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Jul 27, 2022

Writing

How to write outreach emails

Effective email outreach skills are some of the most sought-after skills in the business world. This guide shows you how you can make it your competitive advantage.

Blog writer

Samuli Pehkonen

Marketing

Blog writer

Saku Kähkönen

Marketing

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Table of contents

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Do you need to promote your product, service or perhaps a blog post? Are you looking for new leads for your business? Looking to land a guest to your podcast or secure a guest post slot? If so, email outreach is one of the most effective ways to achieve your goal. Outreach emails are a great way to connect with potential customers, partners, or almost anyone. This blog post will teach you how to write effective outreach emails to help you achieve your goals.

What is an outreach email?

An outreach email is a type of email that is sent to potential customers or partners. The purpose of an outreach email is to establish a relationship with the recipient. Outreach emails are usually sent by businesses or individuals who are looking to promote their products or services. However, they can also be sent for other purposes, such as to build relationships or to request information.

Outreach emails can be used for various purposes, such as...

Promote your website or blog

You can use outreach emails to promote your website or blog. You can include a link to your website or blog in the email and ask the recipient to check it out.

Build relationships with potential customers

You can use outreach emails to build relationships with potential customers. In the email, you can introduce yourself and your business. You can also mention

Introduce your business to potential customers

You can use outreach emails to submit your business to potential customers. You can include a link to your website or blog in the email. You can also mention some of your products or services.

Promote a product or service

You can use outreach emails to promote a product or service. You can include a link to the product or service in the email. You can also mention some of the benefits of the product or service.

To build relationships with other businesses

You can use outreach emails to build relationships with other companies. In the email, you can introduce yourself and your business. You can also mention some of the products or services that you offer.

Request guest blog posts from other bloggers

You can use outreach emails to request guest blog posts from other bloggers. In the email, you can introduce yourself and your blog. You can also mention some of the topics that you write about.

Outreach email format

Unfortunately, there is no one size fits all format for outreach emails. The email format will depend on the email's purpose and to whom you send it.

Generally, your outreach email should include the following:

  • Your name and contact information - Include your Name and contact information at the beginning of the email.
  • The name of the person you are emailing - Include the Name of the person you are emailing. This shows that you have done your research and are not just sending a generic email.
  • A brief introduction to who you are and what you do - Include a brief introduction to who you are and what you do. This will help the recipient understand your purpose for emailing them.
  • The reason for your email - Include the reason for your email. This could be to promote a product, invite the recipient to an event, or simply to connect.
  • A personalized message Your message should be personalized to the person you are emailing. This shows that you are interested in what they do and have something to say to them specifically.
  • Any additional information that will help the person you are contacting - Include any other information that will help the person you are contacting. This could be a link to your website, a brochure, or anything else you think would be helpful.
  • A call to action - Include a call to action in your email. This could be to visit your website, buy a product, or attend an event.

When writing your email, keep in mind that you are trying to build a relationship with the person you are contacting. Be polite and professional, and be sure to proofread your email before sending it.

This is a generic format for an outreach email, but we'll give more specific examples later in this article.

Email outreach subject lines

The one thing every outreach email needs is a short subject line that draws the attention of the recipient. Your subject line should be short, to the point, and make it clear what the email is about. A good subject line will make the recipient want to open your email, while a bad one will have them hitting the delete button.

Here are some examples of good outreach email subject lines:

  • New blog post: How to write outreach emails
  • Guest post opportunity: How to write outreach emails
  • Collaboration opportunity: How to write outreach emails
  • Introducing [Your Company]
  • Thought you might be interested in this article...
  • I have a proposal for you...

And here are some examples of bad subject lines:

  • Hey <Name>! Check out my new blog post!
  • Hi < name>, just wanted to introduce myself...
  • <Your company> is the best!
  • You won't believe what I have to show you...

As you can see, good subject lines are specific and make it clear what the email is about. They also create a sense of urgency or curiosity that makes the recipient want to open the email. Bad subject lines, on the other hand, are vague and uninteresting. They also come across as sales-y or self-promotional, likely turning recipients off. Spammers often use overly enthusiastic or clickbaity titles, so it's best to avoid them altogether.

How to write a good outreach email

Now that you've got a solid idea of a good outreach email, let's look at some best practices for writing one.

Getting the reader's attention

When writing an outreach email, you first want to introduce yourself and explain how you found the recipient. For example, suppose you're reaching out to a potential customer. In that case, you might say, "I saw that you're using X product and thought you might be interested in our new Y product."

