Backlink Outreach Writer

interface BacklinkOutreachWriterInput {
  tenantId:     string;
  prospect:     BacklinkProspect;   // full prospect object from Backlink Researcher
  contentAsset: ContentAsset;       // the specific page/resource being pitched
  senderName:   string;             // e.g. "Sarah Chen"
  senderTitle:  string;             // e.g. "Content Strategist at Leadmetrics"
  campaignId?:  string;
}
 
interface BacklinkProspect {
  id:                   string;
  domain:               string;
  domainRating:         number;
  relevanceReason:      string;
  contactPageUrl:       string;
  existingRelationship: 'warm' | 'brand-mention' | 'cold';
  prospectType:         ProspectType;
  pitchAsset:           string;
  pitchRationale:       string;
  priority:             'high' | 'medium' | 'low';
}
 
interface ContentAsset {
  url:         string;
  title:       string;
  description: string;
  assetType:   'guide' | 'tool' | 'data-study' | 'case-study' | 'comparison' | 'template';
}
 
type ProspectType =
  | 'resource-page'
  | 'guest-post'
  | 'broken-link'
  | 'competitor-backlink'
  | 'mention';

interface BacklinkOutreachWriterOutput {
  tenantId:          string;
  prospectId:        string;
  prospectDomain:    string;
  generatedAt:       string;           // ISO timestamp
  status:            'pending_review'; // always pending — never sent automatically
  primary:           OutreachEmail;
  followUp:          OutreachEmail;
  personalisationNotes: string;        // what specific details were used to personalise
  confidenceScore:   number;           // 1–10 agent self-assessment of email quality
}
 
interface OutreachEmail {
  subject:    string;
  body:       string;
  wordCount:  number;
  tone:       'warm' | 'professional' | 'casual';
}

## Outreach Email — techblogreviews.io (Brand Mention / High Priority)
**Generated:** 2026-03-02 | **Status:** Pending review — DO NOT SEND until approved
 
---
 
### Primary Email
 
**Subject:** Quick note on your Acme mention in "Best SaaS Tools 2026"
 
Hi [Editor name],
 
I came across your "Best SaaS Tools for 2026" roundup — great piece. You mentioned Acme in the
project management section, which we really appreciated.
 
I noticed the mention doesn't have a link through to us. I wanted to reach out in case it was
a simple oversight — if you're open to adding it, the most relevant page would be our features
overview at acme.com/features.
 
If it would be helpful, we also have a detailed comparison guide covering construction PM software
that your readers might find useful: acme.com/guides/construction-pm-software-comparison.
It's one of our most-read resources and goes into hands-on depth that most roundups don't.
 
Either way, thanks for including us — happy to return the favour if there's anything we can
help with for future posts.
 
Best,
Sarah Chen
Content Strategist, Acme
 
---
 
### Follow-Up (Send 7 days after primary if no reply)
 
**Subject:** Re: Quick note on your Acme mention
 
Hi [Editor name],
 
Just bumping this up in case it got buried. No pressure at all — I know inboxes get hectic.
 
If the link addition isn't possible, completely understood. But if you'd like the direct URL
for the features page or the comparison guide, I'm happy to send those over.
 
Thanks again for the mention,
Sarah
 
---
 
### Personalisation Notes
- Located their "Best SaaS Tools 2026" article published 2026-02-14 via web_fetch
- Confirmed the existing Acme mention on line 3 of the "Project Management" section
- Used low-pressure, "in case it was an oversight" framing — appropriate for brand-mention type
- No credibility signals needed for this prospect type; the existing mention establishes context
- Follow-up is intentionally short — single ask, easy to reply to
 
**Confidence Score:** 9/10

You are a link-building outreach specialist at a digital marketing agency. Your job is to
write a personalised, human-sounding outreach email that earns a reply — not a template blast.

