16 Email Outreach Templates you can Use for every Scenario

Have you ever been in the middle of an email outreach campaign and wondered, “Is there anything that can make this process easier?” Or, do you want to reach out to a prospect and don’t know how to get them to respond?

The answer to all your outreach problems lies in the humble email outreach template. The best thing about this tool is that you can find a template to fit virtually any situation.

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But you do not need hundreds of different email templates to run a successful cold email campaign. What you do need is something that works. You need an email outreach template that has been tested and proven as effective.

So, for whatever milestone you are trying to achieve, here are 16 powerful templates to fit different outreach scenarios.

16 Email Outreach Templates You Can Use for Every Scenario

Table of Contents

An Email Outreach Template for Every Situation

When you are running an outreach campaign, the goal is to send as many quality emails as possible in the shortest amount of time. That is where work email templates come in. They allow you to send a ton of emails in a fraction of the time it would take if you were drafting each one by hand.

Even better? A good email outreach template will let you do all this without coming across as generic or sounding like a robot.

Whether you are a salesperson, marketer, rookie blogger, or someone who wants to develop new relationships with influential people, you will find an email outreach template to suit your needs.

1. Get a guest post with this blogger outreach email template

When you are thinking about SEO, guest posts might not be as substantial as editorial backlinks – but they still count. Scoring a guest post from a high authority website is one of the best ways to drive up targeted traffic to your own site.

The only downside is that getting the opportunity to guest post on influential sites is not as easy as it once was. That is because, these days, bloggers know just how important a link is. But that doesn’t mean that it’s impossible!

Start off by finding the blogger’s email address. Then, you can use this blogger outreach template to easily score a guest post spot on almost any website.

Subject: Really loved this post

Hey (Blogger’s name),

I have been a huge fan of (mention their blog/site) for the last few (months/years). I’ve always enjoyed your writing and loved reading your unique thoughts on the (mention specific topic/industry). In fact, your post on (mention title or link to post) helped me (mention specific achievement).

I know you’re super busy, so I won’t take up a lot of your time. I’m reaching out because I had a couple of really cool ideas that I think the (mention their blog/site) would love, and I was wondering if you’d be interested in a guest blog post.

Here are some of the titles that I have been thinking about:

  • Title 1
  • Title 2
  • Title 3

Here are two of my recent posts to give you an idea of my writing style:

  • Link to your post with the most social shares
  • Link to your best-written post

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


(Your name).

2. Generate hype for your content before publishing it

The biggest mistake that new – and even established – bloggers make is that they do not take the time to promote their content.

What if we told you there was a simple way to generate massive hype for your blog posts before you even hit publish?

All you have to do is find influencers within your niche that would be interested in hyping your content. Then, you can easily find their email addresses with RooJet.

You can then use this partnership email template to gauge their interest. It will guarantee that you get traffic to your site before you even put up your post.

Hey (Influencer’s name),

Just wanted to say that I am a big fan of your work on (mention the influencer’s site/blog). I loved your incredible insights in (mention or link to one of their most recent posts).

It was some great stuff! I especially loved what you said about (mention a relevant point or amusing comment).

I was planning to put up a post on (mention relevant topic) next week and thought you would appreciate a different take on it.  

Can I send you a link when it goes live? I would love your feedback!


(Your name).

If the influencer says yes, then you’ve got yourself some free pre-post promotion.

You can also use this email outreach template even if you haven’t typed a single word of your post. This is a great way to gauge if there is any interest in the topic.

Once the post is live, you can send this as a follow up email on the same thread:

Hey (influencer’s name),

Just wanted to let you know that I have just published the post we talked about. Here is the link: (insert the post’s URL).

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


(Your name).

Asking the influencer for their feedback and comment is very important. If they feel like they played a part in shaping the content, they are more likely to share it with their audience. You could also use the second email to ask for a direct share.

3. Promoting your post after you publish it

If you did not reach out to any influencers before publishing your post, all is not lost! You can still ask for a share – it just might not be as effective.

