By Anish Majumdar, Career Coach to the Fiercely Ambitious. Top 5% of Career Experts on LinkedIn. As seen in Business Insider, Fast Company, and Lifehacker. 

By Anish Majumdar, Career Coach to the Fiercely Ambitious. Top 5% of Career Experts on LinkedIn. As seen in Business Insider, Fast Company, and Lifehacker. 

 

A big mistake people make when exploring new career opportunities is spending all of their time on “Marquee Interactions” like the interview or their resume, while completely ignoring their email communications.


Think about it: email is the #1 most frequently used tool you’ll be using to secure a new opportunity. Nothing else even comes close.


Why then do so many people decide to “wing it” when it comes to emails? The problems with this are many:


-NO ABILITY TO TRACK RESULTS. You can track the results of the same email when used across various settings. You CANNOT reliably track the results of a series of original emails.


-HIGH RISK. Every person is different. When you have a standard approach for dealing with a situation, you can minimize the risk of an out of left field response. When you don’t have any standardized approach, you are taking a shot in the dark and hoping it lands.


So let’s solve this once and for all. What follows are 14 of the BEST email templates I’ve developed for my clients over the years. They’ve been tested. They’ve helped others land unbelieveable new offers. And they’ll work like gangbusters for you.


The days of “winging it” are over. The days of taking control are here. Let’s get into it:

#1: The Post-Interview Thank You Note


Hi [Interviewer Name],


So glad to have had the opportunity to speak with you today. It was a pleasure to learn more about the team and the [CHALLENGES COMPANY NEEDS HELP WITH], and I’m very excited to help [DESCRIBE ACTIONS OR EXPERTISE TO SOLVE CHALLENGES].


Please do consider the door of communication open between us. I’m happy to provide added context and information.

 

Thanks,
[Your Name]


BONUS TIP: use the post-interview thank you note to either RE-ANSWER a question you flubbed (I’ve been thinking more about QUESTION and would like to take another swing at it if I may….) or EXPAND upon a question that was incompletely answered [to follow up on QUESTION, here are a few follow-up thoughts…) The goal is to continue the conversation.

#2: Asking Your Network for Help Landing a Job


*No Salutation Necessary


I hope you’re doing well!

 

As many of you know, I have been at my current position as [JOB TITLE] for [COMPANY NAME] for [PERIOD OF TIME EMPLOYED]. It’s been a great journey, but after more than a little soul searching and asking the advice of my loved ones and friends, I’ve decided to seek a new opportunity. I am specifically interested in [INDUSTRY NAMES and/or POSITION TITLES] and am reaching out to you with a request. If there’s someone you know who you feel would be helpful for me to connect with, please let me know. I’m happy to provide additional information including my resume.


It’s been too long since we’ve caught up! I’d love to know more about how life has been treating you. Drop me a line- and thanks in advance for your help in this new adventure!


Thanks,
[Your Name]

#3: Responding to a Long-Overdue Request


When someone asks for your help and you forget to respond (or put it off

because it came at a bad time), show the person that you care by sending him/her a message like the below. Not only is it a nice thing to do, maintaining positive relationships can have unexpected rewards during key moments in your career.


Hi [Name],


Last [WEEK, MONTH, ETC.] you reached out to me about [SPECIFICALLY MENTION THE ISSUE, IT PROVES YOU READ THE EMAIL]. Do you still need assistance on this front? Because I can [MENTION ACTION YOU CAN TAKE, or PERSON YOU CAN REDIRECT TO]. Let me know.


One more thing- if there’s anything else I can help you with, just ask. I promise not to go “radio silent” next time!


Thanks,
[Your Name]

#4: An All-Purpose Response to Emails You've Neglected

 

I was recently working with a client when I happened to glance at her email inbox….and saw over forty-three thousand unanswered messages! Now, some people have no problem with that. Others see that and it causes a low-grade panic in their tummy that their lives are spiraling out of control. If you’re the latter, use a message like the following to get back to “inbox zero”:

Hi [Name],

I’m so sorry that your message slipped through the cracks! In the future, I’ll double-

check to make sure messages from you don’t suffer a similar fate. After checking, I’ve [ANSWER EMAIL QUICKLY AND SPECIFICALLY].
Sorry again, and let me know if this works for you.

Thanks,
[Your Name]

#5: Asking to Make an Introduction on LinkedIn


Let’s say someone reaches out to you on LinkedIn asking to be introduced to someone else in your network. In many cases, the match-up is obvious. But what if you have doubts about whether the intro will be received positively? Use a message like the one below to send a “shot across the bow”:


Hi [Name],


I was asked by [PERSON REQUESTING INTRO] who is [PROVIDE A LITTLE CONTEXT: CLOSE FRIEND, FELLOW GROUP MEMBER, COLLEAGUE AT AMAZON, ETC.], for an introduction to you. I know how fast you’re running right now at work, but I genuinely believe that this would be a useful connection for both of you to make. I can vouch for him/her.


I wanted to run this by you first and make sure you’re ok with it. Let me know if you are and I’ll proceed. Sound good?


Thanks,
[Your Name]

 

#6: How to Turn Down a Job Offer

 

This is a tricky situation, and needs to be handled with tact. You DO NOT want to burn this bridge. The basic formula for this message is SHOW APPRECIATION + GIVE A CLEAR REASON FOR SAYING NO + END POSITIVE.

And here’s an example:

Hi [Name],

Thank you again for the interview last week— it was great to [MENTION SPECIFIC INTERVIEW OBJECTIVE OR EVENT]. Learning about the [POSITION TITLE] opening at the company was a privilege, as was the generous offer.


After carefully considering, I’ve made the decision to  [accept a role at another company/stay with my current position/pursue another role that will offer me a chance to work more directly in AREA OF EXPERTISE]. This was not an easy decision to make by any means, but I do believe that it is the best one at this juncture.


It’s been a pleasure getting to know you, and I hope that we cross paths in the future.

Thanks,
[Your Name]

#7: Following Up on a Job Application


The key here is to be direct, call ATTENTION to your candidacy, and politely ask for information. Any whiff of desperation will hurt your chances.


Hi [Hiring Manager's Name],

I hope the week’s treating you kindly! I recently applied to [POSITION TITLE] and wanted to check in regarding the decision timeline for it. I’m excited to discuss making a lasting impact at [COMPANY  NAME] and addressing [MAJOR CHALLENGE OR AREA OF GROWTH].


Please know that I’m open to providing additional details and context to move things along. Let me know- thanks!


[Your Name]

#8: Asking a "Cold Contact" for a Phone Call

 

How do you get someone you don’t really know to agree to a phone call? Ideally, you’d take some time to demonstrate value and warm the connection up...but things aren’t always ideal. If you’re crunched for time, use a message like this:

 

Dear [Name],

My name is [YOUR NAME] and I [DESCRIBE YOUR MISSION, LINE OF WORK, PURPOSE]. I’m reaching out because [REASON YOU WISH TO SPEAK TO THIS PERSON]. It would be a privilege to learn more about [MENTION 2-3 THINGS HERE].


Let me know if you’re open to this and we can schedule a quick call- even 15 minutes would be tremendously appreciated.

 

Thanks,
[Your Name]

#9: Setting Up an Informational Interview with Someone at a "Dream Company"


Let’s say you want to work for Apple, and come across a 1st Degree Connection (direct connection) on LinkedIn who can help you get the inside track. What kind of a message do you send in this situation?


Dear [Name],


How are things? I can't believe it's been this long since we last [messaged, spoke, shared experience, etc.]

I'm currently in the midst of pursuing a role at [MENTION DREAM COMPANY] and noticed that you [work there, recently worked there, etc.]. May I ask you a few questions? Or, if you're looking to see some sunlight outside the office, may I treat you to a fancy coffee drink? :-)


Thanks,
[Your Name]

#10: Thanking Someone for their Advice

 

Most people skip this crucial, but simple, step during their careers. A quick note of acknowledgment can mean a lot to the person who helped you. The trick here is to offer SPECIFIC thanks, and to DEMONSTRATE how this person’s advice was utilized.
 

Dear [Name],

I was very concerned about how to handle [MAJOR CHALLENGE IN YOUR WORK]. Our conversation not only put my mind at ease by lighting a way forward, but gave me INCREDIBLE insights into ways of looking at the work in ways I’d never considered before. Thank you SO MUCH for taking the time to answer my questions. Hearing your experience in [MENTION A SPECIFIC DETAIL HERE] was very beneficial.


I ended up [MENTION A SPECIFIC POSITIVE OUTCOME AS A RESULT OF ADVICE, OR ACTION YOU TOOK IN-LINE WITH ADVICE] and I wanted to share how much I appreciate your advice.


Thanks,
[Your Name]

#11: Thanking Someone who has Agreed to Serve as a Reference


Important: I’m assuming that you’re going to set up a few references BEFORE

pursuing open roles. Trying to scramble for a reference when asked by an employer is, by far, the worst way to go about it! With that in mind:

 

Dear [Name],

I wanted to let you know how much I appreciate your agreeing to serve as a reference.

I’ve attached an updated resume as well as a link to my LinkedIn Profile for reference. It was a pleasure to [WORK WITH YOU, DO BUSINESS WITH YOU, ETC.]- I learned an immense amount. Thank you again for this.

Thanks,
[Your Name]

#12: Responding to a Pointless or Redundant Project Request


Hi [Name],


Just received your email.

At our last meeting, we decided that our goals for [TIMEFRAME] are to [MENTION 1 or 2 SPECIFIC OBJECTIVES] with an eye towards [BIG PICTURE GOAL].

This project seems like a good way to [MENTION POSSIBLE BENEFIT] but I’m wondering if it jibes with our bigger goals right now. What do you think?

I just want to be sure that we’re investing our energies where it’s most needed, and in the right sequence.

Thanks,
[Your Name]

#13: Asking a Boss to Cut Down on the Number of Emails He/She Is Sending


This one’s tricky, but let’s be honest: life is too short to be choked with INFINITELY URGENT priorities 24/7. You didn’t sign up for that, and you definitely should not accept it. Here’s an email you can send:

 VERSION  1:

Hi [Name],


I’ve been trying to engage deeply at home so that I can return to work each day on a “full charge” and cutting the cord to the inbox has played an important role in that.


May I ask you to please hold off on sending late-night and early-morning emails when it’s not urgent? And of course, if it’s urgent, I’ll always respond. I just know that I’ll be tempted to respond to any message you send me, at any hour, and I don’t believe that this would be productive in the long-term.


Thanks,
[Your Name]

 

 VERSION  2  -  this  can  also  be  used  as  a  script  for
 face-to-face  communication

"I’ve been trying to engage deeply at home so that I can return to work each day on a “full charge” and cutting the cord to the inbox has played an important role in that.

May I ask you to please hold off on sending late-night and early-morning emails when it’s not urgent? And of course, if it’s urgent, I’ll always respond. I just know that I’ll be tempted to respond to any message you send me, at any hour, and I don’t believe that this would be productive in the long-term."

#14: Pitching an Idea

 

Keep it short, and focus on a single objective- moving from email to face-to-face ASAP. Here’s a great example:


Hi [Name],

I know we were talking about [SUBJECT MATTER] during [MENTION LAST INTERACTION] and I wanted to run a related idea by you. I was thinking of [QUICK PITCH 1-2 LINES MAX]. This would enable us to [HIGHLIGHT BOTTOM- LINE BENEFIT].


A quick chat would be the best way to get your thoughts on this. How does 15 minutes on [DAY and TIME] work for you?


Thanks,
[Your Name]

Did you find this useful? If so, I'd like to recommend my all-new, FREE webinar on Generating New Career Opportunities ON DEMAND (in the Age of LinkedIn).

Click below to register!

-Anish Majumdar, Career Coach to the Fiercely Ambitious. Top 5% of Career Experts on LinkedIn. As seen in Business Insider, Fast Company, and Lifehacker.