As a digital marketer, it is a typical scenario that you send and receive tons of emails on a weekly basis. In fact, it is expected that by 2021, 320 billion emails will be sent and received daily.
However, are recipients linking to your website? Are you sure your emails aren’t confusing or poorly written?
Crafting a perfect outreach email is a challenging task. This is especially when you have no idea how to write the perfect subject line, whether the email sounds too sharp or not, and the right amount of words.
In this post you will discover all about outreach email , how it can impact your business, its relevance to your growth and how to write an email .
So let’s get started.
What exactly is an outreach email?
An outreach email refers to the process of connecting with other people through emails. In content marketing, the goal of an outreach email is to ask for a backlink, promote a piece of content, or try to collaborate or partner with influencers.
Below are some key findings from the outreach email :
- Only 8.5% of outreach emails receive a response
- Personalized subject lines can increase response rates by 30.5%
- Email sequences with different contacts and intents increase response rates by 160%
- Outreach messages involving links, roundups, and guest posts have a high response rate.
- Instagram has correlated a 23.4% increase, LinkedIn a 11.5% increase and Twitter a 8.2% increase.
Why is email outreach important?
You can use email to get new customers and build relationships that can benefit from trying your products or taking advantage of your services.
Sending outreach emails that people want to receive can make a significant difference to your business, including:
- Build relationships with others in your industry that can lead to interviews, partnerships, guest blogging opportunities, and more.
- This leads to press coverage, especially when very targeted emails are sent to journalists.
- Create a database that promotes your product or service.
- It drives people to click on the Like promotion which can open new opportunities and create future buyers.
Whether you are a blogger, freelancer, e-merchant, business or startup, outreach can boost your growth. It will help you set up your site, create a brand identity and get customers. It also allows you to reduce the cost of implementing, testing, designing and sending out printed newsletters.
Best Practices for Writing the Perfect Outreach Email
Please note that there is no right or formula when it comes to writing outreach emails. However, you can adapt specific do’s and don’ts and best practices when writing the most effective outreach emails.
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Segment your audience
It is essential to know the language, industry, and characteristics of your audience. Most experts, like journalists, receive many emails every day. Therefore, shortening the outreach email is an advantage. Also, knowing the approach is another advantage, whether it is a bit informal or too formal.
Before you start writing the content of your outreach email, make sure you know your recipients. While you don’t have to know them personally, at least do some research to determine what tone and style you should use that best suits them. You can also look for some personal details to show that the message is specifically about them.
You can segment your recipients into two groups: less busy and very busy. Less busy people will appreciate directness and brevity. When unopened emails pile up and deadlines loom, they will get to the point faster.
Decision-making professionals and journalists are very busy people. Their time is very valuable and they receive hundreds of emails every day. So make sure you have something useful to offer them.
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Be sensitive to the moment
Offer your target audience something valuable at the right time in a simple and informative way. For example, you can write an email that you will send during Black Friday, when businesses expect greater exposure.
Please note that Wednesday is known to be the best day to send outreach emails. On the other hand, Saturday is the worst day.
Meanwhile, a Yesware study says that responses are the same every day of the week. The study also suggests that weekend emails are opened about 10% more than Monday-Friday emails. This is because 80% fewer marketing emails are sent on weekends.
According to the aforementioned study, the best time to send outreach emails was at 1:46 PM (11 replies) and at 45,000 PM (XNUMX replies).
Please note that if you are not receiving responses to your morning and afternoon emails, you may want to try again after lunch and later in the evening.
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Customize it!
Connect with the recipients, especially at first glance. Try to mention the name.
Personalization is everything when it comes to outreach emails. Make sure you have a personalized subject and greeting for starters. If you know the recipient’s name, be sure to use it to your advantage.
Automated emails are often quickly deleted. After all, no one would be too interested in reading an email that appears to have been sent to hundreds of people within minutes.
Note that email personalization is also achieved without including the recipient’s name. It would be helpful if you ever considered what the recipient cares about and what he or she does. Many marketers talk about their potential customers’ latest blog posts or mention their new hobbies.
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Write a catchy subject line
If you want to make sure your potential customers open your emails, think of an engaging subject line. Make sure to mention the main idea of your email in a short phrase or sentence.
Some of the tricks to make catchy subject lines are:
- Getting to the point
- Creating a sense of urgency
- Stimulate curiosity
For example, if you are writing an outreach email to influencers, some applicable subject lines are:
- An invitation to a collaboration: “Annie, you’re the only fashion blogger I know who can wear these skinny jeans with pointy animal print heels with elegance.”