The good news is that you can target more people in your post-publish promotion. These can include anyone who has even the smallest interest in the topic that you are tackling. This is how that email outreach template can look like:

Hi (Recipient’s name),

I noticed that you are really fired up about (mention relevant topic). I’d even go as far as saying that you are something of an expert on the issue.

So, I was wondering if you could take a look at a post I have just published on (mention relevant topic): (Insert URL to your post).

If you have a little time, I would love your feedback. Could you leave a comment on the post?

Otherwise, keep up the great work! Just know you have a loyal fan here.


(Your name).

4. Fix broken links and get backlinks

Backlinks are one of the most important cornerstones of SEO. No matter how good your content is, your site will never rank highly on search engines without lots of high-quality backlinks.

A popular way of getting backlinks easily is through building broken backlinks. To do this, you start by finding broken links on a website that you would like a backlink from. Then, you reach out the site owner to let them know about it.

This is a really genius tactic actually because it gives you the chance to offer a link to your own content as a substitute.

Here is a great email outreach template that you can use for this?

Hey( Site owner’s name),

I was looking for information on (mention specific topic) today and landed on your post on (mention topic and add a URL to the post).

I loved it! It has lots of great information and advice. I even managed to (mention something you learned or were able to implement).

But I did find some broken links in the post. Let me know if you would be interested in the list I made.


(Your name).

The best approach here is to break this email into two parts. This will help you gauge if the site owner actually cares enough about the issue to get back to you. If they do, use this template to send the second email on the same thread:

Hey (Site owner’s name),

Thanks for getting back to me!

Here’s the list of the broken links that I found, plus some links that might work well as replacements:

  •    Broken link URL 1 + Replacement link URL
  •    Broken link URL 2 + Replacement link URL
  •    Broken link URL 3 + Replacement link URL

Also, I just published a post about (mention similar or related topic): (include a link to your post). I think it would be a great addition to your post as well.

Either way, I hope this helps!


(Your name).

5. Link building through resource pages

Another easy way to score some backlinks is by getting in touch with the people that create resource pages. Who knows, you might even land a couple of .edu links!

Start by searching for a few resource pages that you would like to connect with. Then, you can use this email outreach template to reach out to them:

Hi (Creator’s name),

I have been looking for information on (mention specific topic) and came across your resource page: (include link to the relevant resource page).

Let me just say that this is a really helpful list of resources! I hadn’t even heard of some of them.

In case you are interested in more resources on (mention specific topic), I just wrote a guide on (mention relevant topic). Here’s a link to my post: (insert URL link to your post). It might be a great addition to your page.

Otherwise, keep up the great work!


(Your name).

6. Snag easy links with the guestograhic method

Superstar blogger Brian Dean came up with the term “guestographic” to describe a tactic he used to increase his organic search traffic by more than 170 percent.

In a nutshell, guestographic simply refers to a method that combines guest posting with infographics. Start off by creating an awesome infographic then find sites within your niche that are interested in sharing it with their audiences.

After compiling this list of sites and blogs, then you can use this great infographic email template to reach out to them:

Hi (Blogger’s name),

I was digging around for information on (mention specific topic) and came across (mention or link to their site or blog). I especially loved what you said about (mention an important point, explanation, or emphasis).

I actually put together an infographic on (mention specific topic). Because of your interest in this issue, I thought you would enjoy it.

Let me know if you would be interested in checking it out.


(Your name).

7. Get guests on your podcast with this email outreach template

One of the top factors that determine a podcast’s popularity is the quality of guests it features. If you want to get more guests on your podcast, start by compiling a list of people you would like to feature. Then, you can use this email outreach template to get in touch with them:

Hey (Guest’s name),

Just wanted to start off by saying that I am a huge fan of your podcast. I especially liked the episode on (mention specific episode) because (mention specific point, comment, or takeaway).

Since I’m such a fan of your work, I thought I’d reach out to you. I’d really love to feature you as a guest on my podcast.

(Briefly, explain what your podcast is about and what makes it so great. Include a link to the “about me” page on your site).

