Comments

11 Comments

Craig Hewitt

Great resource here on templates that are both very effective and highly personalized. Thanks for including our resource in the podcasting segment as well!

Bill Widmer

Thanks, Craig! It was my pleasure – you have such a great resource! Would really appreciate if you could share it around. 🙂

Simon Zaku

Such a thoughtful post here.

I loved how you broke everything down, Bill. Got new insights & strats from this esp the “follow up” thing. Also love the guest posting template.

Will be using this guide as a reference for my outreach purposes.

Thanks for the guide, Bill

Cheers,
Simon Zaku

Bill Widmer

My pleasure, Simon! Glad you found it helpful.

Come back after you finish your outreach and let me know the results! 🙂

Simon Zaku

For sure Bill!

Will try to score some guest posts (and more) with it 🙂

Will let you know how it goes.

Cheers,
Simon.

Bill Widmer

Awesome! Looking forward to it. 🙂 Good luck!

Ryan Schulz

Thanks for the templates Bill – I have already passed them off to the team for inspiration!

Bill Widmer

My pleasure, Ryan! Glad you liked them. Let me know how they work for you!

Target Protein

What a great post! Realy I very pledge to get best email templates. It will be very helpful for me.

Thanks, Bill Widmer.

Brian S. Lee

Hi Bill, thank you for a great post! I wanted to point out that the scripts for #7 & #8 are the same. Seems like #8 needs to be fixed up a bit. Thanks again 🙂

Vijay Khandekar

Nice Post Bill.

Quick suggestion ==> Adding subject lines for each of the email copy would make this post more valuable. IMO.

Half of the time subject lines can make and break the game for a particular email campaign.

Thoughts?


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