Since you are looking to replace broken links with your own content, the key is to be helpful first and promotional second. In 2026, webmasters are inundated with AI-generated spam, so a personalized, human-sounding touch is essential to getting a response.
Here are two versions: a direct approach and a resource-focused approach.
Option 1: The Direct & Helpful Approach
This is best for when you find a single broken link within a specific article.
Subject: Found a broken link on [Website Name] / Quick fix
Hi [Name or “Webmaster”],
I was just reading through your article about [Topic of their article] and found it really insightful—especially the section on [Specific detail from their post].
I wanted to give you a quick heads-up that one of the links in that post appears to be broken. The link to [Name of the broken resource] is currently leading to a 404 error page.
Since I’ve recently published a deep dive on [Your Topic] that covers very similar ground, I thought it might make a great replacement so your readers don’t hit a dead end. You can check it out here: [Link to your page]
Either way, keep up the great work with the site!
Best regards,
[Your Name]
[Your Website/Company]
Option 2: The “Resource List” Approach
Use this if you find a broken link on a “Resources” or “Tools” page.
Subject: Broken resource on your [Page Name] page
Hi [Name],
I was browsing your [Resource Page Title] list today while looking for info on [Topic]. It’s a fantastic collection of tools!
While clicking through, I noticed that the link for [Broken Tool/Site Name] is no longer working.
I actually maintain a similar resource/tool called [Your Tool Name] that helps users with [One-sentence value proposition]. If you’re looking to keep that list updated for your visitors, I’d be honored if you’d consider adding it as a replacement.
Here is the link if you’d like to take a look: [Your Link]
Thanks for providing such a great resource to the community!
Cheers,
[Your Name]
3 Tips for a Higher Success Rate
* Verify the 404: Before sending, double-check that the link is actually broken and not just a temporary server glitch.
* Match the Content: Only reach out if your content is a true 1:1 replacement or an improvement. If their broken link was a “Beginner’s Guide” and yours is “Advanced Tactics,” they likely won’t swap it.
* Follow Up Once: If you don’t hear back after 5 business days, send a single, polite follow-up. If they don’t respond then, move on to the next prospect.