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Email Template II



You want to follow up with a boss or supervisor.

Subject Line: Follow-up on ______ (your task)

Dear _________,

I wanted to update you on my progress on my _______ (progress, research) since our meeting last week.

I believe our best two options are ________. Both options meet the criteria we discussed and will save us money over our current providers.

I will have full details and comparative data ready for your review at Friday's meeting. Please give me a call if you have any questions in the meantime.

Respectfully,

Your name

You would like an introduction to someone.

A business acquaintance knows someone who can help you with a project. You would like an introduction. Here's a template for the request.

Subject line: Introduction to [name] for [1-2 words describing your reason]

Hi ______,

I hope you are well. As you know, I've been working on (describe job or current project). I noticed that you are connected with [name] on LinkedIn, and I was hoping that you could introduce us for [your reason], if you feel comfortable doing so.

I have pasted a blurb about my project below to provide context for the introduction. If there is any other information you think would help, please let me know. I appreciate your help!

Kind regards,

Your name

Blurb here (1-2 lines about you and your project)

Takeaway tips


You've been asked to make an introduction

Now, let's look at it from the other side. How do you respond to a request for an introduction? The first step is to check with your contact for permission.

Here's a template to accomplish this task easily.

Subject Line: May I introduce you to a contact?

Hi _____,

A _________ (colleague, friend, student) of mine named ___________ asked me for an introduction to you. I thought it could be a useful connection for you because ________ (you share an interest in _________or you both work in _______ ). Here is a blurb about her/him.

Out of respect for your time, I wanted to run it by you first. Please let me know if I may introduce you both.

Thanks,

Your name

Takeaway tips


A stranger has asked you for advice/information.

None of us would be where we are today without our mentors. Of course, it is a good idea to meet with people who seek career advice or information from you. If these requests are taking you away from your work or downtime, however, you may need to set some boundaries.

Here is a suggested template:

Dear _____,

Thank you for your e-mail and your kind offer a meeting for coffee. I enjoy talking with people about how to get started in _______ (your area of business). My schedule is quite busy, but I would enjoy talking with you by phone. I have a 20-minute slot available on _____ or _______(suggest two days/times).

Would either of these options work for you?

Kind regards,

Your name

Takeaway tips





You don't know what the sender wants.

In an effort to be brief, or just out of carelessness, some business associates may send you an e-mail that asks you to respond without offering you enough information.

If, after re-reading the original message a few times, you still do not know how to respond. Here is a basic e-mail to use:

Dear _____,

Thank you for your e-mail. Would you please give me a little background information on ______? Once you send that over, I will be better able to respond to your request.

Thank you!

Regards,

or

Dear ______,

Thanks for your e-mail. Am I correct in assuming that you would like me to ______? I just wanted to make sure we are on the same track before I proceeded with working on this request.

Thank you!

Regards,

Your name

Takeaway tips:


You want to say "no" to a work-related request.

We've all been there. A co-worker is swamped and asks for your help with a project. A business acquaintance needs you to step in to fix something. A friend of your mom heard you are good at what you do and wants you to help out with a project.

Although you strive to help people out whenever you can, this request comes at a bad time.

Maybe you already have your own pressing workload, or maybe it is the weekend, and you need some much-deserved time off. Saying "no" is never easy, but it can be easier if you have a go-to e-mail template.

Hello ______,

Thank you for your note. I am flattered that you have asked for my help. I need to say no, however, because my workload is already quite full. (If you have specifics, such as, "I am working on the so-and-so project and I have a tight deadline, you can add them here.)

I would like to offer my support in a different way. (Here you can add a few quick tips, a link to a helpful website or possibly a referral or personal introduction to someone else who might be able to help.

Good luck with your project.

Kind regards,

Your name

Takeaway tips:


You want to suggest a change to a co-worker.

Let's say you have come up with a way to streamline a group project. You want to share your time-saving ideas with the other team members, without seeming pushy. Here's a template:

Hi ______,

I was thinking about our project over the weekend and I have a few thoughts on how we might simplify the process. I think it may save us some time and it may even help us achieve a better result.

Would you have some time to meet today? I would love to share my plan with you over a cup of coffee. I am free after 2 p.m. What would be a good time for you?

Thanks!

Your name



Takeaway tips


When you revise an e-mail template to fit your particular needs, be sure to consider the perspective of the person who will read it. Read your e-mail over carefully (following our proofreading rules) to make sure it makes sense.

It would be embarrassing, for example, if you left in a ______ or the words "your name" from a template. Using a template can be a convenient way to streamline your frequent correspondence. However, it is still critical that you take the time to treat each message with care and personal attention.

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