Although we live in a highly technological age, it seems that nothing beats good, old word-of-mouth when it comes to marketing and promoting your brand.
That is why mastering writing high-quality and impactful PR outreach emails is a must if you want to promote your brand and business.
And there’s the rub. How to write an email that not only gets opened but also gets replied to?
And statistics don’t help: the current overall average open rate is just under 17%.
If you’re struggling with writing punchy PR outreach emails, you’ve come to the right place.
Today, we’ll show you the actionable steps you can take to create such emails and provide you with top PR outreach email templates as a special bonus.
Let’s roll up our sleeves and get started!
What is a PR Outreach Email?
First and foremost, let’s define a PR outreach email.
It is a broad term, but in a nutshell, a PR outreach mail is reaching out to journalists, publishers, and content creators writing about topics related to your business.
If the communication with them is successful, they will share a story about your brand on their website or social media platforms, thus expanding your brand's reach and broadening your potential customer base.
Why Do You Need an Email Outreach?
You need email outreach because it is a vital part of any PR strategy.
It lets you directly contact journalists and other influencers with your content, hoping to secure media coverage or backlinks.
And what are some other benefits?
- In addition, it is a very cost-effective way to reach out to large numbers of people.
- Secondly, it allows you to target specific journalists and influencers who you think would be interested in your story.
- Thirdly, it is a personal way of communication that can help build relationships with key media contacts.
Email outreach can be an extremely effective way of securing media coverage for your business or organization.
If used correctly, it can result in positive press coverage, increased web traffic, and improved search engine rankings, which can lead to more customers and sales.
What Steps To Include When Writing a PR Outreach Email?
When writing a PR outreach email, there are some steps you should bear in mind if you want to create a relevant outreach email.
Step 1: Decide on The Type of Content
Before you pen anything down, you need to think about what message you’d like your content to convey.
Furthermore, who is your content for? It needs to be meaningful and relevant to your target audience.
Did you know that 80% percent of publishers say the most common reason they decline a pitch is because it’s irrelevant to their beat?
Here are the questions that will get you started:
- Which social media does your audience mostly use?
- Which influencers or publishers are relevant to you?
- Where to find them?
- Does your content bring value, what is special about it, etc.?
Knowing that 57% of the top-tier publishers get between 50 and 500 pitches every week, you can see how important it is to create an outstanding pitch.
Step 2: Find Relevant Journalists
One of the best ways to find relevant journalists is to use social media. You don’t need to be present on all the platforms-that is a waste of time and energy.
Instead, focus on the platforms relevant to your audience and type of business. That’s why step 1 is essential-you need to know where to find them.
You can also use Google Search or Google News to filter blogs and articles similar to your topic of interest. Naturally, they will have a writer’s name.
Thus, you can find top bloggers, reporters, etc., relevant to your industry.
Once you’ve done your research, you will end up with a list of potential leads.
However, your work is far from over. You need to vet your leads to ensure they are actually a good match.
Therefore, check if their audience is relevant to your business and how influential these leads are.
How many followers do they have, what is their website traffic, how engaged is their audience, etc.?
Engagement is crucial. Somebody having millions of followers means nothing if there isn’t any engagement from their audience.
When you finish vetting your leads, it’s high time to reach out to them.
And that brings us to step 3.
Step 3: Reach Out
The most important thing to do when reaching out is to personalize your mail. Generic emails won’t have any open rate.
Actually, personalization can lead to 26% higher open rates.
You need to show you understand your contact’s target audience and show that you can bring value and help them with their pain points.
To learn more about the best ways to introduce yourself in email, jump to our article on How to Introduce Yourself in a Mail.
Top 9 PR Outreach Email Templates
Now, the time has finally come to go through our top PR Outreach email templates.
1. Link Building Templates
Link building and promoting content is tricky because you usually need to send many emails before getting noticed.
Nonetheless, you can avoid this if you use the above steps and template examples we’ve prepared.
Link-building templates come in many shapes and sizes, so let’s check the most common types.
1. Templates for Creating Partnerships
A partnership is one of the most important aspects of any business.
It brings multiple values, such as reaching a new market and audience, increasing customer loyalty, or even strengthening weaker aspects of your business.
What makes this a great template is that it provides a tangible value, concrete figures showing you are an expert in your area, meaning you can help somebody’s business.
In addition, there is a simple and direct CTA.
2. Templates for Link Building Outreach
Search engine algorithms use links as one of the main ways to gauge the relevance of a web page. A large number of links to a website suggests that its content is worthwhile.
Therefore, mastering email templates for link-building can boost your online presence and credibility.
Mentioning somebody’s work and genuinely saying you like and appreciate it can go a long way.