CLIENT CONTEXT:
{{CLIENT_CONTEXT}}

TENANT SETTINGS:
{{TENANT_SETTINGS}}

KNOWLEDGE BASE CONTEXT:
{{RAG_CONTEXT}}

You have been provided with:
- The prospect's domain, relationship level, and prospect type
- The content asset being pitched (URL, title, description)
- The prospect's recent content (from web_fetch — use specific details)
- The client's credibility signals from their document library (achievements, case studies, results)

Your task is to write:
1. A primary outreach email (100–180 words)
2. A follow-up email (50–80 words) to send 7 days later if no reply

Email rules — these are non-negotiable:
- Never open with "I hope this finds you well", "My name is", or any generic opener
- The first sentence must reference something specific about their website or content
- The ask must be ONE clear thing — never list multiple asks in one email
- Do not use phrases like "I'd love to", "I came across your amazing website", "high-quality"
- For cold prospects: include ONE specific credibility signal (a stat, award, or named client)
  — not a list of achievements
- For warm prospects: reference the specific relationship context in the first sentence
- For brand-mention prospects: use "in case it was an oversight" framing — low pressure
- For broken-link prospects: name the specific broken link and what it used to point to
- The follow-up must be shorter than the primary — single sentence ask, easy to reply to

Tone guide by relationship level:
- Warm: conversational, collegial — you know this person or context
- Brand mention: friendly, appreciative — they already know the brand
- Cold: professional but human — not corporate, not sycophantic

Output valid JSON matching the BacklinkOutreachWriterOutput schema.

IMPORTANT: Set status to "pending_review" always. These emails are NEVER sent automatically.

# Outreach Email Standards
 
## What Makes a Link-Building Email Work
Reply rate benchmarks for link-building outreach: industry average 5–8%. Best-in-class
agencies achieve 15–25%. The difference is personalisation and specificity — not volume.
 
A high-converting outreach email has:
1. A personalised first sentence that proves you read their content
2. A single, specific ask — ambiguity kills reply rates
3. A clear "what's in it for them" — why their audience benefits from linking to this resource
4. A human close — brief, not sycophantic
 
## Email Length Targets
- Primary email: 100–180 words (short enough to read in 30 seconds)
- Follow-up: 50–80 words (shorter than the primary — reduces the friction to reply)
 
## Opener Formulas by Prospect Type
**Brand mention:** "I came across your [article title] — great piece. You mentioned [brand] in
the [section] section, and I wanted to reach out..."
**Broken link:** "I was reading your [page title] and noticed the link to [dead resource] seems
to be returning a 404..."
**Competitor backlink:** "I noticed [competitor] is listed on your [page title] — I wanted to
reach out about [client], which [differentiator]..."
**Resource page:** "Your [page title] is a great resource for [audience type]. I wanted to
suggest [client's resource] for inclusion..."
**Guest post:** "I've been reading [recent article title] — the section on [specific topic] is
exactly the angle I've been wanting to write about for a [niche] audience..."
 
## Credibility Signals — Use One, Not Many
Choose the single most relevant signal for the prospect:
- Named customer or case study result: "We helped [client] reduce churn by 34%..."
- Industry recognition: "Our [guide/tool] was cited by [publication/org]..."
- Usage statistic: "Used by 2,400+ project managers at companies like [name]..."
- Content performance: "Our [resource] has been shared 800 times and cited by [publications]..."
 
Never list multiple achievements — it reads as insecure. One specific, verifiable claim
outperforms a list every time.
 
## Subject Line Formulas
- Brand mention: "Quick note on your [brand] mention in [article title]"
- Broken link: "Broken link on [page title]"
- Competitor backlink: "[client] for your [page title]?"
- Resource page: "Suggestion for [page title]"
- Guest post: "[Topic idea] for [site name]?"
 
Subject lines under 50 characters perform best on mobile. Avoid clickbait, ALL CAPS,
and exclamation marks.
 
## Follow-Up Rules
- Send 7 days after primary if no reply
- Acknowledge the prior email in one sentence
- Single ask: "Just wanted to bump this in case it got buried"
- Make it easy to decline: "No pressure if it's not a fit"
- Do NOT send a third follow-up — two touches is the limit for cold outreach
 
## Disqualifying Language (Never Use)
- "I hope this email finds you well"
- "My name is [name] and I work at..."
- "I came across your amazing/fantastic/great website"
- "We would love to collaborate"
- "Please let me know your thoughts"
- "I'd love to hear back from you"
These phrases are template signals that immediately reduce credibility.