I'll be honest with you - writing outreach emails is hard.

But it's also one of the most important things you can do to grow your business and expand your network.

Whether you're looking to get backlinks for your website, generate new leads, reach out to influencers, get guest posts on other blogs, bring in investors, or build relationships with industry influencers, outreach is pivotal.

The problem is, actually getting someone to respond to your email is a whole other story.

That's why in this article, I'm going to share some tips and examples of how the pros write outreach emails that actually get results.

So, if you're ready to up your outreach email game, grab a cup of coffee, hit “Play” on your favorite Spotify playlist, and let’s get started!

The Structure of an Outreach Email

Before we dive into the specifics of crafting a winning outreach email, it's essential to understand that there's a science and art behind it all – especially when you’re sending them cold.

Crafting a winning outreach email requires skill and creativity, but when done right, it can open up a plethora of opportunities, from new partnerships to high-ticket sales.

On the other hand, those written haphazardly will be sent to the trash bin.

So, what's the anatomy of an outreach email? In my experience, a winning outreach email can be broken down into three parts:

  • The Subject Line: Arguably, the most crucial aspect of your email. If it doesn't pique the recipient's interest and make them want to open it, the rest of the email means nothing.
  • Keep it simple and sweet. A little cleverness is good, too but don't overdo it. The goal is to spark curiosity, not confusion.
  • The Body: Now that the person is interested, this is where you give them your value proposition and express what you're looking for. The key here is hyper-personalization. You want to make your message personal and relevant to them.
  • However, make sure it's something public and not too personal-- that could be creepy. It's important to research the recipient and their company to craft a message that resonates with them.
  • The CTA: This is where you give them something to do. Whether it's visiting your website, setting up an appointment, or simply replying to the message, make it simple and easy to do. And don't add more than one CTA! The goal is to make it easy for the recipient to take action.
How to Write Outreach Emails that Get Response
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Pro-Tip: Of course, you want to be professional but don't be afraid to add a little personality to your message to make it really stick out. Use some humor like an industry inside joke. Heck, you can even stick a meme in there if it's relevant! Just make sure it's appropriate and fits the tone of your email.

How to Write an Outreach Email That ACTUALLY Gets Results

Alright, you've got the basic parts of an outreach email down, but how do you make it shine? How do you write an email that actually gets results?

Follow these steps and best practices:

The Power of First Impressions: A Killer Subject Line

It all starts with the subject line - the gateway to your email. Think about it: how many emails do you get every day? A lot, right?

Your email has to stand out from the crowd and make them want to open it. So, what's the secret to a killer subject line?

You need to be creative and grab their attention. Ask a question, reference their name, or even touch on a pain point you know they're facing. A subject line that's unique and tailored to the recipient is more likely to catch their eye and make them want to learn more.

If you really want the secret sauce, check out my cheatsheet, which gives you a ton of catchy subject lines!

Give to Get: The Art of Reciprocity

When crafting your outreach email, don't be all "me, me, me." Remember that building a relationship is a two-way street. Think about what you can offer them in return, not just what you want from them. It's like that old saying, "You scratch my back, I'll scratch yours."

Make sure to highlight the benefits they will receive from your proposal.

If you're pitching a guest post, emphasize how it will provide valuable content for their readers. If you're selling a product or service, focus on how it can solve a problem or help them reach their goals.

Follow the "F" to Get Your Point Across

Fun fact: did you know that when people read your email, they start at the top left, read across to the right, and then scan down the left-hand side?

It's called "F-shaped pattern reading," and it's important to remember when crafting your outreach email.

(Source)

Basically, you want to make sure your most important information is front and center or in the top left corner.

Use short paragraphs and bullet points to break up text and make it easier to scan.

Remember to include a clear call-to-action at the end of your email so the recipient knows exactly what to do next.

Once you'e nailed the formula, you can experiment with using AI tools like Editpad to automate parts of the emailing writing process.

7 Examples of Outreach Emails

OK, now that we’ve gotten that out of the way, I think it’s best to show you what a good outreach email looks like!

1) Guest Post Outreach Email

Guest posting is the perfect way to spread the word about your brand, position yourself as a thought leader, and snag a sweet backlink for your website. Plus, you get to tap into a new audience and grow your reach.

Here’s a great example from Hubspot:

And here’s an outreach email template you can build off of:

Hi [First Name],

I'm [Your Name], [Your Role] at [Your company/website]. I came across your website, and I'm really impressed with [Mention a recent post or topic] and the community you've built.

I'd love to contribute a guest post to your site, as I think my expertise in [your topic/industry] would provide a ton of value for your readers. Here are a few post ideas I had:

  • [First post title and summary]
  • [Second post title and summary]
  • [Third post title and summary]

If any of these sound like a good fit for your site, please reply to this email, and we can discuss it further!

Best regards,

[Your Name]

2) Influencer Outreach Email

Now let's talk about influencer outreach emails. You know, those emails you send to the big players in your niche who already have a massive following.

Influencer marketing has become a powerful tool in recent years, but here's the thing - influencers receive a ton of messages from people like you who are looking for their attention.

So your email needs to be on point to get through the riff-raff.

(Source)

As you probably know, backlinks are essential for SEO and bringing organic traffic to your website. They're also important for giving your site authority. But getting high-quality backlinks requires outreach and relationship-building with other website owners.

I've already shared tips on how to write a winning subject line for backlink outreach emails, so now let's look at what the actual email looks like:

(Source)

4) Podcast Outreach Email

Podcasts have exploded in popularity over the past few years, and they're still growing. It's an excellent opportunity for you to grow your brand and get your business out there.

But with so many podcasts out there, how do you get on one?

Well, it starts with reaching out to podcast hosts and pitching yourself as a guest. Here’s an example from Lemlist that had an amazing 84% open rate and 38% response rate:

The secret sauce? Guillaume proposed topics.

5) Customer/Client Outreach Email

Ah, the good old customer/client outreach email. These are a bit different from the cold ones because you've already worked with them in the past. But don't let that fool you into thinking you can just phone it in.

Nope, you still gotta put in the effort to show your appreciation and keep that relationship strong. Plus, who knows, maybe they'll refer you to their friends or colleagues, and that's always a win!

Template for an existing customer outreach email:

Hi [First Name],

I just wanted to take a moment to say thank you for choosing [Company] for your recent [product/service] purchase. We're thrilled that we were able to provide you with a positive experience, and we're grateful for your business!

As a valued customer, your feedback is incredibly important to us. Please feel free to share your thoughts or suggestions, now that you’ve had a chance to try [Product/Service] out!

If you’d like to discuss more details, let me know about your availability. I’d love to hop on a quick call to learn how we can serve you better!

Best,

[Your Name]

6) Investor Outreach Email

When you're looking to grow your business, sometimes you need more than just a little bit of elbow grease, grit, and hustle.

You need capital.

And that's where investors come in.

Whether it's an angel investor, venture capitalist, or a private equity firm, these are the people with the deep pockets that can help turn your business dreams into a reality.

Here’s a template my investor-backed startup friends used to get more funding:

Hi [First name],

I'm reaching out today because I'm the proud founder of [Your Company] - a business that [insert your pitch and business vision].

Our team has been working incredibly hard to make strides in the industry, and we're excited to announce that we're beginning to raise [insert funding round] with [insert detail such as achievements, goals, or metrics].

After researching your portfolio, I'm convinced that our business would be an excellent addition for several reasons. [Insert reasoning for why their investment could benefit both parties].

I'd love to schedule a time to discuss this in more detail and share more about our vision for the future. Are you available for a brief chat in the next week or so?

Thank you for your time and consideration,

[Your name]

7) Sales Outreach Email

Of course, B2B sales fall under the "outreach" umbrella, and cold emails are critical.

Not only are they a cost-effective way to reach many prospects, but they also allow you to introduce yourself and your business to those who may not have otherwise found you.

Just look at Sean Bestor, who used cold emails to grow his company, Sumo, to a million-dollar business.

Example:

Hey [First Name],

Are you struggling with [problem]? I know firsthand how frustrating that can be. That's why I wanted to reach out and let you know about [your product/service name]. We created it specifically to solve that problem and make your life easier.

Our [product/service] has helped countless businesses just like yours [insert benefit or result], and I'm confident it can do the same for you. If you're interested in learning more or have any questions, don't hesitate to reach out.

Best,

[Your name]

If you want to learn more about crafting masterful cold emails, check out my ultimate guide, where I go into more detail with examples and tips.

Unleash Your Outreach Potential!

Well, there you have it, folks! We've covered everything you need to know about crafting a killer outreach email– with some examples and templates to boot.

Remember, outreach is essential for growing your network and expanding your brand, so don't be afraid to put yourself out there. With the tips I've given you, you'll be writing outreach emails just like the pros.

And if you want to take your outreach game to the next level, check out Findymail. With accurate and verified email addresses, plus Sales Navigator, LinkedIn post and Apollo scraping, you can be confident that your messages are getting in front of the right people.

So go ahead and start making those connections – I can't wait to see what you accomplish!