Content email templates

There are many types of content that you can publish on your own website or on other platforms. You can leverage some types of content to gain new followers or attract potential customers’ attention, while other types of content can be used to build relationships with existing clients.

Some examples of the former are gated content and newsletter sign-ups, which require the user to provide you with their contact information such as their email address to be able to access the full article or report. This means that you must provide some valuable content in exchange for their contact information. You can then use their contact information for future marketing campaigns, with the knowledge that they are already interested in certain products or services that you offer.

The latter types of content, which target your existing customers, include blog posts, webinars, case studies, and external articles or brand mentions. It’s important that as many people as possible read, watch, or listen to your new content since its main purposes are to drive traffic to your site and improve customer loyalty.

LinkedIn webinar sneak peek email template

One of the best ways to do this is to send content emails to inform your clients about their existence. Whenever you create any of these types of materials, you should email relevant users in your database – including those who recently signed up for your newsletter email updates.

To make this process quicker and easier, it’s a good idea to use content email templates. We will provide some examples of email templates that you can use for each different type of content, but let’s start with the basics first.

What is an email template?

An email template is a framework that you can use to write your email message by merely changing the proposed content with your own. They allow you to quickly and easily create content email marketing campaigns by simply replacing a part of the text and other message elements to match your brand persona.

Content email templates save you time and effort since you only need to modify the relevant parts instead of having to write an email from scratch. This gives you more time for creativity and writing new content. Furthermore, there is a reduced need to check the formatting or for errors, as the template will help keep everything consistent and reduce the chances of making mistakes.

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Personalized and consistent content emails

Personalizing content emails can help with improving key metrics such as the click-through rate, which is defined as the percentage of recipients who follow a link in an email to an external site. You can increase this metric by up to 27% simply by sending an email addressed to the recipient by name (source).

This is the simplest form of personalization. Tailoring your content emails to specific clients can help create a lasting customer experience. This can, in turn, lead to an increase in trust and loyalty to your brand. Furthermore, 74% of marketers agree that personalization helps increase engagement (source).

Sephora win-back email
Sephora’s personalized emails

Personalization is widely agreed to be the future of marketing. You can increase the impact of your strategy by sending tailored content and emails to specific segments of your user database. Presenting people with materials that are most interesting and relevant to them will also help improve the customer experience that you provide even further.

One advantage of using templates is that they will help you maintain a consistent design appearance. Your audience may expect some common aspects of your emails like colors, fonts, and layout to always remain the same. Doing so helps recipients to associate the consistent style of your communication with the brand, so your emails will stand out in crowded inboxes.

The posting schedule of content emails should also be consistent, except must-read emails, which are sent immediately when some important news needs to be shared. This helps create familiarity with recipients who can know when to expect your messages.

Anchored text that directs readers to your website from external sources, called backlinks, can also help increase web traffic and build brand awareness. Backlinks also contribute to search engine optimization (SEO), which results in your website appearing in a higher position for keyword queries on search engine result pages (SERPs) such as Google.

Content that isn’t published on your page, like on social media, in a separate document, or on an external blog or website, should therefore always include backlinks when possible. The content emails that you send to inform your subscribers about your new material should also include links to your website as applicable.

If your brand is mentioned by an independent organization, but there is no backlink to your website, then you should email the author or the owner asking if they could update it to include a relevant anchor. You might even suggest what the text could be, to make the process easier for the other party.

Finally, if you find a broken link on the web page of a respected authority figure that you would like a backlink from, you can email them suggesting a relevant replacement anchor that directs to your own site. 

Content email subject lines

Gated content email subject lines 

  • Here’s the [eBook/white paper] you requested!
  • Great content waiting for you inside, as promised
  • Check out our video for tips on solving [pain point]
  • We’re hosting a live video, and you’re invited to watch
  • Welcome to the [topic] course from [company name]
  • Thanks for signing up to receive our [daily/weekly/monthly] emails about [topic]

New blog post email subject lines 

  • You’re not the only one who is struggling with [pain point]…
  • Tired of not getting the desired results? We’re here to help
  • Don’t miss out on these great tips for achieving [objective]!
  • Have you heard this trick for [task]?
  • Open up to find out how you can achieve [objective]
  • Haven’t got the time for [task]? These [X] tips will help

Webinar sneak peek subject lines

  • Save the date – your invite to [company]’s webinar on [topic]
  • You won’t want to miss the upcoming [title] online event
  • Sign-up complete! Here’s what to expect…
  • [Title] webinar registration confirmation and insights
  • Reminder: our online event takes place [today/tomorrow/this week]
  • Don’t forget about the upcoming [company] webinar!

