Quick Tips that Can Make Your Outreach Process Successful

  • Written by Robert Padgett Cooper

Writing emails for outreach for link building is key to getting the attention of your readers. On this post we want to share several templates and details in the outreach process that we’ve tried and have seen their effectiveness.

Building Contact Lists:

    • Avoid using generic emails, since those usually get tons of email. Find email addresses of people in the organization, it will be easier to connect.
    • It is important to segment your contact lists in order to make the outreach process easier. Having close knit segments will allow you to connect better with your audience using similar email templates.  
    • Make sure you use software like pitchbox. They will keep a history of communication and it makes it easier to reconnect with recipients that have linked back to you in the past. Another option is using buzzstream.

Make sure your emails have these characteristics:

    • Personalize your email as much as possible. Show that you care and that you know what the recipient cares about. For example, when you contact an author for guest post it is good to mention that you’ve been following the topics he or she has written about in the last months and why you think that is an important or interesting topic.
    • Try to provide some help on your email. A good example is letting them know of anything broken on their site like links or design.
    • Short and to the point
    • Make it as easy as possible for them to share your content
    • Include benefits or pros of how the content you’re sharing is better
  • Add one call to action

Add trust to your email by:

    • Using a email instead of a generic account from Gmail or Hotmail.
  • Add a signature at the end of your email that contains:
      • Your Full Name
      • Phone
      • Address /website
    • Name of company

We’ve seen that using a email and a signature increases the chances of engaging with the recipient. Some recipients prefer to give a call back instead of replying to your email to make sure you’re a real person.

Follow up:

    • The follow up is just as important as the first email. People are busy and your request will hardly be on top of their task list so following up helps reminding the recipient of your request.
    • Do not follow up with the same email address more than 3 times.
    • Don’t just resend the same email over and over. Write different follow up emails so that the recipient sees that you’re putting in the effort to connect.
  • If you don’t receive any replies, research other contact emails that could be interested in your offer.

Negotiation / Communication:

    • Always be polite no matter what.
  • Take negative replies as an opportunity to connect. No’s will give you a chance to get feedback from the recipient about the content you’re trying to promote. Also, it is an opportunity to sell your content by providing more information, benefits, etc. if you understand why the recipient doesn’t want to share your content.

Below we’ve included some templates and resources for you to improve your outreach process:

Template 1

Hi [Name],
I wanted to thank you for that amazing article you published last month. I shared [your data| resources] in a post I published last week to really drive home some important concepts regarding [topic], it obtained good results [Pageviews, comments, etc].
I’m linking the piece below if you’d like to read it. If you like it, maybe we could work on something together in the future?
Link 1
Thanks again!

Template 2

Hey [Name],
Your posts on [topics] have been on my must-read list for over a month. I really like reading your articles.
I’ve gathered several resources on [topic] that help with [X] and thought that you might like to know about them or share them with your readers:
Link 1
Link 2
These resources have up to date data backed by [cite trustworthy resources like .gov sites, doctors, scientists, etc. ]

Have a great weekend,

Some resources: