Once you've found opportunities and discovered contacts, it's time to send outreach emails. Rank Prompt lets you send emails directly from the platform without switching to your email client.
Pro+ plan required to send outreach emails.
Before sending emails, connect your Gmail account:
Navigate to Dashboard → Email Hub in the sidebar.
Click the Setup tab.
Click "Connect Gmail Account"
Sign in to your Google account
Grant the required permissions
Return to Rank Prompt
Rank Prompt requests permission to:
Send emails on your behalf
Read email status (opens, bounces)
We never read your inbox contents or access other emails.
Go to Dashboard → Backlink Outreach
Click the Outreach Emails tab
Go to Dashboard → Email Hub
Click the Emails tab
Find a citation with discovered contacts
Click the email icon or "Start Outreach"
Select a contact to email
The email modal opens with context
Click "New Email" button
Enter recipient email manually
Compose your message
Field | Description |
To | Recipient email address |
Subject | Email subject line |
Body | Your message content |
Click "Use Template"
Select from your saved templates
Template content fills the composer
Customize as needed
Templates can include variables that auto-fill:
Variable | Fills With |
{{recipient_name}} | Contact's name |
{{recipient_email}} | Contact's email |
{{company_name}} | Contact's company |
{{article_title}} | Cited article title |
{{article_url}} | Cited article URL |
{{brand_name}} | Your brand name |
{{brand_website}} | Your website |
Instead of writing from scratch, let AI generate a personalized email:
Open the email composer for a citation
In the AI Email Generation section, choose:
Outreach Type — Guest post, link request, collaboration, etc.
Tone — Professional, friendly, casual
Add custom instructions (optional)
Click Generate
Review and edit the generated content
Credit cost: 1 credit per AI-generated email
Tip: AI generation works best when you have citation context. The AI uses the article title, URL, and your brand info to craft relevant outreach.
Click "Send" to send immediately.
Click "Schedule"
Choose date and time
Email sends automatically at that time
Click "Save Draft" to save without sending. Return later to edit and send.
Track your emails in the Outreach Emails tab:
Status | Meaning |
Draft | Saved but not sent |
Scheduled | Will send at scheduled time |
Sent | Successfully delivered |
Opened | Recipient opened the email |
Replied | Recipient responded |
Bounced | Delivery failed |
Failed | Error sending |
Rank Prompt tracks engagement:
When a recipient opens your email, the status updates to "Opened."
Open tracking uses a tiny invisible pixel. Some email clients block these, so not all opens are tracked.
When someone replies to your email, you'll see:
Status changes to "Replied"
Reply notification in Rank Prompt
If delivery fails:
Status changes to "Bounced"
Bounce reason is logged
Consider finding an alternative contact
Click any email to see:
Full message content
Delivery status
Open/reply timestamps
Related citation info
Find the draft email
Click to open
Make changes
Save or send
Find the scheduled email
Click to open
Click "Cancel"
Email converts to draft
Find the email
Click the trash icon
Confirm deletion
Generic emails get ignored. Always:
Reference their specific content
Explain why linking to you helps their readers
Show you've actually read their article
Busy people skip long emails:
Lead with your value proposition
Be specific about what you're asking
Include a clear call to action
No response? Follow up after 5-7 days:
Keep it brief
Reference your original email
Don't be pushy
Monitor which emails get:
Highest open rates
Most replies
Actual backlinks
Use insights to improve your templates.
Go to Email Hub → Templates
Click "Create Template"
Write your template with variables
Save for reuse
Subject: Quick question about {{article_title}}
Hi {{recipient_name}},
I came across your article "{{article_title}}" and really enjoyed
your perspective on [specific point].
I recently published a comprehensive guide on [related topic] that
your readers might find valuable: {{brand_website}}/guide
Would you consider adding it as a resource?
Best,
[Your name]
Step | Action |
1 | Connect Gmail in Email Hub |
2 | Find citation/contact to email |
3 | Use template or write custom message |
4 | Send or schedule |
5 | Track engagement |
For larger campaigns, the Email Hub offers advanced features:
Send to contact lists with full tracking:
Create campaigns targeting specific lists
Compare performance across campaigns
Track aggregate metrics
Automate follow-up emails:
Build multi-step email sequences
Set wait periods between emails
Stop automatically when recipients reply
Full CRM for your outreach:
Import contacts from CSV
Organize into targeted lists
Merge duplicates
Track engagement history
Contact us at [email protected] — we're happy to help!
