Sending Outreach Emails

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.

Requirements

Pro+ plan required to send outreach emails.

Connecting Gmail

Before sending emails, connect your Gmail account:

Step 1: Go to Email Hub

Navigate to Dashboard → Email Hub in the sidebar.

Step 2: Access Setup Tab

Click the Setup tab.

Step 3: Connect Gmail

1. Click "Connect Gmail Account"

2. Sign in to your Google account

3. Grant the required permissions

4. Return to Rank Prompt

What Permissions Are Needed?

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.

Accessing Outreach Emails

From Backlink Outreach

1. Go to Dashboard → Backlink Outreach

2. Click the Outreach Emails tab

From Email Hub

1. Go to Dashboard → Email Hub

2. Click the Emails tab

Creating an Email

From a Citation

1. Find a citation with discovered contacts

2. Click the email icon or "Start Outreach"

3. Select a contact to email

4. The email modal opens with context

New Email (No Citation)

1. Click "New Email" button

2. Enter recipient email manually

3. Compose your message

Email Composer

Fields

Using Templates

1. Click "Use Template"

2. Select from your saved templates

3. Template content fills the composer

4. Customize as needed

Variables

Templates can include variables that auto-fill:

AI Email Generation

Instead of writing from scratch, let AI generate a personalized email:

1. Open the email composer for a citation

2. In the AI Email Generation section, choose:

   • Outreach Type — Guest post, link request, collaboration, etc.

   • Tone — Professional, friendly, casual

3. Add custom instructions (optional)

4. Click Generate

5. 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.

Sending Options

Send Now

Click "Send" to send immediately.

Schedule for Later

1. Click "Schedule"

2. Choose date and time

3. Email sends automatically at that time

Save as Draft

Click "Save Draft" to save without sending. Return later to edit and send.

Email Status

Track your emails in the Outreach Emails tab:

Email Tracking

Rank Prompt tracks engagement:

Opens

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.

Replies

When someone replies to your email, you'll see:

• Status changes to "Replied"

• Reply notification in Rank Prompt

Bounces

If delivery fails:

• Status changes to "Bounced"

• Bounce reason is logged

• Consider finding an alternative contact

Managing Emails

View Email Details

Click any email to see:

• Full message content

• Delivery status

• Open/reply timestamps

• Related citation info

Edit Draft

1. Find the draft email

2. Click to open

3. Make changes

4. Save or send

Cancel Scheduled Email

1. Find the scheduled email

2. Click to open

3. Click "Cancel"

4. Email converts to draft

Delete Email

1. Find the email

2. Click the trash icon

3. Confirm deletion

Best Practices

Personalization Wins

Generic emails get ignored. Always:

• Reference their specific content

• Explain why linking to you helps their readers

• Show you've actually read their article

Keep It Short

Busy people skip long emails:

• Lead with your value proposition

• Be specific about what you're asking

• Include a clear call to action

Follow Up

No response? Follow up after 5-7 days:

• Keep it brief

• Reference your original email

• Don't be pushy

Track What Works

Monitor which emails get:

• Highest open rates

• Most replies

• Actual backlinks

Use insights to improve your templates.

Email Templates

Create Templates

1. Go to Email Hub → Templates

2. Click "Create Template"

3. Write your template with variables

4. Save for reuse

Example Template

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]

Summary

Next Steps

• 🔗 Find more opportunities

• 💡 Improve your visibility

Scale with Email Hub

For larger campaigns, the Email Hub offers advanced features:

Campaigns

Send to contact lists with full tracking:

• Create campaigns targeting specific lists

• Compare performance across campaigns

• Track aggregate metrics

Sequences

Automate follow-up emails:

• Build multi-step email sequences

• Set wait periods between emails

• Stop automatically when recipients reply

Contact Management

Full CRM for your outreach:

• Import contacts from CSV

• Organize into targeted lists

• Merge duplicates

• Track engagement history

Learn more about Email Hub →

Questions?

Contact us at [email protected] — we're happy to help!