You also want to ensure that your email stands out from the rest of the recipient's inbox. You can use a unique subject line or opening sentence to do this. For example, instead of starting with "I'm reaching out to you about X," try something like "Are you tired of X?" This immediately grabs readers' attention and makes them want to keep reading. However, there's a fine line between making your email stand out and coming across as spammy. So make sure to use this technique sparingly.

Asking questions is also a great way to engage your reader and get them to respond to your email. For example, you might say, "I saw you're using X product. Do you find it helpful?" This shows that you're interested in their opinions and value their feedback. It's also a great way to start a conversation that could lead to further engagement down the road. Grabbing your reader's attention from the beginning is crucial if you want them to keep reading. So, start strong and hook them in with an exciting opening line. If you can manage to do this, you're well on your way to writing an excellent outreach email that will get noticed and results.

Do your research

Before you even start writing your outreach email, it's essential that you do your research. This means finding out everything you can about the person or company you're emailing. What kind of work do they do? What are their interests? What's their tone of voice like? The more information you have, you'll be better equipped to write a successful outreach email. This step is hugely important as it will allow you to tailor your email to the person or company you're contacting.

Personalize your outreach emails

Personalization is critical when it comes to writing outreach emails. No one wants to feel like they're just another name on a list, so take the time to personalize every email you send.This doesn't mean that you have to write a novel for each person - but a simple "I saw that you're doing X" or "I read your article on Y" can go a long way. It shows that you're paying attention and care about what they're doing, precisely the type of attitude you want to convey in your outreach emails. Sending out a huge volume of bland copy-paste emails will not only be ineffective but will also make you look bad. So take the time to personalize each email, and you'll see much better results.

Keep it short and sweet

When it comes to outreach emails, less is more. No one wants to read through a long, drawn-out email - they'll just hit the delete button. Get to the point and make it clear why you're emailing them. The less time you take, the more likely they will read through your entire email. You'll want to ensure you've included all the relevant details, but don't go overboard. Stick to the basics, and you'll be good to go.

The kind of information you'll want to include is:

  • Who you are - make sure to include your name and title
  • What you're reaching out about - be specific!
  • Why you're reaching out to them - what about their work caught your attention?
  • What you have to offer - what can you do for them? How can you help them out?
  • A call to action - what do you want them to do? Email you back? Meet up for coffee?

End with a strong call to action

Once you've made your case, it's time to close with a solid call to action. Tell them precisely what you want them to do, whether checking out your website, following you on social media, or subscribing to your newsletter.Make it easy for them by including links and giving clear instructions. And if you want to make an impression, consider offering a discount or freebie. A well-written and compelling outreach email can distinguish between making a connection and getting lost in the digital abyss. So take the time to craft a thoughtful message, and you might find yourself with a new customer, client, or collaborator.

Make sure you proofread

Last but not least... This may seem like a no-brainer, but you'd be surprised how many people don't bother to double-check their emails before sending them out. A few typos here and there might not seem like a big deal, but it shows that you're not taking the time to put your best foot forward. So take a quick minute to read through your email before hitting send - it'll make all the difference in the world.

Now that you know the basics, it's time to start writing those emails! Outreach doesn't have to be daunting, and with a bit of practice, you'll be a pro in no time. As we mentioned earlier, there is no one-size-fits-all to outreach emails. So, to help you further, we've put together 15 templates you can use, depending on your situation.

15 outreach email examples

Formatting tips are great, but sometimes you need a little extra help. If you're struggling to get started, here are 15 examples of outreach emails that have worked for us in the past. But remember, the key to success with outreach is personalization. So please look at these templates and then adapt them to your needs.

1/ Cold email outreach template

A cold email is an email you send to someone without any prior contact with them. It's a widely used outreach strategy across the industries regarding sales and partnerships. The same tactics apply to building any new relationship.

Hi (Recipient's name),

I'm (Your Name), and I work as a (Your job title) at (Your company).

I recently came across your blog post, (Title of their blog post], and really enjoyed it. Great job!‍

I wanted to reach out and see if you're interested in guest blogging for us. We're always looking for new voices to join our site, and I think you would be a perfect fit.

Would you be interested in this opportunity? I'm more than happy to answer any questions you might have.

All the best,

(Your name)

You have to do your research about the recipient to make the message personalized. But you can let Flowrite help you with the hard work of writing tens or even hundreds cold emails many professionals send every week.

This is how it works in action:

To sharpen your cold email skills, we cover the ins and outs of cold emails in this guide:

2/ Partnership outreach email template

Partnership outreach emails are a little different from guest blogging outreach emails as often these conversations are more formal, but they still follow a similar format.

Hi (Recipient's name),

I hope this email finds you well.