Newsletter sign-up email subject lines 

  • Hi there, you’re all signed up
  • Welcome to the [title] newsletter
  • Open up for the [content] that you requested
  • Now that you’ve subscribed…
  • Your sign-up is complete, so how about these other [content]
  • [Company] newsletter subscribers are also interested in…

Case study email subject lines 

  • A case study about how [product/service] can help you with [pain point]
  • Look at what we achieved together with [name of existing client]
  • Why you should give us another go: a case study
  • Do you remember trying [product/service]?
  • We’d love to write a case study about what we achieved together!
  • Let’s share the story about your time using [product/service]

Externally published article email subject lines 

  • Read my new article, [title], hosted by our partner
  • Do you want to know more about [topic]? We’ve got it covered
  • Check out our new article over at [external publisher’s name]
  • Read all you need to know about [topic]
  • Will you publish our article, [potential publisher’s name]?
  • We’ve got a great idea for a piece about [topic] that you’re going to love!

New brand mention email subject lines 

  • Check out our mention in [external publisher’s name]’s new [article/blog post/other content]
  • Read more about the subject of [topic] over on our partner’s site
  • Could you please include a backlink to [company] in [title]?
  • Thanks for the mention! Here’s a link that you could add…
  • Request to change the anchor text mentioning our company in [title]
  • Would you be able to update this backlink?

Must-read email subject lines 

  • Important [company] update inside
  • Must read: a statement about [issue]
  • Please find an important update from [company] attached
  • News about [issue] alongside this message
  • Visit our [website/blog/other sources] for an important announcement
  • Statement from [company] about [issue]: follow the link inside

Content email template ideas

Gated content email templates

Gated content email template 1 – subscription confirmation


Hi [name],

Thanks for requesting the [company name] [eBook/white paper] about [topic]. As promised, this email contains the materials that you signed up to receive.

We sincerely hope that you find this content useful and that you head to our site here [link] to find other [blog posts/articles/templates] on the same subject.

Please find the attached documents at the bottom of this message.

Kind regards,
[Name], [position] at [company]

Attachment 1
Attachment 2
Attachment 3


Gated content email template 2 – link to video


Hello [name],

By registering with your details, you now have access to the [webinar/ video/documentary] that you asked to watch.

The video can be accessed on the following [link] and [will go live at [time] on [date] is available now].

Check out our website for more videos related to the subject of [topic], which you may also find interesting.

[More videos]

Thanks for watching!
[Company]


Gated content email template 3 – email series


Dear [name],

Thank you for signing up to receive this series of our [daily/weekly/monthly] emails covering the subject of [topic].

We’ll be sending you regular content containing great insights and actionable tips that will help you solve [pain point].

You can expect to find the following covered in our upcoming emails:

Subtopic 1
Subtopic 2
Subtopic 3…

We’re sure that you’ll find this series of emails handy, but if you want to learn more without waiting for new content to land in your inbox then please head over to our website or reply to this message.

Best,
The [company] team


New blog post email templates

New blog post email template 1 – empathetic about a pain point


Hi [name],

Are you having difficulty with [pain point 1]? Does just thinking about [pain point 2] give you a headache?

It’s annoying, right? You’ve been working hard on [task] for hours, struggled to make progress, and now you’re stuck.

Believe us, you’re not alone. These are very common problems that many of our readers have been facing.

But don’t worry, because we’re here to help. We’ve just published a new guide to help people just like you, which you can find on our website by clicking the button below.

[Read our new blog post]

Kind regards,
[Name], [position] at [company]


New blog post email template 2 – arousing curiosity


Hey there,

Do you know what the single, most effective tip for completing [task] is? Well, you’re just one click away from finding out!

In our latest blog post, we are sharing our favorite tricks for helping people achieve [objective].

Just click below to head straight to our website:

[Go to the blog]

Thanks for reading!
[Company]


New blog post email template 3 – how to achieve a certain objective


Hi [name],

We know as well as anyone that trying to achieve your [objective] goals can be tough, which is why we’ve written a new blog post with [X] tips on how to do just that.

Here’s a sneak peek of the advice that you’ll find in our latest publication:

Tip for achieving objective 1
Tip for achieving objective 2
Tip for achieving objective 3

To read the rest of our tips, please click here [link] to read the full blog post on our website.

