Your Email Outreach Will Fail Without These

on 26 Aug, 2013 - 0 comments

If you are looking for the best ways and tools to help you get a good response from your guest post request, then you have come to the right place. We’ll share with you some tips to help make your outreach email the best there is!

Email outreach is very important when building links for your site. Despite the escalating popularity of social media sites, emails remain the most used and preferred communication platform on the World Wide Web. With this in mind, sending effective and compelling email messages to engage a web administrator or company is very critical.

Outreach emails, as the term suggests, are messages designed to reach websites and bloggers that can provide you with high-quality backlinks. Basically, an outreach email is a request for you to make a guest post to a particular blog or website, so your website will get some exposure from the readers and followers of that website or blog.

With guest posting, you can get quality backlinks that improve your rankings in search engine sites as well as boost your website’s traffic.  On top of that, quality backlinks also help you increase your site’s Google PR, an algorithm that is based on the number of backlinks as well as the relevance of your backlinks.

Using email outreach is one of the most boring and time-consuming ways to drive more traffic to your site. Apparently, you need to spend a great deal of time in crafting compelling emails and sending them to website and blog owners. However, using email outreach works fairly well in link building campaigns.

For every 200 emails you send, at least ten of those emails should be linking back to you. If you cannot get ten of them to link back to your site, it means that there is something wrong with the way you send your emails.

Reasons for poor response rates

One of the main reasons why an email outreach campaign would fail is that the sender is sending emails to websites that are not relevant to his or her niche. In some cases, the sender is targeting his or her direct competitors. Also, the website may lack the right content to support backlinks. The most common reason for poor response rates, however, is that the sender’s email copy is not conclusive and compelling.

To get a better response from your email outreach, it is best that you take note of these guidelines:

Create a list of recipients

When sending outreach emails, the first thing you have to do is to find people who are looking for guest posts. If a blogger or website owner is looking for guest posts, they will most likely accept your request. In order to find these people, you can use a wide variety of free online sources, including Guestr, Blogger Link Up and Blog Guest.

Reach them through social media networks

One of the simplest ways to get a blogger or website owner to read your outreach email is to introduce yourself to them. While a personal introduction to these people is not always possible, you can still get more closely connected to them by reaching them through social media sites like Twitter, Facebook and Linkedln.

After your personal introduction, ask them if you can send an outreach to them. In most cases, these people would allow you to send an outreach to their email.

Create an appealing subject line

When creating an outreach email, take note that the subject line is probably the most vital part of an email. If the email recipient finds your subject line not interesting, chances are the reader will ignore your outreach email. To create better and more attractive subject lines, check out these quick tips.


Your subject line should be relevant to the contents of your email. If a recipient opens an outreach email that promises a weight loss solution, and finds out that the content is about web marketing, the reader will most likely delete your message.


If you have enough space in your subject, try to include the reader’s first name in the line. Readers, for the most part, prefer to open and read personalized emails. If you cannot find the name of the blogger or site owner, use Rapleaf or Rapportive. Also, there are software programs that provide contact information to the URLs you have scanned. Usually, leading link management and link building vendors, such as Raven SEO tools and Buzzstream, offer such type of solutions.


Your subject line should be short and precise.


Make the subject line sound urgent and important.

Create curiosity

Rather than providing a simple description of the topic, spark their curiosity by using mystery or by describing the potential perks of reading the email.


Before you send outreach emails, you should do some thorough research about every website you want to reach. After that, create an email that is tailored to the goals of every site in your contact list. By doing so, you are showing them that you value their services and products. In addition to that, it shows that you and your site have something to offer that can benefit them.

Avoid sending template outreach emails to them. Bloggers and website owners, for the most part, receive more than ten emails per week, so it is crucial to make yours unique and interesting. In this case, a little knowledge about the website will help your outreach email stand out from the rest.

Short contents

Write finely tuned and concise email, while initiating the first contact to the website owner or blogger. Shorter emails tend to have better response rates than the longer ones. In these busy and hectic times, no one wants to read long and boring emails.

Once get a response, however, you can send longer emails that elucidate the fine points of your suggested guest post. In addition, you can include the reasons why it is vital to get your guest post out.

What can you do for them?

In your email copy, state what you can do for the recipient, and not what he or she can do for you. Of course, you want to have quality backlinks, but you are also providing superior quality guest post that will drive a ton of search traffic to the reader’s blog or site.


Show off your value and skills by providing samples of your latest articles and previous guest posts. If you have done a few guest post gigs on some of the bigger names in your niche or industry, provide links of such guest posts to the website owner or blogger.


It is their website or blog, and they would only want to publish guest posts that captivate their attention. To keep all your bases covered, you should offer them a selection of guest posts or articles. By doing this, the website owner or blogger can pick the right guest post that best fits their site’s objectives.


Check your grammar and spelling before sending the outreach email. If you cannot spell correctly in your email, the recipient might think that you cannot spell in your guest posts. To check your email’s copy grammar and spelling, use Spell Check Plus and other free spell check online sources.

Original and unique content

By far, no blogger or site owner wants to accept contents that are regurgitated and spun from other contents. To be successful in your email outreach camping, you need to create an original and unique content for the recipient. Using your internet connection, create a fresh and interesting content that the online community has not seen.

To check if your work is original, use Copyspace, Dust Ball, Small SEO tools and other online plagiarism checkers.

Consider using a woman’s name

In a recent study, outreach emails that were sent using a woman’s name were proven to have better response rates than the ones with male names. Out of the 790 accepted requests, 411 of them came from a woman.

Call to action

At the end of your email copy, you should inform the recipient how to proceed with your request. In every outreach email, it is highly imperative that you provide a good call to action. Give suggestions to the recipient on what to do next after he or he reads the email. Also, be sure to leave your contact details, such as your mobile phone number as well as Twitter and Skype username.


When sending an outreach email, make sure to take note of the time zone of the location of the website you are trying to reach. In this case, it would be wise for you to send the email during the recipient’s morning time. If the email lands in the recipient’s inbox first thing in the morning, you will more likely get a response from the recipient.

Use Boomerang, a Gmail plug-in for Chrome and Firefox, to schedule outreach emails that are to be sent to a later date.

Keep it away from getting lost in spam

With the help of your social media sites, inform the blogger that you have sent an email to his email add. Keep in mind bloggers receive tons of emails every day. To make sure that your outreach email does not get lost in spam, make a Tweet or post a message to his Facebook Timeline that says you have sent an email to him or her.

Accept rejections

Do not let rejections affect your morale during your email outreaching campaign. Keep in mind that rejection is part of your link building campaign. When you send 200 outreach emails, expect no less than twenty replies. Out of those replies, only five of them are likely to accept your requests.

A rejection could also mean that now is not the right time for your guest posts. If you get a rejection from a blogger, just keep your contact details about the blogger. Every now and then, persuade the blogger in using your guest posts.

You don’t have to be a rocket scientist to get good responses from your outreach emails. As long as you follow these tips, you will get good and superior quality backlinks for your website in no time.