How to write outreach emails

How to Write Outreach Emails That Don’t Suck

This post is a guest post written by Nikolay Stoyanov.

Without email outreach, your blog would be dead in the water. Simply put, you cannot be social and part of the internet community, if nobody knows of your existence. By reaching out to other people, your blog can get the necessary attention.

Unfortunately, getting a response is not as easy as it seems. Bloggers (especially the successful ones) are constantly swamped with mails, either from their fans or other bloggers and companies. That being said, it takes a lot of savvy and marketing prowess to get a positive response.

No worries guys. In this article, I will give you some awesome tips helping you write outreach emails that don’t suck.

Outreach basics

Email communication is the most acceptable type of communication nowadays. Previously, companies would use phone calls to reach their potential clients, audience and partners. Over time, this has become an obsolete concept.

Email allows a person to relax, read the message at his own leisure and similarly, respond to it when they have time. It is a non-aggressive method. As a result, people are more likely to respond to an email pitch compared to phone calls.

Why would you create an outreach in the first place?

  • To promote or sell a product or a service
  • To establish communication with a blogger or a company

In both cases, you are the one that requires help. You are the one that has something to offer and because of that, there are certain rules which you have to abide in order to get a positive response.

How should your email template look like?

Like in normal communication, there are certain rules that you have to follow.

Here are some tips for your template:

  • Great title
  • Clear and concise
  • Cheerful but professional
  • Actionable
  • Personalized

Great title

What do I mean by great title?

Great title is something that should evoke positive emotions. Something that is more likely to result in cooperation. Receiver sees the title before anything else. If that title is generic or dull, he won’t be intrigued enough to open it.

So, how do we know if a title is any good?

Simple.

It should have receiver’s first name and it should immediately address the issue.

For example:

  • “Matt, I would like to create an awesome post for you” (for guest posts)
  • “Ann, would you like to increase your conversion in 3 easy steps?” (pitching a product or service)
  • “Brad, I need your expert help” (asking for help)

As you can see, these posts are really direct and they are pandering to bloggers. I used phrases such as “awesome post”, “3 easy steps” and “expert help”. Each time, I overhyped the pitch putting emphasis on go-to word. I am not asking for help; I am asking for expert help.

If possible, make sure that your title is not too lengthy as you wouldn’t like for a person to lose interest after the first sentence.

Clear and concise

People easily get confused. Sometimes, bad phrasing can cost you a deal. It makes it even worse as email communication is not a direct communication; there is no way to explain yourself if a person doesn’t understand you.

Generally speaking, it is best if you use plain language, without any complex words or phrases. You should create templates for masses and not for scientists.

To make it even better, make sure to use proper spacing. Your sentences should be short (up to 15 words) and there shouldn’t be more than 2 sentences per paragraph. Email should be easy to read.

You should never use a big chunk of text. No one will read that.

Cheerful but professional

When it comes to sales and marketing, one of the first lessons you will learn is that a good salesman needs to be energetic and to transfer that energy to a potential customer.

We are limited when it comes to emails. Simply put, we do not benefit from our charisma. Still, there is a way to create positive emotions.

Template needs to be light and easy to read. In fact, person shouldn’t perceive it as a stiff business email. Instead, it should be phrased in a way so that a person can read it with his morning coffee.

If there is something within an email causing discomfort, person will most likely send it to spam folder. I guess you wouldn’t like that?

Nevertheless, your email should be professional and polite. Depending on industry, you will have more or less space for improvisation (for example, travel blogger will have no issue with slang unlike financial blogger).

Actionable

Your email should obviously serve some purpose forcing receiver to act. But, how can a receiver know what to do if you haven’t explained it to him?

This is why you have to create actionable emails.

So, what are the main elements of an actionable email?

  • Explaining to a person what is needed from him/ her
  • Explaining how he/ she can reach that goal
  • Showing potential benefits for him/ her

That’s it!

You need to take his hand and lead him throughout the process. As mentioned before, emails require simplicity to be successful.

Now, here is where most people make a mistake.

They think that steps 1 and 2 are the most important. But, this is not the case. Salesmen believe that successfulness of the process relies solely on the product. In other words, if you can force a person to buy something, your work is done. But, in a real-life situation, person will not be inclined to buy/help you if there is no clear benefit for him. So, this will be your priority when creating a template.

Personalized

Unless you have some epic product, you will have to personalize your emails.

People do not respond well to spam. Not personalizing your email is the first indication that you are sending emails in bulk. It does take a lot of time but it will increase your conversion rate exponentially.

How to personalize an email?

Most people will tell you that you should add first name. However, this is not enough.

Adding a name is the minimal requirement. You will also have to add some excerpts from receiver’s blog, perhaps some article title and other things that can show him that the email was created specifically for him.

Template example

Lisa, would you like to participate in my expert roundup?”

 

Hey Lisa,

 

My name is Nick from website.com and I am a fan of your blog! I really loved your recent carrot cake recipe, especially the part where you talked about XXX.

 

I was wondering whether you would like to participate in my expert roundup?

 

Expert X, Expert Y, Expert Z already decided to take part.

 

The topic is “How to prepare mashed potatoes like a pro”. It would be a great exposure for your blog!

 

What you think?

 

Sincerely,

 

NAME

Email

Social profile links

 

Bonus PRO tips!

  • Always send follow-ups! Sometimes, person may delete your email by accident or it may end up in spam folder. By sending a second email, you make sure that a person has received your message.
  • Include your personal info. Add name, email, phone and all other contact details in your signature. It makes you look more legit.
  • If you are sending email to an unknown person, do not add links. It increases chances that email will end up in spam folder.
  • Always send emails to personal email address (preferably your own domain, not from free platforms like Gmail or Yahoo). This way, you can be certain that the right person got your message.

