How to Write Email to Get a Better Response Rate

How to Write Email to Get a Better Response Rate

A successful SEO campaign is the perfect combination of all strategies. Whether you’re working with on-page optimization, content development, social media, or link building, all of these factors contain an equal value.

Many people use different tactics when it comes to link building. One of the famous and most effective techniques that almost every ethical SEO uses is to manually outreach to other webmasters and ask for a link. Although the rate of response can be low, implementing a few smart email writing tactics can actually increase the response rate.

Use catchy subject titles

The first section of an email everyone reads is the title. It is important to have a catchy title or else your email will soon be sent directly to the trash bin. Do not try to manipulate the reader by creating a false title. But instead, create a title that is interesting and captivating to act as a perfect lead-in for the valuable content of the email.

Some examples of titles are:

  • Rand, your comments on my link prospect research will be valuable.
  • Would appreciate if you allowed me to guest post on your blog.
  • Sam, would appreciate if you could remove our link from your footer bar (Penguin friendly).

Length of the email

This is an extremely important factor. Do not write a one-line email that clarifies nothing. You want to make sure your email’s content delivers the intended actions and requests in a concise, yet inclusive, manner. Similarly, do not stuff the email with tons of unnecessary information. In either case, the recipient is likely to delete your message right away without even reading it.

A perfect email should have, more or less, two paragraphs that describe the solid reason for writing that email.

Use names

Use the intended recipient’s name while asking them for a favor, or do not expect them to reply back. The people you are writing to are busy just like you, and their to-do lists are already filled with tasks to accomplish. You better make your request sounds important, and that starts with using their name.

Take a little step forward, do your research, search for their names, and use them! After all, it is all in the name!


Hello Jennifer,

<Move on with the rest of the email!>

The first paragraph

If you are writing an email of 100 words or more, it is important that your first paragraph should be appealing, smart, and engaging enough to encourage your reader to happily continue their journey through the end of the message.

Checking the social profiles and doing some background on your recipient can tell you an enormous amount about a person. Ultimately, this will let you talk to him or her more comfortable.

The second paragraph

Don’t drag, just say it!

Now that you’ve hit the second paragraph, you’ve made it to the ground floor of your email. If you are going to drag your point out a little longer, then you will probably lose the interest of the recipient. Try to be direct in the second paragraph and let the reader know what you want from him or her. Try to explain your objective in a few lines and move towards the end of your note.

The ending note

Now that you have done your job in describing your objective behind the email, it is time to sum it up nicely in a courteous way.

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