22 Outreach Email Templates That Get Replies In 2020

Farzad Rashidi
Farzad Rashidi
21 minute read

You craft the perfect subject line.

You personalize your email.

You schedule your follow ups.

You click ENTER… then, one week passes and there are no replies from your prospects.

Is there something wrong with your prospecting process?

Maybe you’re missing something when it comes to personalization?

No matter what you’re doing wrong, these 22 cold email templates will help you level up your outreach campaigns.

Let’s get started.

How to Use the Templates: Introductory Note

To get the most out of the templates included in this list, be sure to add your own personal touch and adjust the messaging to resonate with your target audience.

Why is this important?

According to a study of 12 million outreach emails by Backlinko, only 8.5% of all cold emails ever get a response.

Outreach Emails That Get Response According to Backlinko Study
Image Source: Backlinko

Even though the study doesn’t tell us why this happens, we can assume that it’s happening for the following two reasons:

  1. The inbox of most publishers, editors, and blog owners is just overflowing with outreach emails of all types, and
  2. Most of these emails look the same and have no personal touch to them.

Thus, it’s no surprise that most emails sent everyday are getting ignored.

With that in mind, we recommend that you treat the templates as exactly that; templates for you to personalize.

Make adjustments, personalize them, and don’t act like someone who just downloaded a template and started shooting off emails.

Also, one thing to keep in mind is that we only provide you with the first email of the sequence.

This means that if you want to add email follow-ups, you’ll need to create them and add them to your email sequence.

Last but not least, for all the templates you need to keep in mind that;

  • When I use […], it denotes that you need to make an edit before you send the email
  • Where I use {…} it shows you a variable that you’ll need to change for each prospect on your email list.

Let’s get into the templates.

Type #1: Brand Outreach Email Templates

Brand pitching is one of the most common ways to establish new business relationships with brands in your niche and start mutually beneficial partnerships.

It’s used mainly by influencers and people who generally have an audience and want to monetize it.

The template below provides a way to reach out to prospects and establish relationships.

Template #1: The “Need some help with your products?” One

{First Name}, need some extra help with your products?

Hey {First Name}, 

My name is [Your Name] and I’m helping brands like [A], [B], and [C] sell more products online. 

I’ve been blogging for over [Years] and have a website that gets over [Visits] monthly visits. 

I heard about {Company Name} from [Source], checked you out on Instagram and Facebook, and really like your products. 

Would you be interested in discussing a collaboration between us? Here’s how it usually works: 

  1. You send me some samples of your products, 
  2. I see what I like most about them and if they could be a fit for my audience, 
  3. We decide on the ways we’re going to promote them (e.g., sponsored posts, Instagram giveaways). 

If you’d like to learn more, please book a call on my calendar for this week: 

[URL] 

Looking forward to talking to you! 

P.S. I liked your interview with [Magazine].

Ideal for: Influencers who want to start monetizing their audience.

How to personalize: Connect with the person you’re reaching out to on LinkedIn or Retweet one of their recent Tweets prior to reaching out to them and include a “P.S.” to mention something they’ve achieved.

Success rate estimation: Medium/High

Additional resources: 7 Things to Include in Your Brand Pitch Email Template

Type #2: Influencer Outreach Email Templates

Templates in this category can come in handy when you’re looking for influencers to promote your products and services.

Author’s Note: This isn’t the same as the first type that we just saw, which is pretty much the opposite, where influencers are looking for brands to collaborate with. 

Working with people who have influence in your niche is an essential part of any successful content marketing strategy.

There is only one problem:

There are so many influencers out there.

This means finding the ones that could help you take your influencer marketing efforts to the next level isn’t easy.

Regardless, you’re going to need a good email template that you can use when reaching out to influencers in your email list.

Here are two templates to get you started.

Template #2: The “We’re big fans of your work” One

We’re big fans of your work

Hey {First Name},

[Name] here from [Company Name]. We are [Description] and [What You Do].

 

We’ve been monitoring your work and see you’re doing a great job with [Topic of Interest].

Really liked what you said recently on [Channel] about [Topic].

Also, it’s interesting to see that your online audience is growing so fast.

We’re looking for people like you to partner up and help us spread the word about [Company Name].

Is that something you’d be interested in?

Let me know how that sounds and we can jump on a call to discuss things further.

Thanks,

[Name]

Ideal for: Brands who want to reach to popular names and industry leaders.

How to personalize: Do your research and mention an excerpt of something the prospect has said online, e.g. in an interview.

Success rate estimation: Medium

Additional resources: How to Reach Out to Influencers: 5 Simple Steps (+ Template)

Template #3: The “We want you as a brand ambassador” One

Interested in being our ambassador?

