Outreach Emails in 6 Simple Steps

Gmail is one of the best tools for outreach emails

Outreach emails are a vital part of any PR campaign. They provide an opportunity to connect with journalists, influencers, and other potential sources interested in talking about your company’s story. The best outreach emails can lead to coverage in top publications, but crafting these messages is not always easy. That’s why we’ve put together this simple guide on how to write the perfect outbound email — no matter your experience level or industry.

Research potential contacts

Researching potential contacts is a crucial part of creating an outreach email. You want to do it in a way that doesn’t take up too much time, and you want to ensure that when you send the email, your contact will read it.

The best way to research potential contacts is through social media platforms. LinkedIn, Twitter, and Facebook are all great places for this type of research because they allow users to share their professional interests with others by including links in their profiles or posts. 

You can also use Google Alerts or Keyword Planner (both free) to see what keywords people use when discussing your industry or niche topic online.

Choose the right person to contact

The next step is to choose the right person to contact. This can be anyone in your target organization, but you’ll want to ensure they’re relevant and likely interested in what you’ve done. 

If you’re looking for funding, it’s probably best not to email someone who handles HR or accounting. Your best bet is someone who has some degree of control over how much funds get allocated where—they can help move money around and make sure it goes where it needs to go (a.k.a., into your account).

Similarly, if you’re looking for feedback on a product idea and want some guidance from potential customers, reaching out directly through their inboxes isn’t going to lead anywhere productive necessarily. 

Instead, try sending them an early copy of the product itself along with information about why they should check out what you’re making (e-commerce sites often do this). 

Depending on their interest level in the product/service being offered and their association with others within the company whose opinions may matter more than theirs do when deciding whether or not something’s worth buying (or using), this may give them enough incentive.

If none of these options seem like good choices, then there are still other ways that could lead somewhere worthwhile: asking questions about products related.

Craft an irresistible email subject line

The first thing you want to do is craft an irresistible subject line. 

Here are some tips:

  • Be clear and concise. Your subject line should be short and sweet but include all the information necessary for someone to understand what you’re emailing them about and why they should open it. If they can’t determine that from the subject line, they probably won’t open it at all.
  • Use action words in your headline (not just verbs like “send” or “attached”). Action words like “download” or “claim” will excite people about opening your email because they imply something exciting will happen when they click on it!
  • Make it personal by including the recipient’s name or company name in your headline (if applicable). This makes them feel valued as a person rather than just another number on your list of subscribers — which tends to make them more interested in doing business with you!

Draft and personalize your email

  • “Hi, [name]! You may not remember me, but we met at the [company name] conference last year. Could you help me out with something?”
  • “[Name], as someone who works at [company name], I thought you might be able to give me some advice on [industry]. Do you have time for a quick call?”
  • “[Name], let’s get together and discuss how we can work together.”
  • “My company is thinking about hiring people from your industry/field of work, and I wanted to see how we could make this happen.”

Why you should include a CTA in your outreach emails

A call to action (CTA) is a simple instruction that tells the recipient what to do next. It’s used to direct the user’s attention and get them to complete an action or perform a task on your website.

A CTA is essential if you want to get an answer from a prospect that has never heard of you before. 

Most people won’t respond unless asked, so make sure you have one! The most common call-to-action asks for feedback or some response, such as “please reply with your contact details” or “I’d love to hear more about this product/service—can we schedule a meeting?”

Proofread and edit your outreach email

Before you send your outreach email, it’s important to proofread and edit your email.

  • Review the email for spelling and grammar mistakes. You don’t want to waste someone’s time by sending them an email full of errors.
  • Make sure that you have included all the information necessary for someone to respond positively to your outreach campaign… not only does this make it easier for the recipient, and it helps you get better results from your efforts!
  • Make sure that whoever is reading this message will see it – if their job title doesn’t match what they do (for example). Then they won’t be able to help with whatever problem you’re trying to solve.

With these simple steps, you can craft your outreach emails

Outreach emails are a great way to build connections, get your Name, and make your network. They can also help you model your reputation in the industry. If you want to learn more about outreach emails and how they can work for you, keep reading!


So there you have it! Outreach emails are a great way to get in touch with your audience and build a relationship. They also help you get more views on your content, which can lead to more traffic and leads for your businessBut remember, when crafting an outreach email, constantly personalize it so that it doesn’t seem like spam or an automated message from the company.