My name is (Your Name), and I work as a (Your job title) at (Your company). We're always looking for new partners to grow together with, and I think your company would be a perfect fit.

(Insert details about the partnership opportunity.

I'm interested in hearing more about what your company does and how we could potentially work together. I'm looking forward to hearing from you.

Best regards,

(Your name)

3/ Sales outreach email template

If you're selling a product or service, your sales outreach email will be slightly different from the other types of emails on this list. Especially in B2B, sales outreach emails are the lifeblood of the sales reps. But remember, it's not only a numbers game, but you should remember to personalize your emails to your leads.

Hi (Recipient's name),

Is (Recipient's company name) suffering from (problem)?

(Your product/service name) is created to solve just that, and I think it would be perfect for your needs.(Insert details about your offering)

If you're interested in learning more, please let me know. I'd be happy to answer any questions you have.

Best,

(Your name)

To ace your next sales pitch, make sure to read our guide on sales pitch emails:

4/ Client outreach email template

If you are a freelancer or consultant, your client outreach email is what you'll use to drum up new business. It's very similar to sales outreach emails.

Hi (Recipient's name),

Do you need help with (Problem/process/similar)?

I'm a freelancer who specializes in (Problem/process/similar), and I think I could be of assistance.(Insert details about how you could help them)

I'd be happy to chat with you about your needs and see if there's a way I can help.

You can find more information about my experience (Insert your website/portfolio/similar).

Best,

(Your name)

5/ Customer outreach email template

Customer outreach emails are a little different from client outreach emails as they are aimed at people who have already done business with you. As you have an existing relationship with these people, the customer outreach emails can be a little more laid back.

Hi (Recipient's name),

Thank you for your business! We're glad you enjoyed your experience and hope to see you again soon.

In the meantime, please let us know if there's anything we can do to improve our service. We value your feedback.

Best,

(Your name)

6/ Investor outreach email

If you're looking to raise money for your business, you'll need to reach out to potential investors.

Hi (Recipient's name),

I am the founder of (Your Company), that (Insert short pitch).

We've made significant progress and are just starting to raise our (Insert funding round):(Insert detail such as KPIs).

I believe our business would be an excellent fit for your portfolio because (Insert reasoning).

Can we schedule a time to chat so I can tell you more about what we do?

Thank you for your time,

(Your name)

We gathered 10 best lessons and tips from 30 investors to help you nail your fundraising outreach emails:

7/ Recruiter outreach email

Sending a cold email to a recruiter can be a great way to get your foot in the door at a company you're interested in.

Hi (Recipient's name),

I am interested in working for [Company Name] and would like to be considered for any open positions or future opportunities.

I have attached my resume for your review. I am confident that I have the skills and experience needed to be a valuable asset to your team.

Thank you for your time and consideration,

(Your name)

8/ Blogger outreach email example

If you're looking to promote your blog or website, reaching out to bloggers in your niche is a great way to get exposure.

Hi (Recipient's name),

I recently came across your blog and really enjoyed reading it. I would like to contribute a guest post to your site.

I am confident that my article would be valuable to your readers. In return, I would appreciate it if you could include a link back to my site.

If you're interested, I will be happy to send some ideas for articles. Thank you for your time and consideration.

Best,

(Your name)

9/ Influencer outreach email example

As with bloggers, you are reaching out to influencers in your industry or ones with followers among consumers you cater to get exposure for your brand or drive sales. Influencer marketing is one of the key strategies among leading brands, and the influencers making it possible are highly professional. So, you should never forget to treat them with the same respect that you would treat your other partners.

Hi (Recipient's name),

I'm a big fan of your work and was thrilled to see you speak at the [xyz] conference last month.

I'm working on a project I think you would be perfect for.

(Insert details about your proposal)

I think your audience would love it! If you're interested, I will be happy to send over more information and answer any questions you might have.

Thank you for your time and consideration.

Best,

(Your name)

Scaling this type of personalised approach is hard. That's where Flowrite's auto-generated emails come into play.

With our template for influencer outreach, you make sure you hit the right tone while being able to send enough emails to move the needle. Check out our template in action:

10/ Backlink outreach template

Backlinks are one of the most important SEO ranking factors, so getting high-quality backlinks from relevant websites is essential.

Hi (Recipient's name),

I was reading your article about [xyz] and noticed that your link for the source on (insert detail) was broken. I truly enjoyed the article, and we have a great piece on our blog (insert the aforementioned detail).

I was wondering if you would be willing to replace the broken link with ours? Our website is an excellent resource for information on (insert topics you cover).

I think your readers would appreciate having another resource to consult.