Hey {First Name}, 

[Name] here with [Company Name]. We are [Description] and [What You Do].

Saw one of your recent posts promoting [Brand] and said to my team:

“We’ve got to bring [First Name] to work with us!”

We’re looking for people like you to partner up and help us spread the word about [Company Name].

Is that something you’d be interested in?

Let me know how that sounds and we can jump on a call to discuss things further. 

Thanks, 

[Name]

Ideal for: Brands who want to reach out to micro influencers who are just getting started.

How to personalize: Mention one of their recent posts promoting a brand that’s relevant to yours.

Success rate estimation: Medium/High

Additional resources: How to Reach Out to Influencers: 5 Simple Steps (+ Template)

Type #3: Blogger Outreach Email Templates

You know how it goes.

Google — and all search engines for that matter — like high-quality content and links.

The best way to fill your posts with those two elements is by collaborating with other bloggers — people who’re doing the same thing you do.

You can collaborate with another blogger to create a piece of content that’s relevant to your audience, arrange guest post swaps, co-marketing activities, and much more.

To do that, you need to get out of your comfort zone and employ cold email outreach.

Here are three templates to get you started.

Template #4: The “I like your writing style” One

I like your writing style

Hey {First Name},

[Name] here with [Blog Name].

 

I’ve been following your blog for a while now and just wanted to say that I really like your writing style

I especially enjoyed when you said

{Insert Excerpt}

Since we’re both in the business of creating and publishing content online, I thought it would be nice to connect.

Thanks,

[Name]

Ideal for: Bloggers who want to reach out to other bloggers in their niche, usually with a blog size that’s the same as theirs.

How to personalize: You’re talking about their writing style, so it makes sense to mention an excerpt from something the prospect has said in one of their recent posts.

Success rate estimation: Medium/High

Additional resources: 8 Ways to Get Your Blog Noticed and Boost Traffic

Template #5: The “Interested in a collaboration?” One

Interested in a collaboration with {Blog Name}

Hey {First Name},

[Name] here with [Blog Name].

 

I was reading your post on [Topic].

I like how you said that {Insert Excerpt}.

I was thinking that, since we’re pretty much targeting the same audience, a collaboration would make perfect sense.

What do you think?

Is that something you’d like to discuss?

Let me know and we can work something out.

Thanks,

{Name}

Ideal for: Bloggers who want to reach out to other bloggers in their niche, but are already a little established.

How to personalize: Mention something that your prospect has recently said online.

Success rate estimation: Medium/High

Additional resources: 8 Ways to Get Your Blog Noticed and Boost Traffic

Template #6: The “Thank you for your valuable help” One

Thanks for the help

Hey {First Name},

[Name] here from [Company].

 

I’ve been following your work for {Time Period} now.

You’re among the people who’ve had the biggest impact on me and my business.

“[Insert Quote]”

I keep this phrase in mind every time [Related Story] happens.

For all this, I’d like to say thank you!

Keep inspiring us with your stories and articles.

Thanks,

[Name]

Ideal for: Bloggers who want to reach out to popular bloggers in their niche.

How to personalize: Mention something that the other blogger has said that has helped you in some way.

Success rate estimation: Medium

Additional resources: 8 Ways to Get Your Blog Noticed and Boost Traffic

Template #7: The “I stumbled across your post” One

Stumbled across your post

Hey {Name},

I stumbled across your post… Just kidding. :)

Guess you’ve heard that line already, haven’t we all?

I’ve been following your blog for a while now and since we’re in the same business — and probably have similar audiences — I wanted to connect.

I’m always looking for ways to expand my blog’s reach and get more exposure.

If you’re up to the same thing, we can chat about how we could help each other out.

If not, well then, next time!

Thanks,

{Name}

Ideal for: Bloggers who aren’t afraid to use sarcasm when reaching out to other bloggers.

How to personalize: Just make it sound natural.

Success rate estimation: Medium/High

Additional resources: 8 Ways to Get Your Blog Noticed and Boost Traffic

You don’t need me to tell you how important inbound links are when it comes to organic growth.

According to a recent study on 11.8 million search results by Backlinko, “a website’s overall link authority correlates to higher first page Google rankings”.

Correlation Between Backlinks Rankings
Image Source: Backlinko

So, when it comes to higher rankings, links matter.

You may be doing great work with content, but to get links, you need to start mastering email outreach.

Here are some templates to help you get started.

Template #8: The “You missed one” One

You missed one

Hey {First Name}

My name is [Name] and I am a [Job Title] at [Company Name]—[Something about the company].

I wanted to quickly show my appreciation for your {Page Title} list post/comparison guide: {url}

It’s fact that most of these tools work great when it comes to [Topic of Interest].

Thought you’d be interested in including [Your Post/ Company/ Product] in your article?

[One Sentence or Two About the Differentiating Factors of Your Pitch].

 

I’d be happy to share your post with our [# of followers] followers on social media to drive traffic to the article once you add [Your Post/ Company/ Product].

Looking forward to your reply!

Thanks,

{Name}

Ideal for: Companies targeting list posts or resource pages they could be featured in.

How to personalize: Mention a recent article that your prospect will most likely remember — avoid mentioning old articles.

Success rate estimation: Medium

Additional resources: What Are Inbound Links & How to Build Them (Guide for 2020)

Template #9: The “Small favor—fix something on your post?” One

Small favor—fix something on your post?

Hey {First Name},

My name is [Name] and I am a [Job Title] at {Company Name}—{Something about the company}.

I saw that, up until recently, you were mentioning us on {Page URL}. Thank you for that — we really appreciate it.

However, I noticed that the link back to our website was recently removed.

Could I ask you a small favor?

I’d really appreciate it if you could place the link back where it was.

Here’s the page where you originally linked back to: {Lost Link URL}

Let me know what you think!

Thanks,

[Name]

Ideal for: Link reclamation, e.g., pages that used to link back to one of your pages but don’t link anymore.

How to personalize: Companies may have moved a link for various reasons such as a content audit; be sympathetic and show that you understand if they can’t add the same link back soon.

Success rate estimation: Medium/High, if done within 30 days from the day the link was removed.

Additional resources: What Are Inbound Links & How to Build Them (Guide for 2020)

Template #10: The “Thanks for the mention” One

Thanks for the mention

Hey {First Name},

My name is {Name} and I am a {Role} at {Company Name}—{Something About The Company}.

I saw that you mentioned us on {Page URL} and I just wanted to reach out and say thank you for the shout out! I’ve already shared the post with the rest of our team.

Could I ask you a quick favor?

I’d really appreciate it if you could link back to our website from the text where you mention us.

This will help any visitors interested in learning more about us to directly visit our website.

Let me know what you think!

Thanks,

[Name]

Ideal for: Unlinked brand mentions.

How to personalize: Provide a landing page or clear path for prospects who want to learn more about your business and mention that you’re open to discuss other collaboration opportunities like making the prospect your affiliate.

Success rate estimation: Medium/High.

Additional resources: What Are Inbound Links & How to Build Them (Guide for 2020)

Even though link outreach is important, sometimes you just have to find other ways of building high-quality links fast and at scale.

Pro Tip: Find websites within your niche that have a growing link profile, e.g. high link velocity, mainly through guest posting and suggesting that you collaborate with each other on the basis of links. 

One of these ways involves finding websites that want the same thing as you do — more links for your website — and are actively doing something about it.

Those connections can become your best partners.

Here’s a great case study that proves that this strategy can be effective.  

And, here are some templates to get you started.

We’re building links as well — interested in a collaboration?

Hey {First Name},

[Name] here from [Company].

We’re really impressed with the work you’re doing when it comes to link building.

We’re into link building as well.

The reason why I’m reaching out is because we could help each other out.

We’re already building for a growing list of partners and they’re doing the same.

It’s a win-win situation – I guess you know that already.

Would you be interested in discussing this further?

Let me know and we can work something out.

Thanks, {Name}

Ideal for: Companies that want to start collaborating with bloggers or other companies in their niche.

How to personalize: Mention the work they’ve done in terms of link building on a specific target page.

Success rate estimation: Medium/High, based on how popular or busy your prospect is.

Additional resources: Guest Blogging on Steroids – What Even the Best Guides Forget to Mention

Type #6: Guest Post Outreach Email Templates

I’m not exaggerating when I say that guest blogging is one of the best ways to build high-quality links back to your website.

But, with so many people out there trying to get published on big and smaller publications, it’s really difficult to publish guest posts that will allow you to link back to your website.

Here are some templates that could get you high open rates and even replies.

Template #12: The “I want to pose  a question about contribution” One

Question about guest post submission

Ideal for: Big blogs and publications that don’t accept finished guest posts.

How to personalize: Mention something flattering about the editor or the person who you’re trying to reach.

Success rate estimation: Medium/High, based on how popular or busy your prospect is and whether you can provide links to other posts you’ve published.

Additional resources: Guest Blogging: A (Complete) Step-by-Step Guide for 2020

Template #13: The “Here are a couple of topics you’ve missed” One

Topics that are missing from {Company Name} blog

Ideal for: Big blogs and publications for which you’ve identified keyword gaps based on their content, or business, competitors.