In addition, you offer a benefit for a person by asking to spread the news further.
3. Broken Link Templates
Broken links can seriously hamper your conversion rates and affect SEO rankings. As a result, a website might be deemed old and outdated.
And this is where broken link templates come to the rescue. If you signal there is a broken link to your potential lead and offer a high-quality replacement, you create value for them.
Fixing broken links is a popular strategy, and due to this, possible leads might not react since everybody’s doing it.
However, it might work in your favor if you do your research right and provide relevant content for the brand in question.
Furthermore, check the types of links a lead is using-sometimes there are specific requirements, like accepting links only from authoritative sites.
4. Guest Post Templates
Having a guest blog is highly effective in building your online presence and improving your website traffic and SEO. Technically, what you do is attract traffic back to their website.
A great thing about the above template is that it provides the articles a person wrote. This is practical because your potential lead can immediately see if you are a match.
In addition, it gives credibility.
One of the most important things to remember is to check the contributor’s writing and technical guidelines.
5. Blogger Outreach Templates
Blogger outreach is yet another way to raise your brand awareness and increase organic traffic.
Here, you’re asking for collaboration, but you add an element of fun and cordiality which will most likely put a smile on a prospect’s face.
Naturally, this template might not work for every occasion, so again, don’t forget to do your research first.
2. PR Outreach Templates
This category is broad and has many sub-categories we’ve already covered. So what are some ways you can use these templates?
1. Congratulation Templates
Congratulations templates are great because they can act as conversation starters. Furthermore, they provide recognition, but also that you follow somebody’s line of work, which is a good thing when you want to connect- you will come across as genuine.
Naturally, you should congratulate somebody on what seems to be important, like a new release or promotion, etc.
2. Offering Your Services Templates
If done right, offering your services templates should provide sufficient information for your lead to see why your offer is worth considering.
Template for offering your services revolves around the mutual interest that might be beneficial for both parties in question.
3. Targeting a Difficult Audience Templates
Any Given audience will be difficult unless you’ve become familiar with its habits, behaviors, likes, and dislikes, etc.
Thus, in order to effectively reach a difficult audience, take time to get to know it.
Check our template below as a reference.
The above template also plays on both parties' mutual value and benefit so their community can prosper.
Finally, we’re reaching the templates that are least favorite but necessary-Follow-up emails.
These templates are also step 4 in what you need to include when writing a PR outreach emails.
Step 4: Do the Follow-Up Plus Templates
You’ll need to do the follow-up more often than not. As a general rule, you should follow up after three to five days after your initial email.
According to Forbes, if you get a reply, there is a 90% chance it will happen within 2 days since you’ve sent it.
Furthermore, if your lead remains silent after your two follow-up emails, then let it be.
Keep in mind to add new facts and don’t make the follow-up email longer than the original one.
For more examples and details on follow-up emails, jump to How To Write A Follow-Up Email To Potential Client.
How to Create a PR Outreach Email Using TextCortex?
The 4 steps we’ve covered and the templates we’ve provided should be more than enough to get you started.
Nonetheless, if you still feel insecure or do not know where to start, many AI-powered writing tools can help you enormously.
The best thing? Your copy will sound authentic and natural so it will be easy for you to personalize it even more.
So how can you get started?
TextCortex, an AI-powered writing tool, makes the process of creating blog posts, emails, product descriptions, ads, and social media posts easy.
In addition, it functions on use-case models that provide more accuracy and quality to the content.
So, how can you use TextCortex to write PR outreach emails?
Text Cortex has a wide range of features to enhance your writing and marketing material.
Furthermore, you can combine them in the plug-in menu within the same textbox.
1. Write an email using the ‘Bullet to email’ feature
This feature turns your random ideas into emails. You need as little as three bullet points that will be converted into an email.
Just click on the icon and choose from multiple options.
2. Edit your emails with the “Rewrite” feature
This feature allows you to tweak the content as many times as necessary. With this feature, you can also paraphrase your sentences and paragraphs in bulk.
The process is straightforward - highlight a sentence or a paragraph and click on the icon. Again, there will be multiple options for you to choose from.
This is just a sneak preview of TextCortex’s robust features.
Besides writing and paraphrasing tools, you can create content within any textbox across more than 30 different platforms.
In addition, you can use more than 60 creation templates (email templates are included).
To sum it all up, creating engaging emails that get open isn’t an easy task.
You will have to do a lot of research yourself, but Text Cortex is here to cut time in your writing process and help you create high-quality copies effortlessly.
Ready to give it a go?
Download the free Chrome extension and start creating professional emails that will get the attention and responses you are searching for.