5 Link Building Outreach Email Templates (w/ Explanation)
Learn how to write outreach emails for link building with these 5 templates- each with an explanation, statistics and a real example.
Three months. 1,276 emails. 0 replies 📉
That was my link building reality ngl, until I started switching and testing different link building outreach templates.
My average response rate now is 34%, with a 12% conversion to actual backlinks. Pretty solid compared to previous results.
Let's take a closer look at the templates I've been using.
1. The Mutual Benefit Collaboration Template
This template establishes common ground with the recipient and proposes a mutually beneficial partnership, making it an excellent approach for building relationships along with backlinks.
Want to potentiate our content together?
Hi [First Name],
I noticed we are both writing on topics related to [Specific Topic] and why not work together to help each other?
While we might compete in some keywords, I believe in what Warren Buffett says: "It's better to have a partial interest in the Hope diamond than to own all of a rhinestone."
Would you be open to collaboration? We are open for the following:
- Guest blogs (both ways)
- Free uses of [Your Product]
- Any other possibilities
Is this something you'd be interested in?
Why This Template Works:
- Direct subject line: Clearly communicates intent without being pushy
- Immediate connection point: Establishes topical relevance and common ground
- Disarming philosophy: Reframes competition as collaboration opportunity
- Clear options: Presents specific collaboration possibilities without overwhelming
- Simple close: Low-pressure invitation to continue the conversation
Real Results: Collaboration Campaign
This campaign targeted content creators with established blogs in complementary niches.
| Metric | Result |
|---|---|
| Outreach volume | 60 emails |
| Responses received | 21 (35%) |
| Positive replies | 16 (27%) |
| Partnerships established | 12 (20%) |
| Time investment | 3 hours total |
| Average DR of partner sites | 49 |
| Industry | Digital Marketing |
2. The Direct Value Proposition Template
This template gets straight to the point by offering immediate value to the recipient, making it effective for busy site owners who appreciate clarity and reciprocity.
What if we both benefit each other?
Hi [Name],
I seen your awesome article about [specific topic from their site] and thought it would be perfect to feature in our upcoming guide on [relevant topic].
Our readers would love your expertise, and you'd get a quality backlink from our high authority site.
How about a quick chat to see if this link partnership makes sense for both of us?
Cheers,
[Your Name]
Why This Template Works:
- Straightforward subject line: Immediately suggests mutual benefit
- Specific compliment: Shows you've researched their content and found genuine value
- Clear value exchange: Explicitly states what they gain from the partnership
- Low-friction ask: Suggests a conversation rather than immediate commitment
Real Results: Feature Link Campaign
This campaign targeted authoritative websites with complementary content in the SaaS industry.
| Metric | Result |
|---|---|
| Outreach volume | 85 emails |
| Responses received | 34 (40%) |
| Positive replies | 22 (26%) |
| Links acquired | 16 (19%) |
| Time investment | 4 hours total |
| Average DR of linking sites | 52 |
| Industry | SaaS/Technology |
3. The Competitor Gap Template
One of my favourites, this template leverages competitive analysis to position your content as a missing piece in the recipient's resource collection.
By highlighting what their competitors are doing and offering a solution that fills a specific gap, you create both FOMO (fear of missing out) and provide immediate value.
Did you noticed this gap, [First Name]?
Hi [First Name],
I noticed some of your top competitors like [Competitor 1] and [Competitor 2] are featuring expert roundups about [Topic] with backlinks to authoritative sources.
We recently published an in-depth guide on [Specific Topic] that covers [unique angle/data point your competitors missed]. It's already been referenced by [mention 1-2 notable sites].
Would you be open to checking it out? I think it would make a valuable addition to your [specific page or resource section].
PS - We just helped [Related Site] improve their resource section with this content, and they've seen an increase in time-on-page for that section without any additional work on their part.
Why This Template Works:
- Internal-looking subject line: Creates curiosity without appearing like marketing
- Hyper-relevant opening: Shows you've researched their competitors
- Risk minimizer: Offers clear value that's already validated by others
- Soft CTA: Non-demanding request that's easy to say yes to
- Strong social proof: Specific metrics demonstrate real value to others
Real Results: Competitor Gap Campaign
This campaign targeted marketing blogs with existing resource pages, using competitor analysis from Linkyleap to identify content gaps.
| Metric | Result |
|---|---|
| Outreach volume | 50 emails |
| Responses received | 16 (32%) |
| Positive replies | 13 (26%) |
| Backlinks secured | 7 (14%) |
| Time investment | 4 hours total |
| Average DR of secured links | 52 |
| Industry | Digital Marketing |
4. The Broken Link Opportunity Template
This template offers genuine assistance by pointing out a broken link while suggesting a relevant replacement, creating a win-win scenario where both parties benefit from the interaction.