How to personalize: Mention something flattering about the editor or the person who you’re trying to reach.

Success rate estimation: Medium/High, based on how popular or busy your prospect is and whether you can provide topics that are, indeed, relevant to the website you’re reaching out to.

Additional resources: Guest Blogging: A (Complete) Step-by-Step Guide for 2020

Type #7: Affiliate Recruitment Outreach Email Templates

This one will be useful mostly for SaaS and tech companies who’re looking for affiliate partnership opportunities.

Here are two email examples to get you started.

Template #14: The “Regarding your post” One

Regarding your (Post Name) post

Hey {First Name},

My name is [Name] and I am a [Job Title] at [Company Name]—[Something about the company].

I was checking out a few posts on your blog; the one on {Topic} really caught my attention.

Really liked how you mentioned that {Insert Excerpt}.

We’re looking for blogs like yours; ones that cover topics around [Topic] to partner with.

We’re already working with blogs like [Blog A], [Blog B], and [Blog C].

Would you be interested in setting up a call to discuss things further?

Here’s a link to my calendar in case you’re interested:

[Link to Calendar]

 

Thanks, {Name}

Ideal for: Companies that are reaching out to popular blogs in their niche.

How to personalize: Do your research and mention an excerpt of something in the post you’re referring to.

Success rate estimation: Medium/High, based on how popular or busy your prospect is.

Additional resources: N/A

Template #15: The “We’re interested in working with you” One

Wanna work with (Company Name)?

Hey {First Name}

My name is [Name] and I am a [Job Title] at [Company Name]—[Something about the company].

Since you’re into [Topic], you’ll already have heard about [Company Name].

I’m reaching out to let you know that we’re actively looking for more affiliates that could help us further expand our reach and raise awareness among new audiences.

We’re already working with people like [Affiliate Name], who made {Commision} in {Month/Quarter/Year} with us.

What do you think? Could we get you onboard as well?

Let’s set up a call to discuss it further — here’s a link to my calendar:

[Link to Calendar]

 

Thanks,

{Name}

Ideal for: Big companies with brand awareness in their niche.

How to personalize: Mention another affiliate who’re already working with you and even provide an average of what they’re making per month by promoting your products and services.

Success rate estimation: Medium/High

Additional resources: N/A

Type #8: Infographic Promotion Outreach Email Templates

Infographics are still one of the most shareable and linkable content formats online.

They can be a great way for your business to raise awareness for your brand name and create assets that will get you links and social shares.

Of course, creating them is one thing.

Promoting them is another.

You can use the following two templates to make sure that your emails won’t get ignored.

Template #16: The “Guestographics—Version A” One

Infographic for your {Title} post

Hey {First Name},

Just finished reading your {Title} article.

Thanks for the awesome post!

I’ve already shared with our team over here at [Company].

Loved the way you said {Insert Article Summary}.

We’ve actually written a few in-depth articles about [Topic] in the past, and our design team has put together a really neat infographic to go along with it!

Let me know if you want to take a look!

Thanks,

{Name}

Ideal for: Companies who’re doing a solid job with infographic design.

How to personalize: Explain why the prospect should consider adding a link back to your resource.

Success rate estimation: Medium

Additional resources: A Picture Perfect Guide to Promoting Your Infographic

Template #17: The “Guestographics—Version B” One

Infographic for your {Title} post

Ideal for: Companies who’re doing a solid job with infographic design.

How to personalize: Explain why the prospect should trust you to make an infographic for them and what you expect in return.

Success rate estimation: Medium

Additional resources: A Picture Perfect Guide to Promoting Your Infographic

Type #9: Public Relations Outreach Email Templates

PR outreach is one of the best ways to connect with people who have the same goals, ambitions, business aspirations, and pain points as you do.

However, most people nowadays are doing PR outreach wrong.

Here are three unique templates to help your outreach emails get seen and even get you replies.

Template #18: The “Congrats” One

Congrats on (Something Noteworthy)

Hey {First Name},

[Name] here from [Company].

 

Just wanted to say congrats on {Something Noteworthy}.

I know that this must mean a lot to you as the {Position} of the company.

Keep it up, I’m really looking forward to seeing you achieving more things moving forward.

Best,

{Name}

Ideal for: Congratulating someone for achieving something noteworthy and establishing a relationship after that.

How to personalize: Make sure the event/achievement you’re congratulating your prospect for is actually important.

