A backlink email template is a starting structure, not a script. The versions that get replies are short, specific to the recipient's page, and clear about what is in it for them. Below are five templates you can adapt, followed by the rules that decide whether they work. Keep in mind that Google's spam policies treat money or goods exchanged for links as link spam, so none of these templates offers payment for a link.
Rules Before You Copy Any Template
Personalize the first line with something real about the page or the writer's work. Name the exact URL you are referring to. Keep the email under about 120 words. Ask for one thing, and make it easy to say yes or no. Send one polite follow-up after several days, and then stop.
A template with only the name swapped is easy to recognize and easy to ignore. Treat the structure as fixed and the details as yours to research every time.
Template 1: Broken Link Outreach
Subject: Broken link on [page title]
Hi [Name],
I was reading your guide on [topic] and noticed the link to [broken resource] on [section] returns an error.
I recently published [your page title], which covers the same ground: [URL]. If it fits, it could be a useful replacement. Either way, thought you'd want to know about the broken link.
Thanks,
[Your name]
This works because you are helping first. Check that the link really is dead and that your page genuinely replaces it. See our guide to broken link building for the full process.
Template 2: Resource Page Request
Subject: Suggestion for your [topic] resources
Hi [Name],
Your list of [topic] resources at [URL] is one I send to clients. I recently put together [your resource], which covers [specific gap on their list].
If you think it's a good fit for the page, here's the link: [URL].
Thanks for maintaining such a useful list,
[Your name]
Only use this when the resource really fills a gap. A page that duplicates what is already listed gives the editor no reason to add it.
Template 3: Guest Post Pitch
Subject: Article idea for [site name]: [working title]
Hi [Name],
I read your recent piece on [topic] and noticed you haven't covered [angle]. I'd like to write about [working title], including [two specific points].
Here are two articles I've written: [URL], [URL]. Happy to send an outline first.
Best,
[Your name]
Lead with the idea, not the link. Keep any link in the article relevant and non-promotional, because overly optimized anchor text in guest posts is something Google's spam guidance warns about.
Template 4: Unlinked Brand Mention
Subject: Quick thanks (and a small request)
Hi [Name],
Thank you for mentioning [brand] in [article title]. I noticed it doesn't link to us, and wondered if you could add one so readers can find the source: [URL].
Thanks again,
[Your name]
This is often the highest-converting template because the writer already chose to cite you. Use a mention-tracking tool or a simple search alert to find opportunities.
Template 5: Expert Comment or Data Offer
Subject: Data for your piece on [topic]
Hi [Name],
I saw your article on [topic]. We recently analyzed [short description of data] and found [one-line finding]. Happy to share the full numbers or give a comment from [expert name, role].
Best,
[Your name]
Only send this if the data is real and you can share how it was collected. This is the email-sized version of what digital PR does at scale, covered in our guide to digital PR link building.
Subject Lines and Follow-Ups
Subject lines should describe the content, not hype it. "Broken link on your SEO guide" tells the recipient exactly why you wrote, while "Amazing opportunity" reads like a mass mailing and invites a quick delete.
For follow-ups, send one reply in the same thread a few days later with a single new piece of value, such as a short additional fact. If there is no response after that, leave it. Repeated emails damage your sender reputation and the relationship.
Mistakes That Get Emails Ignored
The most common are generic openings, vague asks ("let's collaborate"), attaching files to a first email, and pitching a page that is not clearly better than what already exists. Another is sending from a brand-new domain with no sending history, which can push messages to spam regardless of quality.
Also avoid offering payment, free products or services in exchange for links. Google lists exchanging money, goods or services for links among link spam examples, and paid links need a rel="sponsored" or rel="nofollow" attribute to stay within its policies.
How Apex Digital Forge Handles Outreach
Our outreach work is built around individually researched emails and reported placements. If you manage clients, our outreach link building services page explains how we do this on a white-label basis.
Frequently Asked Questions About Backlink Email Templates
How long should a link building email be? Usually under 120 words, with one clear request and a specific reason it is relevant to the recipient.
How many follow-ups should I send? One polite follow-up after a few days is enough. More than that rarely helps and can hurt your sender reputation.
Can I offer money or a free product for a link? Google's spam policies list exchanging money, goods or services for links as link spam, so it is safer to focus on genuinely useful content and leave paid arrangements to clearly labeled advertising.
Getting Started
Pick one template, find ten pages where it genuinely fits, and write each email by hand. Track replies and adjust the opening line, not the whole structure, before scaling up.
There's more detail in our guide to What Is a Backlink?.