You may didn't notice this on your article
Hi [First Name],
I was going through your article "[URL]" this morning and noticed a broken link there. The link that's supposed to point to a resource about [Topic] isn't working anymore.
To be honest, a few weeks ago our team published a detailed guide on [Topic] that covers exactly what that broken link was meant to show.
Would you consider replacing the broken link with our resource?
Either way, I wanted to flag the broken link for you.
Hope you can fix it soon since it's impacting the article's rankings.
Cheers,
[Your Name]
Why This Template Works:
- Helpful subject line: Creates curiosity while offering assistance
- Specific observation: Shows you've genuinely reviewed their content and found an issue
- Relevant solution: Offers a replacement that maintains the original intent of their content
- Clear request: Makes a straightforward ask that benefits both parties
- Altruistic framing: Emphasizes that you're helping regardless of their decision
- Urgency included: Includes a sense of urgency to fix the broken link
Real Results: Broken Link Building Campaign
This campaign targeted content-rich websites in the digital marketing and business productivity niches.
| Metric | Result |
|---|---|
| Outreach volume | 120 emails |
| Responses received | 58 (48%) |
| Positive replies | 43 (36%) |
| Links acquired | 31 (26%) |
| Time investment | 7 hours total |
| Average DR of linking sites | 55 |
| Industry | Business/Marketing |
5. The Resource Mention Template
This one uses existing content references to build a natural connection with the recipient, making it an effective approach for earning high-quality backlinks from sites already familiar with your work.
You mentioned us! A quick thank you :)
Hi [First Name],
I just came across your excellent article on [Topic] and noticed you mentioned [Your Company/Product/Content], but without a link.
First, I wanted to say thank you for the mention! It's always great to see our [product/content] being referenced by industry experts like yourself.
Would you consider adding a link to our page? It would:
- Give your readers a direct path to the resource you mentioned
- Help us reach more people who could benefit from our content
- Make the reference more useful for your audience
Would you be open to adding that link when you have a moment?
Why This Template Works:
- Appreciative subject line: Combines gratitude with a subtle hint at the request
- Value acknowledgment: Recognizes their content while pointing out the unlinked mention
- Genuine appreciation: Establishes goodwill before making a request
- Benefit-focused reasons: Frames the link addition as valuable for all parties involved
- Low-effort close: Makes the request feel like a small favor rather than a demand
Real Results: Unlinked Mention Campaign
This campaign targeted websites that had already mentioned the brand or product without linking to it.
| Metric | Result |
|---|---|
| Outreach volume | 45 emails |
| Responses received | 22 (49%) |
| Links acquired | 18 (40%) |
| Time investment | 2.5 hours total |
| Average DR of linking sites | 52 |
| Industry | SaaS |
Conclusion
With these email templates, you can demonstrate effective approaches for backlink outreach.
Each designed to create value for both sender and recipient. The key to successful link building lies in personalization, offering genuine value, and creating win-win scenarios.
Next Steps
- Customize these templates for your specific industry and target websites
- Test different subject lines and approaches with smaller batches
- Track your results carefully to identify which templates perform best
- Follow up appropriately (once or twice maximum) with non-responders
- Focus on building relationships, not just acquiring links
Frequently Asked Questions
1. How many follow-up emails should I send after my initial outreach?
Limit follow-ups to 1-2 emails, spaced 5-7 days apart. More than this can appear pushy and damage potential relationships. Your follow-ups should add value, such as additional information or a different collaboration angle.
2. What response rates should I expect from link building outreach?
Average response rates typically range from 10-30% depending on your niche, personalization level, and the quality of your prospect list. High-quality, targeted outreach with genuine value propositions will perform at the higher end of this range.
3. Should I personalize every outreach email I send?
Yes. Personalized emails consistently outperform generic templates by 30-50%. At minimum, personalize the recipient's name, mention specific content from their site, and explain why your proposition is relevant to their audience.
4. Is it better to contact editors or website owners for link building?
It depends on the site structure. For larger publications, editors typically handle content decisions. For smaller sites, the owner may be more appropriate. Research the best contact person for each specific site before outreach.
5. How do I measure the success of my link building outreach campaigns?
Track metrics including response rate, conversion rate (emails to links), domain rating of acquired links, referral traffic generated, and resulting SEO ranking improvements. Calculate your cost-per-link to evaluate campaign efficiency.