With these tips, you are ready to send, send, send! If you follow them to the point, you will skyrocket your response rate making every email outreach campaign a breeze.

What are your biggest issues when performing an email campaign? Is there something you would like to add to this article? Share it in comment section below!

Nikolay StoyanovShort bio: Nikolay Stoyanov is the founder of NikSto.com and an SEO expert with over 8 years of SEO experience. He’s a huge fan of Brian Dean and a proud graduate of his SEO That Works online course. He practices 100% white hat SEO techniques and has a vast experience in keyword research, on-page optimization, SEO auditing and link building. Nikolay enjoys learning new things, making new friendships and improving his skills all the time.

Hussain Omar has built his expertise as a knowledgeable and experienced SEO strategist, he’s the founder of Hustaw SEO, and the guy behind this blog. An addict to anything related to SEO, Search Engine Marketing, Internet Marketing, and Blogging.

23 Comments

  • Hey Hussain

    Thanks for the Tips !

    I am a Affiliate marketer and Email marketing is one of the major tools which I look to use, although I haven’t seen much of success, but I am working on my outreach skills continuously and doing some experiments, so that I can improve and make it work for me.

    So, I hope these tips will help me out.

    Keep up the good work Hussain.

    ~ Jelina
    Jelina Roy recently posted…Coupon – 20% Off Sitewide – TREATYOSELFMy Profile

    • Hey Jelina,
      Great to know that the tips which Nikolay wrote in his guest post here will be of help to you, I’m sure that they will work for you.
      Keep visiting!

      Regards
      Hussain

  • Great post on how to write outreach email.
    I will say those who think email marketing is dead should rethink it.Email done properly will bring great results.

    Thank you for sharing.

    • You are right Dhaval, it is one of those timeless techniques that will never die.
      Thanks for visiting and commenting!
      Keep visiting!

  • Hello My Sweet Hussain brother,
    That’s Great: This is Just Awesome Article, Full Interesting Writing Outreach Email, I liked the Post title, and the Focus Keyword is Mind Blowing 😛 Keep Up The google Work,
    Muhammad Tabish recently posted…How to Optimize Your Twitter Business Account?My Profile

    • Hello Muhammad,

      Thanks for your nice words, Nikolay really did great with this post.

      Thanks for stopping by!

      Regards
      Hussain

  • Hi,

    To be honest I was searching for posts that could teach me how to write outreach emails. But luckily I found your comment on pvariel.com and landed here.

    You’ve shared some awesome tips and a sample of outreach email here.

    Thanks
    Osho Garg recently posted…Is It Finally Time to Go Paperless?My Profile

  • Hey Erika,

    Correct! The title of your email is then only chance you have of your email being opened by the recipient. It’s a common sense thing, really. If you write a title that’s direct, intriguing and mentions potential MUTUAL benefit to both sides I don’t see why it wouldn’t work 🙂

    Glad you liked the template too 😉
    Nikolay Stoyanov recently posted…Disavow Links Like A Pro: How To Keep A Spotless Link ProfileMy Profile

  • Hi Hussain and Nikolay,
    an email with a good title is sure to make people curious to open it.
    I always think how I myself react to emails and which I delete right
    away. You did teach us here how to do it right. Good to follow your tips.
    Nice example template 🙂
    Thank you
    Erika

    • Hi Erika,

      Glad to know that you liked the post and the template.

      And, thanks for your endless support! I appreciate the shares you did on the social platforms.

      Thanks for everything!

      Regards
      Hussain

  • Hi Hussain,
    Excellent post by guest blogger Nikolay Stoyanov.
    I am going to be setting up a new email autoresponder in the new year and these
    tips will help me quite a lot. Saved and will share. Nicely written!
    Kathryn Maclean recently posted…Wonderful Online Affiliate Programs for the HolidaysMy Profile

  • Great post, how to write outreach email.
    It is funny that some people think email marketing is dead. I guess they are all wrong by you post, I will say those who think email marketing is dead should rethink it. Personal I read email if the title catched my eye and I know the send. Email done properly will bring great results.
    Thank you for sharing. A lot of take away for me.

    • Amaka, that’s absolutely right! Email marketing is more alive than ever IMO. It just changed a lot during the past few years. With all the spam that’s filling up our inboxes we’re all tired of non solicited stuff. Still, if you plan your outreach campaign carefully and personalize your emails for every recipient you’ll see the true power of this strategy.
      It’s time consuming, that’s without a doubt, but the results can be awesome 🙂
      Nikolay Stoyanov recently posted…Disavow Links Like A Pro: How To Keep A Spotless Link ProfileMy Profile

  • Hi Hussain and Nik,
    Good to read this informative piece.
    Yes, outreaching is a vital part in blogging. The tips agreed in this post are very good and worth following.
    The concluding part is really worth notable, yes indeed its indeed a Bonus Pro tips.
    Thanks Nik for sharing this wonderful information on the pages of Hussain.
    Wish both of thou a wonderful weekend.
    Best regards.
    ~ Phil
    P V Ariel recently posted…Black Friday Deal – Amazing Off from A2Hosting. 67% Off..My Profile

  • Hi Hussain

    This is just awesome and you are so right that emails is the coolest way to communicate with an audience.

    I have found out that when outreach mails are done professional, they are very effective way of communication than phone calls. Thanks for sharing. Take Care

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