Success rate estimation: High

Additional resources: PR Outreach: How to Do It Right (+ Templates, Tips & Tools)

Template #19: The “Exclusive” One

Exclusive: (Something exclusive)

Hey {Name}

[Name] here from [Company].

 

I’d like to share with you that [Who], [What], [When], [Where], [Why] and [How].

You’re the only one who knows about this.

We haven’t reached out to any media publications or blogs so far.

I’ll keep this exclusive until [Date and Time], only for you.

I remain at your disposal for any additional information and hope to see you publish something around [Reason for Reaching Out] very soon.

Thanks,

{Name}

Ideal for: Pre-launch startups that need to get some media coverage.

How to personalize: Mention why you’re sending your “exclusive” email to that prospect and what are you trying to achieve.

Success rate estimation: Medium/High, depending on how relevant your prospects are.

Additional resources: Press Release Distribution: The Ultimate Guide for 2020

Template #20: The “Press release distribution” One

It’s official: (Summary or Title of your Press Release)

Hey {Name},

[Name] here from [Company].

 

I’d like to share with you that [Who], [What], [When], [Where], [Why] and [How].

We thought it was worth reaching out to you since you’re interested in [Topic].

My question is: would you be interested in covering [Reason for Reaching Out]?

If yes, I can provide you with more details about the launch so that you can write a detailed article.

Let me know your thoughts.

Thanks, {Name}

Ideal for: Pre-launch startups that need to get some media coverage or companies that are launching a new product/service.

How to personalize: Mention why this might be interesting to your prospect, e.g. “I know you’re interested in topic A, since I’m reading everything you publish on [Publication]”.

Success rate estimation: Medium/High,  depending on how relevant your prospects are.

Additional resources: Press Release Distribution: The Ultimate Guide for 2020

Type #10: Product Review Outreach Email Templates

Here’s the last type of outreach emails you need to be aware of and may need for your business.

Very often — especially when it comes to eCommerce businesses or lifestyle brands — there is a need to ask micro-influencers or actual customers to review one or more of your products.

Author’s Note: This can apply to the SaaS world as well, so be sure to make all necessary adjustments to the templates so that you can use them for your SaaS business, too.  

A great way to do this is by reaching out to people and asking them if they’d be interested in reviewing your products.

The following two templates can help you do that.

Template #21: The “Mind reviewing our product?” One

Mind reviewing our product?

Hey {First Name},

Just wanted to say that we absolutely love your teardowns here at [Company].

Especially the one you did for {Reviewed Company}.

I’m the [Position] of the company and I’d be really glad if you could put together a review of [Product or Products to Be Reviewed].

We can [How You Will Provide the Products for the Review].

What do you think?

Let me know and we can work something out.

Thanks,

[Name]

 

P.S. I hope you won’t have to say too many bad things about our product! :)

Ideal for: eCommerce businesses, lifestyle brands, and SaaS companies that want to get real feedback on their products, by asking for reviews by people who are influential.

How to personalize: Mention other reviews that your prospect has done in the past, especially for businesses that are relevant to yours.

Success rate estimation: Medium/High

Additional resources: N/A

Template #22: The “We want a teardown from you” One

We like your teardowns — mind doing one for us?

Hey {First Name},

Just wanted to say that we absolutely love your teardowns here at [Company].

Especially the one you did for {Reviewed Company}.

I’m the [Position] of the company and I’d be really glad if you could do a teardown for us as well.

We can give you access to the product and do anything else you may need to get this right.

What do you think?

Let me know and we can work something out.

Thanks,

[Name]

 

P.S. I hope you won’t have to say too many bad things about our product! :)

Ideal for: SaaS companies that have reached the level of product maturity.

How to personalize: Mention other teardowns that your prospect has done in the past, especially for businesses that are relevant to yours.

Success rate estimation: Medium/High

Additional resources: N/A

Wrapping Up

You now have 22 outreach emails to help you get higher response rates and run more successful email campaigns.

Remember:

Even though templates are generally good — in the sense that you don’t have to invest time writing them from scratch — they’re not effective for too long.

The reason is because, most of the time, they’re overused.

Knowing this, use the templates provided here wisely and always try to add your own personal touch in them.

The biggest takeaway from this post?

Cold emailing can be effective, but only if it’s done in an honest and respectful way. 

Try to be honest and respectful and results will come.

Good luck!

Farzad Rashidi
Farzad Rashidi
Farzad Rashidi is the co-founder of Respona, the all-in-one PR and link building tool that combines personalization with productivity.He runs the marketing efforts at Visme, where he helped the company gain over 5 million users and pass 1.5M monthly organic traffic. Since then, he’s been helping other companies achieve the same success via Respona.

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