Free resource

Free Backlink Outreach Email Templates

Outreach works when it is specific, short and useful to the recipient. These templates are starting points. Replace every bracketed field, read the recipient's page first, and add one sentence that proves you did. Never send an unedited template, and never offer or accept payment for a link intended to influence rankings, which violates Google's spam policies.

Start free trial View pricingUpdated November 1, 2026

Rules for outreach that works

  1. Personalise the first line. Reference something specific on their page.
  2. Make one clear, small ask. Never several requests.
  3. Lead with value to their readers, not your need for a link.
  4. Be brief. Under 150 words.
  5. Be honest. No fake urgency, fake statistics or false claims.
  6. Follow up once, a few days later, politely, then stop.
  7. Accept a no. Thank them.
  8. No payment for links to manipulate rankings. If a site asks for money for a normal link, decline.
  9. Track everything: who you contacted, when, the reply and whether the link went live.

Using these with Bizsenti AutoSEO

The backlink opportunity finder generates outreach drafts for brand mentions and surfaces competitor-gap targets; competitor backlink analysis finds the pages worth contacting; backlink monitoring confirms that links went live and alerts you when they are lost. Always review and personalise generated drafts before sending. Drafts are never sent automatically.

Subject lines that get opened

  • Be specific: "Quick note about your [exact page title]".
  • Keep under about 50 characters.
  • Do not use clickbait, fake urgency or "Re:" tricks on a first email.
  • Mention the page or topic, not "link building".
  • Test two options and keep the one that gets replies.

A personalisation checklist

Before you send, confirm that you have:

  • read the page you are writing about;
  • used the recipient's name correctly;
  • mentioned something specific and true about their page;
  • explained why your content helps their readers;
  • checked that your link target genuinely fits;
  • removed every bracket and template phrase;
  • proofread for tone and typos.

Handling the replies

ReplyWhat to do
YesThank them, confirm the exact URL and anchor, verify the link when live
Maybe, with a questionAnswer briefly and offer any information they need
They ask for paymentDecline politely; paid links meant to affect rankings break Google's policies
NoThank them and note it; do not push
No replyOne follow-up, then stop

What not to say

  • Do not claim a relationship you do not have.
  • Do not invent statistics, awards or press coverage.
  • Do not threaten or guilt-trip.
  • Do not offer money for a followed link.
  • Do not send the same message to hundreds of people.
  • Do not demand a specific anchor text.

Use the resource

Unlinked brand mention

Use when: A page mentions your brand but does not link to you.

Subject: Quick request about your [article title]

Hi [Name],

Thanks for mentioning [Brand] in "[article title]". I really appreciated it.

Would you consider linking the mention to [URL]? It would help your readers find [what they would find there] directly.

Either way, thank you for including us.

Best,
[Your name]
[Role, Brand]

Broken link replacement

Use when: You found a dead link on a relevant page and have a genuinely suitable replacement.

Subject: Broken link on your [page name] page

Hi [Name],

I was reading your page "[page title]" and noticed that the link to [dead URL] (in the section about [topic]) returns a 404.

If useful, [your URL] covers the same topic: [one sentence on what it offers]. No problem if it is not a fit; I just wanted to flag the broken link.

Best,
[Your name]

Resource page suggestion

Use when: A relevant "useful resources" page exists and your content genuinely belongs on it.

Subject: Suggestion for your [resource page name]

Hi [Name],

I found your resource page "[page title]" while researching [topic]. It is a helpful list.

I recently published [resource title], which [specific benefit: data, template, tool, checklist]: [URL]. If you think your readers would find it useful, it might fit alongside [existing resource you referenced].

Thanks for considering it.

[Your name]

Competitor gap (a site that links to similar businesses)

Use when: A page lists or links to several businesses like yours but not you.

Subject: Possible addition to your [page name]

Hi [Name],

I noticed your page "[page title]" features [competitor examples] and I wondered whether [Brand] might be a fit for your readers.

[Brand] [one sentence: what you do and what is different, specific and verifiable]. More details: [URL].

I am happy to provide any information, images or a free account to help you assess it.

Best,
[Your name]

Lost link recovery

Use when: A previously live link has disappeared and you suspect it was unintentional.

Subject: Missing link to [your site] on [page name]

Hi [Name],

Thank you for linking to [your site] on "[page title]". I noticed the link seems to have been removed in a recent update.

Was that intentional? If it was an accident, would you be able to restore it to [URL]? If something about the page was a concern, I would be glad to fix it.

Best,
[Your name]

Polite follow-up (one only)

Use when: No reply after about five working days.

Subject: Re: [original subject]

Hi [Name],

A quick follow-up on my note below in case it got buried. No problem if it is not a fit; I just wanted to make sure you saw it.

Thanks,
[Your name]

Thank-you after a link goes live

Use when: A site has added or restored your link.

Subject: Thank you

Hi [Name],

Thank you for adding the link to [URL]. I really appreciate it. If there is ever anything we can help with, such as data, a quote or an example for your readers, just ask.

Best,
[Your name]

Contribution or expert comment

Use when: You can offer genuinely useful expertise to a publication that accepts contributors or quotes.

Subject: Expert input for your readers on [topic]

Hi [Name],

I read your recent piece on [topic] and thought of a point your readers might value: [one specific, original insight in one sentence].

I am [your role and credibility] and could contribute [a short article or a quotable comment with data you hold]. A few headline ideas: [idea 1], [idea 2].

Would that be of interest?

Best,
[Your name]

Frequently asked questions

How long should an outreach email be?

Under about 150 words, with one clear ask.

Should I follow up more than once?

One polite follow-up is enough.

How many follow-ups should I send?

One polite follow-up after a few days is enough.

Should I offer something in return?

Offer value to the reader or site (data, a correction, expertise). Do not offer payment for a link intended to influence rankings; Google's spam policies prohibit it.

What is a good response rate?

It varies widely with niche and relevance. Personalised, relevant outreach performs better than mass emails; we do not publish a benchmark.

Can I copy these templates?

Yes. Use the copy button on each template and personalise every bracketed field.

Automate the repetitive parts

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Related pages

Related guides

Sources and references

  1. Google Search Central: Spam policies for Google web search (link spam)
  2. Google Search Central: Qualify your outbound links

Written by the Bizsenti AutoSEO editorial team. Last reviewed November 2026. Third-party facts can change; check the linked sources for the latest.