Best,
[Name], content writer for [company]


Webinar sneak peek templates

Webinar sneak peek email template 1 – invitation with preview


Hello,

We wanted to let you know about our upcoming webinar, [title], which will be taking place at [time and timezone] on the [date].

There are [X] great speakers lined up who’ll be covering a range of subjects in the [topic] area, including:

Speaker and presentation 1
Speaker and presentation 2
Speaker and presentation 3

You can find more information about them and the event here [link] and register by clicking below:

[Sign up]

Best,
[Name] from [company]


Webinar sneak peek email template 2 – registration confirmation with insights


Dear [name],

Thank you for registering for our upcoming webinar, [title].

You’re all signed up, and you’ll be able to watch the live stream on the day of the event by following the link below:

[View the webinar]

Here are just a few of the things you’ll be able to learn by watching the live broadcast:

Insight 1
Insight 2
Insight 3

View the website [link] for more info or reply to this email if you have any questions.

Kind regards,
[Name]


Webinar sneak peek email template 3 – reminder with a video trailer


Hi [name],

We’re just writing to let you know that the [title] webinar that you registered for is taking place [today/tomorrow/this week] at [time and timezone].

Below you can watch a sneak preview of the event to get a taste of what you can expect.

[Video trailer]

Click on the button below to learn more about the webinar.

[Find out more]

See you soon!
[Name], [position] at [company]


Newsletter sign-up email templates

Newsletter sign-up email template 1 – welcome from a person


Dear [name],

Thanks for subscribing to the [company] newsletter.

I just wanted to take the time to personally thank you for choosing to receive [title]. It means a lot to have readers like you on board.

Below are a few extra pieces of advice related to [today’s/this week’s/this month’s] update on [topic] that I think you will find worthwhile:

Tip 1
Tip 2
Tip 3

Don’t hesitate to reach out to me if you have any questions.

Kind regards,
[Name]


Newsletter sign-up email template 2 – content in exchange for subscribing


Hi [name],

As a token of appreciation for signing up to receive the [title] newsletter, please find the [ebook/whitepaper/other gated content] that you requested attached to this email.

We are confident that you’ll find both the regular newsletter and the additional content useful for solving [pain point] in the field of [topic].

If you want to find out more before the next update, feel free to get in touch.

Best,
The [company] team

[Download attachment(s)]

Newsletter sign-up email template 3 – promoting additional content


Hello [name],

Firstly, I would like to say thank you on behalf of everyone at [company] for subscribing to our newsletter.

We’re sure that you won’t regret it, and that you’ll find the regular updates on [topic] landing in your inbox every [day/week/month] to be very useful.

Secondly, I thought you might be interested to know about some additional content related to the subject that can be found on our website here [link].

From the feedback of our existing subscribers, we have found that the material below, in particular, has been helpful to them:

Additional content 1
Additional content 2
Additional content 3

Please let us know if you’d like to learn about anything else, or just keep an eye out for the next issue of our newsletter.

Best wishes,
[Name], [position] at [company]


Case study email templates

Case study email template 1 – results of using a product or service


Hi [name],

As someone interested in [topic], we thought you might find [product/service] useful for solving [pain point].

To show you how successful this has proven for our existing clients, we’ve put together a case study about our cooperation with [name of existing client].

In the report, which you can find attached to this email, we show:

When and where you should use [product/service]
How you should use [product/service]
What results you can expect to achieve by using [product/service]

Hopefully, you find this case study interesting, and don’t hesitate to get in touch if you have any more questions.

Kind regards,
[Name], [position] at [company]

[Case study PDF attachment]


Case study email template 2 – try a product or service again


Hello [name],

You recently tried out [product/service], the solution for [pain point] brought to you by [company].

Many users are actually so overwhelmed by the potential of [product/service] that they have difficulty imagining how it would fit into their workflow.

That’s why we teamed up with our customer [name of existing client] to show you how they implemented [product/service] in their business to boost [metric] by [X]%.

We hope that this report, which you can read by clicking below, will help you overcome any doubts you might have and give us another go.

[Read the case study]

If you have any queries I’m happy to help.

Best,
[Name]


Case study email template 3 – requesting participation


Dear [name],

I’m sure you’re as happy as we are about the success of our recent cooperation on [project] together.

According to our analysis, our [product/service] helped you to:

Achievement 1
Achievement 2
Achievement 3

That’s why, with your consent, we’d like to share a case study of our work together on the “[case studies/success stories/our previous work”] page of our website [link].

Please let me know if you agree, or if you need any further information.

Best wishes,
[Name] from [company]

Externally published article email templates

Externally published article email template 1 – focus on the topic


Hi [name],

My latest article has just been published over on [external publisher’s name]’s website [link].

