How to Write Effective Email Pitches That Work: 9 Tried-and-Tested Elements

Are you trying to get quality links to your content but struggling to make your email pitches stand out? You’re not alone. Many email marketers spend hours crafting pitches, hit “send,” and then wait… and wait… only to be met with silence.

The truth? It’s not that your prospects don’t need links or aren’t open to collaborations. It’s that your pitch didn’t make it clear why linking to your content is valuable for them. In a crowded inbox, you’ve got just one shot to grab their attention and convince them to click.

Your email pitch is more than just a message—it’s your chance to showcase how your content solves a problem, adds value, or enriches their audience. If that’s missing, your email gets lost in the shuffle.

So, how do you craft an email pitch that makes your content irresistible?

Today, Rituraj Sengar, Sr. SEO Analyst at Mavlers, is here to share his proven strategies for writing email link pitches that get noticed, drive action, and help you build powerful backlinks. 

Let’s kick off with the basics.

What is email outreach, and why does it matter?

Email outreach is basically starting a meaningful conversation in the digital world. It’s about knocking on the doors of the right people—whether it’s website owners, editors, or influencers—to explore opportunities like earning backlinks, contributing guest posts, or forming partnerships that make sense for both sides. 

Think of it as relationship-building but through your inbox.

Let’s delve into why it’s so important. A well-thought-out email can open doors to valuable backlinks that boost your SEO, drive genuine traffic, and build trust in your niche.

On the flip side, a poorly written or irrelevant pitch can do the exact opposite—it can damage your credibility and result in a waste of time and effort. In short, getting it right isn’t just important—it’s essential if you want your outreach efforts to lead to real results.

Let’s now delve into the top 9 tried and tested elements of a well-crafted email pitch that will get you the connections, backlinks, and, ultimately, the traffic and leads you seek!

1. Research: Know your recipients inside out

Before you even think about hitting “send,” spend some time understanding your recipient. Get clear answers to important questions like: Who are they? What’s their role? What kind of content do they publish?

Imagine walking into a networking event and pitching your idea to someone without knowing what they do or care about. It wouldn’t go well, right? The same applies to email outreach.

Here’s how to get clarity like a pro;

• Find the right contact: If you’re reaching out to a large organization, avoid generic email addresses like info@company.com. Instead, look for the content manager, SEO specialist, or editor. 

• Understand their audience: Review their blog or website to see what topics they cover and the tone they use. This information will help you tailor your pitch to align with their audience’s needs. 

• Check out the “Write for us” page on websites: This section will give you a fair idea about the content guidelines they have in place for guest post submissions and link insertion requests. 

Pro tip: Tools like LinkedIn, Hunter.io, and FindThatEmail can help you identify the right contact person.

2. Start with an irresistible subject line

Your subject line is your foot in the door. It’s the first thing your recipient sees, and it determines whether they’ll even open your email. A great subject line is specific, personalized, and intriguing. We recommend deploying the power of A/B testing to find the perfect subject line for your email pitch subject line that will ultimately result in better open rates, click through, and response rates.

Here are a few examples:

• “Loved Your Guide on [Topic]—Here’s an Idea to Build On It”

• “Quick Question About Your Post on [Topic]”

• “Can We Collaborate on Something Awesome for [Website Name]?”

Avoid spammy words like “free,” “urgent,” or “act now.” These can trigger spam filters and hurt your deliverability.

3. Level up your personalization game: Show them you care

Let’s face it: no one likes receiving a cookie-cutter email that feels like it’s been sent to 500 other people. Personalization is your key to breaking through the noise.

• Address them by name: Use their first name whenever possible.

• Reference their work: Make it a point to mention a specific article, blog post, or project they’ve worked on and explain why you liked it.

• Be genuine: Over-the-top flattery can be quite a turn-off; so its good to be honest and specific.

For instance:

“Hi Sarah,

I recently read your article on [Topic], and I loved how you broke down [specific insight]. It got me thinking about [related topic] and how it could add even more value to your readers.”

4. Cut to the chase and get to the point quickly!

People are busy, and your email is likely one of many sitting in their inbox. Don’t waste their time with a long-winded introduction.

• State your purpose clearly: Be upfront about why you’re reaching out.

• Keep It short and sweet: Aim for 100-150 words in your initial email.

Here’s an example of a concise, purpose-driven opening:

“I wanted to reach out because I think [specific article] could be a great fit for a resource I’ve created on [related topic]. It complements your content by [specific value]. Would you be open to adding it?”