To give you a better idea of what my podcast is like, here are a couple of links to some of my episodes:

  •    Link to your podcast with the most social shares
  •    Link to your best-produced podcast

Otherwise, keep up the great work! I’m anxiously waiting for the next episode.


(Your name).

8. Drum up traffic for your podcast

Every podcaster loves traffic. If you want to increase the number of people tuning into your episodes, compile a list of relevant influencers and send them this email:

Hi (Influencer’s name),

I just took a look at your (website/blog/social media channel) and say that you are really interested in (mention specific topic).

Because of that, I was wondering if you would be interested in listening to my latest podcast about (mention specific topic). Here’s a link to the episode: (include URL link)

It’s only X minutes long, so it shouldn’t take too much of your time. I’d love to get some feedback from you on the episode. If you could leave a comment, I would really appreciate it.


(Your name).

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9. Score a guest spot on a podcast

Becoming a guest on a podcast can be one of the most satisfying achievements in your career. It is a great way to gain credibility and drum up interest in your business, site, or blog. Featuring on a podcast will cast you as an authority in your niche, drive up traffic to your site, and even get you more backlinks.

Make a list of some of the most popular and relevant podcasts that you would like to be on. Then, use this email template to reach out to them:

Hey (Influencer’s name),

I have been a huge fan of (mention their podcast) for a long time. I’ve always enjoyed your sense of humor and unique thoughts on the (mention specific topic). I especially loved the episode on (mention specific topic). It helped me (mention specific achievement).

Because you consistently put out some of the best episodes I have ever heard, I thought I’d reach out to you. I’d really love to be a guest on your podcast.

I (give a quick run-down of who you are and why you’d be a great podcast guest. Also include a URL to your site’s about page).

I’m also including a link to a couple of other podcasts that I have been on to give you a better idea of what I’m like behind the mic:

  •    Link to podcast 1
  •    Link to podcast 2
  •    Link to podcast 3

Otherwise, keep up the great work! I’m anxiously waiting for the next episode.


(Your name).

10. Get more sales with cold email

The first problem you will run into with cold emailing is that the people you are contacting don’t know you. Most times, they are also not familiar with your company or brand. That is why it is convincing them to buy what you’re selling right off the bat is so hard.

So, you need to warm them up by focusing on building relationships or starting a meaningful conversation first. Once you have your list of prospects, you have to find their email addresses.

You also have to do some digging and find out more about the prospect – what are they about? What are their interests and hobbies? If they have been promoted recently or achieved some other sort of accomplishment, take note of that too.

Then, you can send them something like this:

Hi (Prospect’s name),

Congratulations on your recent (promotion/funding/other accomplishment)!

Your work over the years has impacted the (specific mention) industry in a huge way.

I look forward to seeing what you will do with the opportunities this (mention recent accomplishment) brings you!


(Your name).

Here are a couple of other tips that will help you do cold emails well right from the start.

11. Get your prospects to like you by being useful

We would wager that you wouldn’t ask someone you have just met for a favor. So why not apply the same principle to your cold email outreach?

This email outreach template will help you build and nurture rapport with potential customers. Find some way to offer a free resource that would be helpful to the prospect, then let them know about it. Here’s how you can do that:

Hey (Prospect’s name),

I love your (blog/website/social channel) and follow it religiously for new posts/tweets. You always have a fresh and unique take on things that I really enjoy.

Since it looks like you’re really interested in (mention specific topic), I thought I’d share this new (post/research/data) from (mention authority source). Here’s the link: (include relevant URL).

If you would like more of this stuff, just let me know. I can send you a couple of other resources that you might find helpful.


(Your name).

12. Close the deal!

Now that you’ve gotten your prospects all warmed up, it is time for the ask, You could be asking for a sale or contacts for the person in charge of making purchasing decisions. This is the time to do it. Use this email outreach template to make the ask:

Hey (Prospect’s name),

I hope you’re doing great. I’ve just seen that you recently (mention recent activity on their blog, site, or social channels). Awesome work!

I was doing some research and noticed that you (mention why they need your service or product). I think that, if you did, you would be able to (mention specific benefit).