[Title] is an in-depth look into [topic], covering the following points:

Subtopic 1
Subtopic 2
Subtopic 3

Given the focus, we thought it would be great to share our thoughts with a new audience who have an interest more in line with our hosting partner.

However, we still wanted to let our current subscribers know where they can read this piece. Don’t forget that you can find more similar content on our website by clicking the button below.

[Read more articles]

Best wishes,
[Name], from [company]


Externally published article email template 2 – spotlight on a publisher


Hello [name],

We’ve recently written a new article called [title] that, as someone who has expressed an interest in [product/service/topic], we are sure you’ll find interesting.

You can find our article here [link] on [external publisher’s name]’s website.

It is a privilege for us to have our content shared there, and we hope that our subscribers like yourself will take the opportunity to read more of their other content too.

Hope you enjoy reading!

Best
[Company]


Externally published article email template 3 – pitching an idea


Dear [name],

We’ve come up with a great idea for an article that we think would be a perfect fit for [potential publisher’s name] and your other content on [topic].

The working title is [title], and the article will cover:

Subheading 1
Subheading 2
Subheading 3…

Please let us know if this sounds like something that you’d be interested in publishing. If you have any questions please don’t hesitate to get in touch.

Kind regards,
[Name], content writer for [company]


New brand mention email templates

New brand mention email template 1 – inform clients about referring content


Hi [name],

There is a great [article/blog post/other content] over on [external publisher’s name]’s website [link] that we think you might find very interesting.

The piece, which mentions our brand, is called [title] and it talks about the following topics:

Topic 1
Topic 2
Topic 3

As you can see for yourself they have some nice things to say about us, which is always a privilege when it comes from such a well-respected source.

We hope that you enjoy reading, and remember that you can find our own content on the subject of [topic] here [link].

Best,
[Name] from [company]


New brand mention email template 2 – asking for a backlink to be added


Hello [name]

We really appreciate you mentioning our brand and what you had to say about us in the recent [article/blog post/other content] called [title].

However, we have noticed that there is no link to our website where we are mentioned, and we think that it would be helpful for your readers if they could be directed there.

Do you think that it would be possible for you to include the following in an update to your post?

“[Suggested anchor text & backlink]”

Thank you in advance, and please let us know if you would like any further content to be included with the mention as well.

Kind regards
The [company] team


New brand mention email template 3 – request to fix or update backlink or anchor


Dear [name],

I’m reaching out to you in regards to the mention [backlink] of our brand in your [article/blog post/other content] named [title], which can be found here [link].

We think that it could be beneficial for both your readers and our users if the [anchor text/backlink] was changed from [current anchor text/backlink] to [suggested new anchor text/ backlink].

Your time is appreciated and I look forward to hearing back from you about this request.

Best wishes,
[Name], [position] at [company]


Must-read email templates

Must-read email template 1 – announcement in the body of the message


Dear [name],

As one of our valued subscribers, we thought that you would like to be informed about the most recent developments at [company].

We consider the following important [new/updates/changes] to be essential information for all of our existing clients:

Announcement 1
Announcement 2
Announcement 3

Thanks for reading, and don’t hesitate to get in touch if you have any questions regarding this announcement or any other issues.

King regards,
The [company] team


Must-read email template 2 – statement attached


Hello [name],

Have you heard the important news about [issue]?

We have an announcement to make, and our full statement on this issue can be found in a document that is attached to this email.

Your understanding at this time is much appreciated, and your business is valued as always.

I’d be happy to provide more information if required, just let me know by replying to this email.

Best wishes,
[Name], [position] at [company]

Must-read email template 3 – link to an external source


Hi [name],

We have some important [news/updates/changes] that we thought you would like to be informed about.

The complete announcement can be found on our [website/blog/another source] here [link].

Here are some of the key pieces of information that you can find in full by following the above link:

Statement 1
Statement 2
Statement 3

Please feel free to ask any questions that you might have regarding this matter, or anything else.

Best,
[Name] from [company]

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Frequently asked questions

What the ideal length of a content email?

Your email should be a couple of short paragraphs, ranging from 75 to 150 words, and should be easy to skim and understand at a glance.

Why should you send content emails?

Content emails are best for content marketing campaigns. They can help you attract new clients or increase sales and conversions.

What should I include in a content email?

In a content email, you should include a personalized greeting that makes your customer feel appreciated. Moreover, you should then follow up with a reminder of your product or service and a strong CTA.

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