Best,

(Your name)

Reaching out to websites is time-consuming as you want to customize your backlink outreach. That's where Flowrite comes into the picture. Have a look at our backlink building outreach template in action:

For further reading, check out this guide on backlink outreach emails, where we show you our best tips to get more link juice:

11/ Affiliate outreach email template

Affiliate links are a great way to make money. Still, from the affiliate's perspective, it's always essential to ensure a good fit between the brand, its products, and its audience. Popular affiliates will receive tons of outreach from marketers, so make sure that your affiliate outreach email stands out.

Hi (Recipient's name),

I'm (Your name), and I am writing to introduce you to our brand (Name of your company).

(Insert details about your company)

Your website and social media channels are an excellent resource for information about (insert details), and your audiences could be interested in our products.

We have an affiliate program with generous commissions and benefits to our partners and their audience. Would you consider joining us in promoting (Name of your company)?

I'm also happy to answer any questions you might have.

Thank you for your time and consideration.

Best,

(Your name)

12/ Guest post email outreach template

Requesting a guest post is a great way to get exposure for your website. But you must ensure that the website you're reaching out to is relevant to your niche – and be able to show that in your guest post email outreach.

Hi (Recipient's name),

My name is (Your name). I am writing to introduce you to (Your company) that (Insert short pitch).

I love your blog because (Insert reasoning), and I think (Name of the person) from (Your company) would have invaluable insights to share with your readers. (Insert pitch on the person), so they are truly experts on (Insert topics).

Please let me know if you would be willing to consider having (Name of the person) as guest post writers on your blog, and we can discuss it further.

Thank you for your time.

Best,

(Your name)

Check out this guide for 4 more guest post email templates and our best tips to nail your pitch:

13/ Infographic outreach email

Infographics are a great way to get your website's name out there and are quick and easy to make. However, you must write many great outreach emails to get them featured on a site.

Hi (Recipient's name),

I'm (Your name), and I am writing to you as I just came across your create a blog post (Insert the title of the blog post).

I truly enjoyed the post  – thanks for the great learnings and insights! My company (Name of your company) just recently created an infographic on (Insert topic) that I think your readers would enjoy. I think it could make the post even better.

Please let me know if you would be interested in sharing our infographic with your readers, and I'll share the files with you.

Thank you for your time!

Best,

(Your name)

14/ PR outreach email template

Public relations, PR, manage the spread of information between an individual or an organization and the public through media. It's an industry and practice based on building connections, so knowing how to write a PR outreach email is crucial for anyone looking to get their story out there.

Hi (Recipient's name),

I'm reaching out because I think I have a story that would be perfect for your publication. (Insert story headline).

Here's a little more information about the story: (Insert one or two sentences about the story). If you're interested, I can send over the full press release.

Would this be something you'd be interested in covering? Let me know if you have any questions.

Thank you for your time,

(Your name)

Use Flowrite's smart PR outreach template to scale your perzonalised outreach.

15/ Podcast outreach email

Podcasts have become a popular way to consume content in the digital age. They are a great way to promote your brand or business. However, anyone who hosts one knows you need to make much effort to land an exciting guest. Even more so if you are on the other side of the table and want to be invited to a popular show.

Hi (Recipient's name),

My name is (Your name), and I am reaching out to you on behalf of my client, (Client's name).

(Client's name) is a (Type of business) that specializes in (Insert details). I think (Name of the person) from (Client's name) would have invaluable insights to share with your listeners on (insert topics) because of (Insert pitch on the person).

(Client's name) is a (Type of business) that specializes in (Insert details). I think (Name of the person) from (Client's name) would have invaluable insights to share with your listeners on (insert topics) because of (Insert pitch on the person).

Thank you for your time!

(Your name)

How to write outreach emails with Flowrite

Save time with smart outreach templates for your daily communications and create your own custom templates that fit your needs.

Flowrite is a writing tool that turns short instructions into ready-to-send emails and messages across your browser. Our templates adapt to the situation and generate unique emails and messages, taking into account the recipient and previous message.

The template collection covers the most common emails and messages across company functions and job descriptions, helping you be your most productive self no matter what you work on.

Thanks to Flowrite, you can forget canned responses, copy and pasting, and typing as you know it.

Conclusion

Outreach emails are a great way to connect with potential guests for your podcast, reach out for guest post opportunities, or start to build a relationship with a new client. However, composing them can be daunting. With Flowrite, you can quickly and easily create outreach emails that will get results. Flowrite's AI-powered writing assistant will help you write compelling, personalized emails in minutes. 

Supercharge your communication with Flowrite

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