Business & Finance

How Do You Write a Good Outreach Email?

How Do You Write a Good Outreach Email

Outreach campaigns are so common today, and it’s hard to get noticed. In a never-ending sea of emails, most messages are ignored or marked as spam. In fact, according to a study, only 8.5% of outreach emails receive a response. You might be wondering, why go through all this effort if your emails will just get ignored? That is because email outreach is still one of the most effective ways to get backlinks and build relationships. In fact, over the past years, many email marketing tools have appeared to cater the different marketing needs.

So, how do you get a response?

It all comes down to the contents of the emails you send.

Email open rate for all industries
Source: Campaign Monitor

There are many outreach email templates online that you can look through, but keep in mind that we’re also trying to set your email apart. Before hitting send, take a step back and figure out whether your outreach emails have all important elements.

6 Steps to Write a Good Outreach Email:

1. Write a Concise and Coherent Subject Line

Subject lines are important since these are one of the first things your prospect will read. The goal is to create a subject line that’s clear and enticing enough for the recipient to continue reading the rest of your email. Keep your subject lines straight to the point and avoid using generic or unclear terms.

Spam-Email Subjectline-Trigger-Words
Source: Yesware

It’s also good to keep in mind that the subject line should summarize your entire email. The prospect should look at the subject line and immediately understand what the email is about.

“Writing for Convince and Convert” is a better subject line than “Writing Ideas” because it is specific and clear. The recipient won’t have a hard time figuring out what kind of writing you’re talking about and will have a general idea of your offer.

2. Include a Personalized Opening Statement

Personalize, personalize, personalize! People respond better when they know that an email is not mass sent. A good rule of thumb is to open with your recipient’s name. Most emails are already generic, don’t make the mistake of making yours impersonal as well. Greeting your prospect by their name also shows that the message is for them.

Include a Personalized Opening Statement while Writing a Good Outreach Email
Source: Propeller

Again, there’s no need to overcomplicate this. While it can be more impactful if you greet them with something more personal (for example, their opening lines if they’re a Youtube vlogger), an opening statement doesn’t have to be flashy. Besides, not everyone you contact will have a famous opening spiel. A simple “Hi [name]” is already a hundred times better than the generic “Hi.”

3. Create a Short Yet Notable Introduction

Nobody does business with a stranger, so you must introduce yourself well. An email gives you at most two sentences to do this.

This will also be the best time to highlight your credentials. Your aim here is to establish familiarity and credibility between you and your prospect. They have to feel comfortable building a relationship with you. A good introduction sets the tone as to why doing business with you is a good decision.

You don’t have to send in your full resume for outreach emails! Something impactful but straightforward is enough. For example, you can simply say:

“I’m [name], and I work with [brand] doing [briefly describe your work].”

If you happen to be working with a brand that your recipient is related to, this would also be a perfect time to mention it. Remember, we’re trying to establish credibility and familiarity. Seeing that you work with a trusted brand gives you both and will increase your chances of getting a reply.

4. Go for a Short and Easy to Read Email Body

Like most things online, outreach emails should be easy to read. Remember the eight-second rule: if you can’t get their attention within the first eight seconds, then you have lost your reader. This applies to most things online and will definitely apply to your outreach email.

Keep your emails to the point and easily scannable. No one wants to go through a ten-page essay on why they should partner with you via email, so avoid creating messages that feel like a novel.

5. Explain Your Valuable Offer

Before you even thought of creating these outreach emails, you should have a valuable offer you’re promoting. Otherwise, the entire campaign would be for nothing.

After introducing yourself, get straight to the point. The recipient already knows your reason for sending a message, so make them understand why you sent it to them. Your email should be able to answer why this offer is valuable for them.

For example, if you’re writing to a fashion influencer, you can say that their followers might appreciate your offer. At this point, it is important how you make it about your prospect. This is something for them.

The value proposition isn’t necessarily a big thing, nor is it a promise of results! You are simply highlighting the fact that your offer, whatever it is, can be helpful for them.

Also Read: What Types of Content Are More likely to Earn Backlinks

6. Add a Clear Call-to-Action (CTA)

Never end your emails without a clear call-to-action. Your entire outreach email could be very enticing, but ending without a call-to-action could make you lose your prospect. A simple “Let me know if this interests you” is compelling enough so that they can contact you after.

See Also:


While it may seem challenging to earn a response just by looking at the sheer number of emails pouring out every day, you get a higher chance of being noticed just by personalizing and tweaking your emails. Most outreach emails don’t need a lot of fluff; just make sure that you’re giving your prospects a valuable offer. Remember that aside from all these tips, your offerings are ultimately what’s going to get you responses and make your email marketing successful!

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