I actually deal in the sale of (mention specific product or service) for (mention your company). I could absolutely help you with this!

But if you’re not the right person to contact about this, can you point me in the direction of your (sales manager or person who makes purchasing decisions)?

Otherwise, keep up with the good work! Let me know if there is anything that I can do to help you with (mention specific challenge/pain point/end goal).


(Your name).

13. Get a prospect on the phone easily

Sometimes, it is simply impossible to sell over email. This is especially true when you are dealing with a more complicated service or product. In that case, you will need to get prospects on the phone in order to explain the nitty-gritty of the product or service. Here’s how you can make this happen:

Hi (Prospect’s name),

I’ve been following your career for a while and have always loved your insights and technical know-how on the (mention relevant) industry. I was really happy to hear about your recent (promotion/funding/other accomplishment). Congratulations!

From my research, I discovered that one of your new duties will be to (mention specific duty or task). I also noticed that (prospect’s company) has (mention specific challenge, pain point, or goal).

My company actually works with (executives/thought leaders etc.) like you to help them (mention specific benefit).

Would you be interested in a short 10-minute call to see if we can help you (mention specific goal)? Let me know if you’re available at:

  •    Date and time
  •    Date and time
  •    Date and time

If not, just let me know when you’d be free and I’ll work with your schedule.


(Your name).

14. Follow-up and win the client!

Well, the prospect said yes to the phone call and you have already had a brief but promising chat. Now what?

The next thing you have to do is follow up with an email. The goal here is to give the prospect a final nudge in the right direction. Here’s how you can do this:

Hey (Prospect’s name),

It was great talking to you earlier today. I learned a lot more about how you (specific role) at (prospect’s company).

I also gained a better understanding of the issues you’re facing with (mention specific challenges that you discussed), and how they make it even harder to (specific actions that were discussed).

Just as we discussed, I have attached the information you requested on (your company), our resources, and how we can help you (mention specific solution to the problem identified).

If you have any more questions, let me know! I would be happy to chat again or follow up with an email. If not, I’m looking forward to talking again on (mention specific date and time you agreed on).


(Your name).

You can read more about how to drive up your sales through cold email here.

15. Get more product reviews and feedback

If you are in sales field like ecommerce, then you know just how important product reviews and customer feedback is for future sales. So, get your customers to chime in with this template:

Hi (Customer’s name),

Thank you so much for ordering (mention product) from (mention your site).

You helped us (mention specific target or goal)!

Would you mind helping us hit one more?

We are trying to (mention specific target, such as get X product reviews). To do this, we would love if you could leave a review of your recent purchase.

Thank you! Your review means a lot to (your site).


(Your name).

16. Get real-time survey data

Studies show that posts that are backed by data are some of the most shared and linked-to content online.

Apart from writing, you can also use survey data to learn more about your customers. Because of this, you will be able to improve your ads, marketing, and copywriting.

But the problem is that people just do not like taking surveys! Somehow, you have to find potential survey participants and convince them to give you some of their time. Use this email outreach template for the best results:

Hi (Prospect’s name),

I’m reaching out because (mention a relevant reason to connect, such as their interest in the topic). It looks like you really know your stuff!

Because of this, I’d love to get your input on a survey that I’m doing on (mention topic). This will help to (mention relevant reason).

Would you be able to spare 1 minute to take the survey? Here’s the link: (Include relevant URL)

Thank you for your time!


(Your name).

Wrapping Up

Cold emailing is one of the most effective ways to take your career and business to the next level. If used well, it can open doors to many opportunities that you never thought possible. Using a simple but effective email outreach template will put you way ahead of the competition.

But keep in mind that these are just templates. You have to customize them to the recipient before hitting send. That is the only way to get people to read and respond to your cold emails.

And if they do not respond the first time around, follow up! Always keep emailing them until you get a definitive yes or no answer. Learn more about how to write the perfect cold email follow up for guaranteed responses.

Do you have any more thoughts or advice on email outreach templates? Don’t forget to comment below!

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