5. Offer value they can’t ignore

The golden rule of email outreach? Always lead with value. If you want someone to take your pitch seriously, you need to show them exactly why it’s worth their time. Simply put, people will only care about your email if you give them a reason to.

Here’s how you can offer real value:

• Provide a useful resource: If you’re asking them to include your link, explain how it fits seamlessly into their content and benefits their audience. For example, maybe your resource expands on a topic they’ve covered or provides updated insights their readers will appreciate.

• Offer high-quality content: Suggest writing a guest post that aligns with their niche and audience. Be specific—don’t just say “I’d love to write for you.” Pitch a couple of relevant topics and emphasize your experience to assure them they’ll get well-researched, polished content.

• Show what’s in It for them: Everyone loves a fair trade. Offer to promote the guest post on your social media channels, include backlinks to their website elsewhere, or even share it in your email newsletter. If applicable, highlight how this could drive traffic their way.

• Be transparent about paid collaborations (when necessary): While paying for links goes against Google’s Webmaster Guidelines, some sites charge a fee for editing or formatting guest posts. If that’s the case, be upfront and professional about it.

The bottom line? Approach every pitch as a collaborative opportunity. Frame your offer as something that improves their content, adds value to their audience, and benefits them just as much as you. When they see what’s in it for them, they’re far more likely to hit “Reply.”

6. Write a strong CTA (Call to action)

Your email should leave no doubt about what you want the recipient to do next. A vague CTA like “Let me know what you think” won’t cut it. Be clear and direct.

Examples:

• “Would you consider adding this link to your article on [Topic]?”

• “Can I send you a few guest post ideas to review?”

• “Do you have editorial guidelines I should follow?”

7. Build credibility with social proof

If you want someone to trust you, show them why they should. Include links to your previous work or collaborations to demonstrate your expertise.

We recommend using email accounts with real person names for shooting those email pitches because, let’s face it, some people don’t like to communicate with dummy emails, for example, seolinkbuilder@gmail.com. Use domain-based emails (wherever possible) since they are coming from a trusted source. Recipients trust them a little bit more as compared to open Gmail addresses. Always proceed with A/B testing with domain-based emails because they have a high chance of landing in the spam folder in case your company sends promotional emails in bulk.

Add your contact details and links to your social media in your signature.

For example:

“I’ve contributed to [reputable websites], and my articles have helped drive significant engagement. Here’s a link to one of my recent pieces: [URL].”

8. Follow up (But hey, don’t be annoying!)

A single email rarely gets the job done. Most responses come after a polite follow-up. Here are some pointers that can help you follow up like a pro. 

• Timing: Wait 3–5 days before sending a follow-up email.

• Tone: Keep it polite and non-pushy.

• Content: Reference your original email and reiterate your value proposition.

Pro tip – See what timezone they are in or at what time of the day they reply; this will give you an idea for scheduling your next emails at a better time.

We also recommend using a tracking tool like Mailtrack (you could also try its free version) to check whether they have opened your email. If you see a couple of green ticks and there is still no reply, you can be sure that the recipient didn’t find your email pitch interesting enough. 

For instance:

“Hi [Name],

I just wanted to follow up on my previous email. I think [your proposal] could be a great fit for your audience, and I’d love to hear your thoughts.”

9. Steer clear of the spam trap

Landing in the spam folder is a surefire way to kill your chances of success. Here’s how to keep your email pitches out of spam and in front of the right eyes:

• Keep It small: If your email address is new, don’t send bulk emails. Stick to 5–10 personalized emails per day to build trust with email servers.

• Be relevant: Target the right people. Sending pitches to irrelevant contacts increases the risk of your email being marked as spam or reported, which can damage your sender reputation.

• Include an unsubscribe option: Make it easy for uninterested recipients to opt out of future emails—this keeps your outreach clean and compliant.

• Clean up your email list regularly: Remove email addresses that are inactive or are on a denylist.

A little effort to avoid spam filters goes a long way in making sure your pitch gets noticed instead of being trashed.

The road ahead

While every email is an opportunity to build a relationship, a successful email link pitch is a carefully crafted product of understanding your audience, a compelling message, and an endeavor to offer genuine value.

Are you looking for ways to automate your email campaigns? Well, here’s what you should read next ~ Email Automation to Overhaul Your Campaigns: The Ultimate Guide