Email Templates

What Are Email Templates?

Email templates are pre-written messages that will be sent out to prospects within your email outreach campaigns after a round of personalization for each contact.

Why Are Email Templates Important?

If you have hundreds of people to message, manually writing a new email for each one is not time-effective.

By applying a template, you can save yourself the time from having to do that, allowing you to only focus on what’s important – the personalizations and improve the quality of your outreach as a result.

Email Template Examples

Let’s take a look at some examples of email templates for different types of business outreach.

Link Building Outreach Template


How is your @day_of_week going?

I wanted to ask you something about your post on @url_title

Firstly, I liked that you mentioned [personalization].

Secondly, I noticed that you’re linking to Norbert from the section about [personalization 2].

[screenshot of the link]

We recently released our own email finder and verifier pages. They function similarly to Norbert’s, but better ;) Believe it or not, we consolidate data from 24 different data sources that include Hunter, and others so we can provide the highest quality results.

In return for mentioning our link in your article, I can offer you a link from one of my upcoming guest posts or a free trial of Respona to try out the tool.

What do you think?

PR Outreach Template Example

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}

Cold Sales Outreach Template

Hey {Name},

How’s your {day of week} going?

My name is [Name] and I’m the [position] here at [Company].

I came across a case study by [Competitor company] and learned that you’re using the [competitive tool] to [mention benefit or reason of using it].

Wanted to reach out to share with you how we’re doing things here at [Company].

In one sentence, we’re helping companies do [pain points your company is helping to solve] and that’s why we’ve created the [name of your tool].

I think you’ll be excited to know that some of our clients are:

[Client 1]

[Client 2]

[Client 3]

 If you’d like to explore how our [name of tool/service] can particularly help you guys, let me know and I can send some more info over.

I look forward to hearing back from you :)


[Your name]

Collaboration Email Template

Hey {Name},

[Your name] here.

I’ve been a blogger for over [years] now and have created a website that gets over [visits] visits on a monthly basis.

With my blogging activity, I’m helping brands like [A], [B], and [C] sell more products online.

I’ve checked you out on [social media] and really like your products.

Would you be interested in discussing a collaboration between us?

If yes, here’s the process I usually follow:

You send me a few samples of your products

I try them and see what I like most about them

We decide – together! – on the way we’re going to use to promote them – e.g. Instagram giveaways, paid partnerships

Looking forward to hearing back from you!


[Your name]

Follow-Up Email Template

Hey {Name},

Hope you’re doing well!

Not too long ago, I sent in a query with a couple of [types of content] that would be a great fit for your [website/blog].

As I’ve already mentioned, I have all my sources lined up for interviews.

If you’d like to suggest alternative approaches to the topic, please let me know and I’ll gladly share some additional ideas with you.

If you want to schedule a quick chat to kick around ideas, here’s my calendar, just schedule at your convenience!




How to Write Great Email Templates?

Simply finding a fitting template online and grabbing it to use in your own email outreach campaigns is the way most outreach people go about the process.

However, it’s not necessarily the best approach as templates publicly listed in template compilations are being used by hundreds of people and chances are, your prospect has already seen it before.

If you want to make a good impression on your prospects, it’s worth spending 10 minutes or so on writing your own, unique email template.

You can use the templates we provided in the example section as an inspiration for writing your own, but we don’t recommend simply copying them and pasting into your outreach campaigns.

Let’s quickly walk through the most important bits of a converting email template.


The introduction doesn’t need to be long.

Simply saying “Hey, I’m John from so-and-so” is enough.

A lot of people make the mistake of sending long introductions with paragraphs praising their company, what they do, and their biggest achievements, and so on.

Don’t do that.

It may seem rude, but it’s true – nobody cares.

Get to the point – what do you want from the person you’re messaging, and what do they get in return.

Value Proposition

The value proposition is the most important bit of your whole email to your prospect.

This is the part where they learn what they get from collaborating with you or buying from you.

We recommend putting your value proposition as early in the email as possible to capture the attention of your prospect immediately.

We also recommend puting your value proposition before your ask so your prospect has a clear understanding that you can actually help them and not are just asking for a freebie.

Some examples of strong value propositions include:

  • An indirect link back or a newsletter mention for a link building email
  • A discount or a free trial in a sales email
  • Sharing a piece of their content with your audience in a collaboration email

“The Ask”

After you made it clear for the prospect what can they expect from working with you, it’s time for the ask.

What did you want from them?

Make sure that your ask is clear, understandable, and realistic.

In link building emails, clearly state that you had a link building collaboration in mind, if you’re trying to sell something, don’t beat around the bush, and if you’re reaching out to a journalist to promote your press release, make sure that they understand that.

And of course, don’t mislead or “bait-and-switch” your prospects, making it seem like they’re going to get something for free at first and then asking them for something in return.


Whatever the purpose of your outreach is, personalizations are a vital part of each pitch.

Respona can help you speed up personalization in two ways.

The first one is by offering a number of variables that automatically populate for each prospect in your campaign, as well as the ability to create custom ones.

creating an email sequence in respona

These are things like @organization, @first_name, @day_of_week, and so on.

article summaries in respona

The second way Respona speeds up the personalization process is by pulling up to 10 page summaries per URL in a campaign (if the opportunities are blog posts that can be summarized).

This is helpful for link building and collaboration emails – by copying and pasting one of these summaries into your pitches, you can refer to something specific that your prospect mentioned in their content, and make the impression that you actually went through and read their article.

It is a small thing, but can have a huge impact on your first impression.


The sign-off doesn’t need to be grandiose and can be as simple as “Cheers”, or “Looking forward to hearing from you”.

However, there are two important things that should come after that – your signature and an unsubscribe link.

sign-off example

The signature with your headshot or company logo along with social links helps create a more professional outlook for you.

Spammers typically have no signature (or just a plain typed one), so not providing one at the end of your emails will put you in the same line as them in the eyes of your recipients.

As for the unsubscribe link – it’s important to give recipients a way to opt out from receiving any further communications from you if they’re not interested.

If they have a way to do that, they’re much less likely to flag your email as spam or send you mean messages asking you to stop emailing them.

Bottom Line

Email templates are a necessity to be able to do any kind of mass outreach in a reasonable amount of time.

However, you should always do your best not to send the same template word-for-word to each of your recipients and give them that extra personal touch, as well as a strong value proposition.

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