Want to explore the nuance of drafting a networking email?
There is no single approach to writing an effective networking email but knowing the right approach can help.
[Click here to directly see the follow-up email template. ]
An ideal networking email is not always 'too professional' or uptight. It strikes a healthy balance between approachable and professional and communicates your pitch without sounding too desperate.
Read on to furnish the best-written networking emails to generate good leads and get clarity on the following related FAQs:
- What is a networking email?
- How to write a networking email?
- How to write an email to a stranger or potential client?
- How to write an email to a recruiter?
- When should you send a network email?
- What to write in a networking email?
What is a Networking Email?
Before getting an insight into the steps for composing effective networking emails, it's important to know what exactly is a networking email.
In simple words, a networking email is an introductory email that you send to prospective clients, customers, or employers.
As the first point of communication, you need to strike the perfect balance between a professional and a friendly approach.
When writing a networking email, it is important to clearly state the purpose of the email and provide any necessary background information.
Also, ensuring to keep the email brief and concise is crucial because the chances of the recipients reading a long email is very less.
One way to make a networking email stand out is to personalize it by mentioning something specific about the recipient or their work.
Here's a list of the top 3 steps to writing a perfect networking email:
- Your networking email subject line should be catchy
- The body of your networking email should not be too long
- You should write a networking follow-up email within 2 weeks
Also Read: How to network for a job?
How to Write a Networking Email?
Given below is a breakdown of steps that you can take to compose an effective networking email:
Write a Catchy Subject Line
When it comes to networking emails, the subject line is the first thing that the recipient sees.
Therefore, it is crucial to make sure that it is catchy, engaging, and relevant to the content of the email.
It should entice the recipient to actually open the email, read it, and potentially engage with it.
Anything that sounds too unprofessional or spammy can hurt the chances of hearing back from the recipient of your email.
Given below are some tips on how to write a good subject line for networking emails:
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Keep it short and sweet: A subject line must be short, yet effective. Avoid using long phrases that can be difficult for the recipient to understand or remember. Opt for something simple and straightforward that gets the point across.
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Use action words: Action words like “invite,” “request,” or “opportunity” can make the subject line more engaging and encourage the recipient to open the email.
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Personalize it: In case you have the recipient’s name, consider using it in the subject line to add a personal touch and increase the chances of the recipient opening the email.
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Be specific: Vague subject lines like “Networking opportunity” or “Business proposal” might not be enough to grab the recipient’s attention. Instead, try to be specific and include details about what the email is about, such as “Networking opportunity at XYZ company” or “Business proposal for XYZ project.”
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Use keywords: Keywords related to the content of the email can help the recipient understand the purpose of the email and make it more likely that they will open it. For example, if the email is about a job opening, you could use the keyword “job” in the subject line.
Here's a list of the top networking email subject line examples:
- Let's discuss our mutual love for XYZ
- Friend of XYZ hoping to get your advice
- XYZ referred me to seek your professional guidance
Perfect the Networking Email Body
The email body of your networking email should strike the perfect balance between being:
- Too short and too long
- Too direct and too vague
It should also have the following points:
- The body of your networking email should quickly communicate the purpose of your email. It should specify what you want them to do.
- The networking email body should answer any questions the recipient might have, enough to get them to say yes to a phone call, a business meeting, or a proposal.
- It should discuss a common link. If you and your email recipient have a common friend, client, or business partner - don't feel shy to discuss them.
- An impeccable networking email body should have a final call to action at the end of the email.
Here's a networking email sample:
Image Source: Hubshot
Write a Follow-Up Email
So, what if the recipient didn't read your email? Should you reiterate your previous networking email in a fresh email thread?
These are some commonly-asked questions regarding networking follow-up emails that people have.
It can be demotivating to not hear back from a potential client, employer, or business partner.
However, a good follow-up email can save the day.
Here's a list of the dos and don'ts of networking follow-up emails:
- Don't be too impatient. Wait at least 2 weeks before you write a follow-up email.
- While drafting a follow-up email, don't use a new thread to begin a new conversation as though the old one never happened.
- Use your original networking email thread to frame a follow-up response. Doing this is more professional + it allows you to start on the right foot.
Not sure what a follow-up email should look like?
Check out the follow-up email examples we have illustrated below:
Networking Follow-Up Email Sample 1**
Writing a follow-up email can be as easy and effortless if you strike the right tone.
Context: You get a notification showing that a prospect read your email after months of leaving it unread.
Image Source: Hubshot
In this follow-up email sample, you will find that:
- The follow-up email example refers to a campaign initiative discussed by the sender and the business prospect. Doing this reminds the prospect of a potential business partnership.
- Instead of using a 'buy my service' approach, this follow-up email example tries to offer a solution to the prospect's business problem.
Networking Follow-Up Email Sample 2
Is writing a follow-up email too tricky for you?
Here's another example of a follow-up email.
Context: The sender of this email has missed a phone call from the prospect and sends a follow-up email to keep the conversation following.
Image Source: Hubshot
In this follow-up email sample, you will find that:
- In this follow-up email example, the sender apologizes for missing the recipient's phone call.
- The sender shows his/her commitment to following up and continuing the conversation. This leaves scope for collaboration.
- This follow-up email example gives the time and date for the next follow-up. This builds anticipation.
Sending a follow-up email after no response is not embarrassing.
The sooner you accept this, the easier it will be to curate effective follow-up emails. For all we know, you might get lucky the second time around.
Also Read: How to write a stellar networking resume in 2023?
How To Write an Email to a Stranger or Potential Client
Emailing someone you have never met is not that big a deal.
Businessmen do it all the time.
Striking the right tone can help you compose an email that gets answered. If you do it to perfection, the chances of the recipient marking your email as spam go down. And guess what? The chances of getting a response increase too.
The point is email introductions matter.
Those networking emails that do not have an introduction have a higher chance of getting ignored. You don't want that.
But the question persists:
How do you introduce yourself in a formal email?
To answer this, there are two kinds of people when it comes to curating introductions for a formal email.
Let's take a look at two examples:
Sample Email Introduction 1
Sample Email Introduction 1 Analysis:
- This email is written by Steve to the recipient Jenny.
- Jenny does not know who Steve is.
- Steve has not given a proper introduction of himself in this email.
- He simply reveals his name and hopes to land a telephone discussion with Jenny.
- Jenny is not likely to answer this email because of the bad introduction and because she does not know the credibility of Steve.
- This is a bad example of introduction email.
Sample Email Introduction 2
Sample Email Introduction 2 Analysis:
- This email is written by Steve to the recipient Jenny.
- Jenny does not know who Steve is.
- Steve gives a proper introduction in this email sample.
- He mentions Sarah, a friend of Jenny's thus establishing a common link. Doing this gives credibility to Steve.
- The email goes on to discuss the background or the context that led to him sending an email to Jenny.
- In this email sample, Steve suggests that he can be of help.
- He also gives a clear-cut CTA.
- After reading this email, Jenny can either collaborate over email or on the phone because Steve mentioned his phone number and kept the room open for introductions.
- This is a good example of an introduction email.
- Follow this model when you send an email to someone you have never met.
Also Read: How to write a thank you email after an interview?
How to Write an Email to a Recruiter
Believe it or not, composing a job application email is easy.
It is straightforward and direct.
Read on to learn how to write an email to a recruiter.
Primarily, there are 3 steps to writing an email to a recruiter:
- Find the email of the HR or concerned authority
- Send an email to the HR or concerned authority
- Follow up if you don't hear back from the HR
Emailing a Resume Step 1: Find the Email of the HR of Your Targeted Company
If you're applying for a job, then here are some tips you can follow:
- Look for the official website of your target companies.
- Check for the vacancy section.
- If they have a vacancy section, look for an email ID on the website's 'about us section.
- Some websites have a generic company email ID.
