Link Building Outreach Email Template (That Gets Replies)
Simple, personal outreach templates for earning links โ and the habits that make people reply.
Outreach means contacting website owners and suggesting they link to a page of yours. Most outreach emails are ignored because they are generic, pushy or offer nothing useful. Short, personal emails that make the recipient's page better get far more replies.
Before you write
- Have something worth linking to โ a genuinely useful guide, tool, data or local resource.
- Choose relevant sites โ pages that already cover your topic.
- Find the right person โ the author or editor, not a generic inbox if you can avoid it.
- Check the page โ read it so you can mention something specific.
Template 1: Broken link
Subject: Broken link on your [topic] page
"Hi [Name], I was reading your guide on [topic] and found it really useful โ especially [specific point]. I noticed the link to [resource] in the [section] section no longer works. If you are looking for a replacement, our guide on [topic] covers the same thing and is up to date: [URL]. Either way, thought you would want to know about the broken link. Thanks, [Your name]"
Find broken links on relevant pages with the broken link checker.
Template 2: Resource page
Subject: A resource for your [topic] list
"Hi [Name], your [page name] is one of the most helpful lists on [topic] I have found. We recently published [resource], which [what it does for their readers]. It might be a good fit for the [section] part of your list: [URL]. Thanks for putting the page together, [Your name]"
Template 3: Expert contribution
Subject: Idea for an article for [site]
"Hi [Name], I run [business] and have [experience]. I enjoyed your recent article on [topic]. I would like to write a practical piece for your readers on [specific topic] โ covering [two or three points]. I can share drafts or past work if helpful. Thanks, [Your name]"
Write genuinely useful content for the other site. Links should be editorially given, not paid for.
Tips that improve replies
- Keep emails under about 120 words.
- Mention something specific from their page.
- Focus on how their readers benefit.
- Never offer payment for links โ paid links break Google's spam policies unless marked sponsored.
- Follow up once, a week later, then stop.
Track results
Keep a simple sheet of who you contacted, when and the reply. Use the backlink checker to confirm whether a link went live and whether it is followed. Read how to check if a backlink is dofollow and how to get backlinks for a new website.
A worked example
A home insurance comparison site found 40 blog posts linking to an old government flood-zone map that had moved. It emailed each author a short note with the new official link and mentioned its own plain-language guide to the same topic. Most were grateful for the fix, and several also added the guide as a further resource โ earning links from relevant sites in a single week.
What not to do
- Send the same email to hundreds of sites with only the name changed.
- Ask for links from sites with no connection to your topic.
- Promise or ask for "dofollow" links in exchange for anything.
- Send more than one follow-up or follow up angrily.
- Buy link packages that promise a number of links per month.
These waste time, harm your reputation and can lead to links that hurt rather than help.
Related guides
More free tools: browse all our free SEO tools, no sign-up needed.
Frequently asked questions
How many follow-ups should I send?
One polite follow-up is enough.
Is it okay to pay for links?
Paid links must be marked sponsored or nofollow; buying links to pass ranking value breaks Google's policies.
What reply rate is normal?
It varies widely; personalised, relevant emails get far better results than mass emails.
Should I use a template?
Use it as a structure, but personalise every email.