As a new SEO worker, you’re likely tasked with reaching out to website owners, offering guest posts for backlinks. However, if your emails are not getting the responses you hope for, then this article may offer you some insights into why your approach might be failing, and some tips to improve your outreach.
Why Your Emails Aren’t Getting Replies
Lack of Personalization: Generic emails that don’t address the website owner by name or reference specific content on their site come across as spam. If it’s clear you haven’t taken the time to understand the site, why should the owner take time to reply?
Poorly Written Content: If your email is full of grammatical errors, non-specific flattery about the website, and lacks clear intent, it raises doubts about the quality of the content you’re offering. A poorly written email suggests that your guest post writing skills might be equally subpar.
Fake Identities: Using fake or inconsistent names to appear more professional or anglophone is not only deceptive but also easily noticed. Website owners value authenticity, and if you’re not upfront about who you are, it immediately diminishes trust.
No Introduction or Credentials: If you don’t introduce yourself, explain your role, or mention the clients you represent, your email lacks credibility. Website owners want to know who they’re dealing with before considering a collaboration.
Ignoring Existing Guidelines: Many websites have clear instructions on how to submit guest post inquiries. If you’re emailing without following these steps, it shows that you didn’t bother to read their guidelines, which is a huge red flag.
Lack of Alignment: If the website maintains a high degree of quality and ethics, it is likely they would accept links and content that are aligned to their themes and quality. Shoddy or shady emails with no initial promise of quality are not going to get any response from these websites.
Examples of Good and Bad Outreach Emails
Below I have pasted some lines and screenshots from actual emails I received.
"I need a post on your website with do follow permanent link."
This line, often the opening one in an email, is a weird way to ask someone to edit their site content for a backlink. Why am I responsible for fulfilling your 'need'? It sounds more like a caprice than a request.
"It's been a pleasant experience while I was going through your website and some of your contents- Trust me you have done a splendid job on your part. The pieces are extremely informative and read- worthy and thought these could be a great passage to enjoy for our target audiences."
This is an obvious lie and a poor attempt at flattery. Even patronizing. Browse the website for a minute, and write something meaningful!
Seriously, if someone wrote to you an email like this, with no name, no credentials, and no etiquette, would it make you want to collaborate with them?
The language skills of the writer here does not instill confidence in their article writing skills.
There is a saying in Hindi, 'नकल के लिए अकल चाहिए'. It means that even copying something requires a certain level of cleverness and understanding. An important habit to inculcate would be to proofread before sending a mail, and to remember to delete the preface of Chat GPT's response.
There are loads of these mails in my spam folder, all without a single line that would compel me to reply. One of the websites I manage offers resources for preschool education and has it clearly mentioned that we do not accept casino or CBD links. However, we still get many emails everyday asking the rates for the same.
In contrast here is an email I received from a SEO professional, with whom we have collaborated a few times. I chose to reply to their email because it was well-written:
Tips to Improve Your Outreach Emails
Do Your Research: Spend a few minutes researching the website. Mention specific articles or content or theme that align with the guest post you’re offering. This shows you’re genuinely interested in contributing value, not just getting a backlink.
Personalize Your Email: Address the website owner by name if available from their website. Reference something specific about their site. This simple step can significantly increase your chances of getting a response.
Be Authentic: Use your real name and be transparent about who you are. If you’re a new SEO worker, it’s okay to say so. Honesty and authenticity go a long way in building trust. Include links to previous guest posts or articles you've written. This provides the website owner with a concrete example of your work and helps establish your credibility.
Email Id: Even though emails from professional domains look more trustworthy, it is not necessary to spend on getting a domain, especially if you are a new freelancer. However, make sure your email address includes your real name. Even if you use a domain email, make sure the website looks trustworthy. I always check the domain to see the website it points to. If there is no website for the domain the mail came from, I do not reply to that email. Consider using a professional domain and a simple website (even with a single landing page will do) if you're serious about your career, as it can add an extra layer of credibility.
Professional Identity: Provide a brief introduction about yourself, your role, and the client you represent. This gives the website owner context and a reason to consider your proposal. I feel that even if you do not have a professional email address, you can always get a free LinkedIn profile. Always sign your name properly at the end of the email, with a link to your LinkedIn profile. This brings a degree of trustworthiness to your emails.
Focus on Quality Over Quantity: Instead of sending 1,000 generic emails that don’t get responses, take the time to craft 50 well-researched and personalized emails. A thoughtful, targeted approach is far more effective than a high-volume, low-effort one.
Follow Existing Guidelines: If the website has instructions for guest post submissions, follow them to the letter. This shows respect for the site owner’s process and increases the likelihood of your proposal being considered.
Quality of Email Content: It goes without saying that when you are offering to write guest posts, your competence to do so will be judged at the outset on the basis of your email. Make sure your email is written well, without grammatical errors. Write your purpose and request clearly, concisely, and politely. Take care that your email clearly outlines what you're offering and why it's beneficial to the website. Before hitting send, proofread and edit your email. Small errors can make a big difference in how your professionalism is perceived.
Email Etiquette: Some key points of email etiquette related to outreach mails that can make your email appear professional and courteous are:
The subject line should concisely summarize the content of the email.
Address the recipient by name, if known, using a polite and appropriate salutation like "Dear [Name]" or "Hello Admin."
Avoid slang, jargon, and overly casual language. Use polite language.
Use proper grammar, punctuation, and spelling to maintain professionalism.
Structure the email contents well using paragraph breaks, headings, or bullet points, if it is long.
Always review your email for spelling, grammar, and clarity errors before hitting send.
Use an appropriate closing phrase like "Best regards," "Sincerely," or "Thank you," followed by professional email signature with your name, title, and contact information.
Written communication lacks the nuances of spoken language (body language, inflection, etc.), so be careful to avoid a tone or words that could be perceived as harsh or abrupt.
Professional Development: Instead of spending all your working hours on freelance work that do not bring the desired income because you are not yet well-honed in your craft, it is useful to devote 1-2 hours daily to learning your craft so that over time, your skills improve.
Use LLMs Wisely: If you use Chat GPT to write your emails or content, you still need to edit it, customize it, and in general humanize it.
Final Thoughts
Your outreach email is often the first impression you make on a website owner. If it’s poorly written, generic, or deceptive, it’s unlikely to result in a successful collaboration. If you take the time to personalize your emails, introduce yourself properly, and respect the site’s guidelines, you’ll improve your chances of getting positive responses.
Invest in quality, not just quantity. This approach will ultimately yield better results and help you grow as a professional in the SEO industry.
Recommended Reading: This post offers some great tips for writing pitch emails in your SEO practice.
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