- Request a giveaway promotion: “Hey Zeke, your 400 followers would be thrilled to receive these new products for free.”
- Advice request: “Hi Ace, I wanted to ask you for some advice on the latest trends in digital marketing.
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Be pleasing to the eye
Be friendly, approachable and easy to understand. Keep in mind that an email will not get through or leave a good impression if it is bombarded with too much information and numbers. The best thing you can do is get to the point as quickly as possible. If you can keep it down to 3 or 4 sentences, the better results you will get.
For example, in the subject line, it is recommended to keep it short. The perfect length for an email subject line is about seven words of 41 characters.
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Fostering Connection
Often, outreach emails start with something interesting. This is to establish the necessary connection. For example, you can mention how bloggers helped you in your marketing strategies and were there to help you learn more about your craft. In other words, the outreach email should not focus exclusively on you.
Another way to foster connection is by speaking the language of your potential customers. For example, if you want to reach out to a marketing specialist in France, write the email in French. That way, you can grab the recipient’s attention. Plus, it shows that you put effort into personalizing your letter.
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Anchor in your creativity
Feel free to add gifs, images, and more in moderation. Feel free to play with words, too.
Never send complicated communications because uk email list first impressions matter. Overlooking the format of your emails is not good. Consider creative presentation to create a positive impression. Email design can affect the response of recipients. Simplify your email but bombard it with creative elements.
For a creative strategy, subscribe to the newsletter of the company or person you want to connect with. After that, respond to the first letter you receive. By responding to the newsletter, you show that you are genuinely interested.
Many digital marketers primarily offer newsletters to their subscribers. Since you sent an email in response, it offers a subtle distinction that will feel more like a conversation than a cold outreach.
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Establish credibility
Say that you’ve been in the industry for quite some time without bragging. Try linking to some of your previous blogs that you’re proud of.
If your email pitch is asking a person or company to expose your brand to their audience, don’t forget to provide plenty of social proof. This is especially if you’re looking for an affiliate relationship, a product review, a guest post, and others that can effectively turn recipients into carriers of your brand and message.
For example, if you want to pitch a blogger for a guest post, you can mention how many subscribers they have and reference guest posts you’ve done advertise on large telegram channels for other brands. You can establish additional credibility by citing the percentage increase you received as part of the case study you conducted, if applicable.
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Avoid attachments
When you use attachments, there is a high chance that the email will be labeled as spam.
When recipients receive emails with attachments, they will think that these emails are not trustworthy. Instead, you can include links to content and other essential information.
Attaching a file to emails will only make you suspicious and your email will have a hard time avoiding spam filters. As a result, your email may end up in the spam folder or labeled by the email client or ISP, which can damage your reputation and harm future email campaigns.
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Be confident and never beg
Outreach emails are designed to drive connections. Even if you don’t get many conversations during your first attempts, never despair. Keep in mind that desperation won’t help you or your brand. Plus, the recipient is likely to feel the burden and not reach out to you.
Saying “Please” doesn’t mean you can strengthen your advantage or offer them. When you get rejected, never think of giving up as an option. It’s better to expect that not all recipients will respond to your emails. It doesn’t necessarily mean that you will stop trying to connect with them. Instead, you can take it as a challenge.
If your first attempt doesn’t work, try other methods.
What are the next steps?
After you send your outreach emails, the steps below will help you figure out what your next big steps will be:
1. Follow-up
Most people forget to respond to an betting email list outreach email or even don’t want to respond. You can solve this problem by sending a polite and proper follow-up email. You can send them a special facilitation line and a special thank you line to leave a positive impression.
Make sure your follow-up is brief by focusing on the following elements:
- Strong subject line
- Aim
- Personalization
- Content
- Purpose
- Added value
2. Track and monitor
Don’t hesitate to experiment or try different approaches and do an analysis of what works best for your target audience. Then, choose the version that offers a better email open rate.
When running outreach campaigns, here are some basic metrics you should track:
- Who did you contact?
- What email template did you use?
- When did you contact them?
- Did they open or respond to the email?
- When did they respond?
- Did you click on the link?
3. Send proposals
Once you receive the recipient’s response, consider it the best opportunity to create or generate business proposals . In addition, you can use Prospero to close the deal with them in a professional manner.
4. Move forward
Rejections are not the end. Keep sending as many emails as you can. Always remember that the world is full of endless opportunities. So don’t give up!
Conclusion
Using the above methods, you can write an email that grabs attention and provides value to the recipients. Using these methods will also prove that your emails are not spam. Once your recipients respond positively, take it as an opportunity to build a relationship and stay in touch. If they didn’t, don’t lose hope. You can try other methods.