- Some websites with a vacancy page will have the email of the HR within the page.
- You can send your resume to this email.
- You can also look up your target company on LinkedIn, scrutinize the professionals who work in this company, and get the HR's LinkedIn name and email ID in their LinkedIn profile.
Emailing a Resume Step 2: Write an Email to the HR of Your Targeted Company
Now that you have the HR Manager or recruiter's email ID, the next step is to send them an email.
If you don't know how to email a resume, don't worry.
If you don't know how to write an email to a recruiter, we've got you covered.
Read on to find the answers to your questions in the sub-section below.
Emailing a Resume Step 3: Write a Follow-up Email to the Recruiter
Not hearing back from the recruiter or the hiring organization can seem embarrassing.
But it does not have to be.
The worst that can happen is not hearing back from them again. In other words, you have nothing to lose.
Conclusion
Here's a list of what to write in an email when sending a resume to a recruiter:
- Address the HR or the recruiting person by name.
- Establish a relationship.
- Since you are emailing a resume for a job application, communicate your interest in the vacant job position at the hiring organization.
- After you do this, attach a resume and mention it to the recruiter.
- Attach a link to your portfolio if you have one.
Here's a resume email sample illustrating the correct format for writing formal emails for a job application:
Also Read: How to write a brilliant follow-up email after an interview?
When Should You Send a Networking Email?
Is there a good or bad time to send an email?
We'd say yes and no.
For those professionals who take their emails very seriously, any time is a good time. You can shoot them an email at 3 AM on a Sunday and they will revert back.
Then there are those professionals who end up with a cluttered email and a response rate of 0.00000000%
Based on the recipient's discretion, you might or might not hear back from them.
But guess what?
It does not hurt to use tried & tested timings for email sending.
Timing is everything.
According to this article by Business Insider, Tuesdays and Saturdays are suggested as the ideal days for sending an email.
Also Read: What are the best job sites in the US?
What to Write in a Networking Email
Sending business emails can be tricky, especially when you can't make heads or tails of it. Luckily, a few tips can help.
Have you been asking yourself the question:
"What should I say in a networking email?"
If you have, then here's a quick list of what to write in a networking email:
- Be human: Do not begin an email with a "to whom it may concern". Use the name of the recipient, and always start your email with a "Hi (recipient name)".
- Introduce yourself: Providing an introduction is an age-old trick to curating effective emails. Give an outline of who you are and your reason for reaching out.
- Give a call to action: Outlining your expectation to the recipient is a fantastic way to close your email. For example: '*I would appreciate the chance to connect on a professional network. Let's connect on LinkedIn and take this conversation there. Here's the link: https://www.linkedin.com/in/xyz-profile/
Also Read: How to write an effective job application in 2023?
Key Takeaways
Now that you have reached the end of this blog, here are the key takeaways from our Networking Email 2023 Blog:
- Keep your networking email professional.
- Always begin your emails with a proper introduction.
- Talk about how you can help the email recipient instead of aggressively pitching your products or services.
- When writing an email to someone you don't know, an introduction is a must. Mention the name of the common link if you were referred to the recipient by a mutual friend.
- Always end your email with a CTA or call to action.
- Do not begin your emails with "to whom it may concern".
- If you don't know how to write an email to a recruiter, don't panic. Keep it short and informative. You can inquire about a job opening or communicate your interest in the job vacancy in an email to a recruiter.
- Sending a follow-up email after no response does not have to be difficult or embarrassing. All you have to do is remind them of your last conversation and pick the pace from there.
- When applying for a job via email, attach a resume and a link to your portfolio in the email body.
- To conclude, be human. Do not write emails that sound overly promotional or robotic.
Be it an email to a recruiter or a stranger, there's nothing you cannot perfect if you use the right approach.
The tips we have covered in this guide will help you draft effective networking and follow-up emails.
Go to Hiration resume builder and create a professional resume for yourself. Additionally, reach out to us at support@hiration.com and you can get 24/7 professional assistance with all your job & career-related queries.
