Exchanging contact information is a crucial part of building and maintaining professional relationships.
Whether you’re reaching out to a potential client, following up after a networking event, or simply staying in touch with colleagues, a well-crafted email can make all the difference.
However, crafting the perfect email can be tricky.
You want to come across as friendly and approachable, while still maintaining a professional tone.
You also want to make sure you include all the necessary information without overwhelming the recipient.
That’s where these 20 sample emails come in.
Use them as templates or inspiration to help you craft your compelling messages.
Sample Emails Giving Contact Details
1. Reconnecting at a Conference
Subject: John Smith – Great meeting you at the marketing conference!
Hi Sarah,
It was fantastic connecting with you at the Marketing Mastermind Conference last week. I enjoyed our discussion about the latest trends in digital marketing and how our companies are adapting.
As promised, I wanted to share my contact details so we can stay in touch:
John Smith Digital Marketing Manager, ABC Company
Email: john.smith@abccompany.com
Mobile: (123) 456-7890
LinkedIn: linkedin.com/in/johnsmith
I’d love to continue our conversation and explore potential collaboration opportunities between our teams. Perhaps we could set up a call next week to brainstorm some ideas?
Looking forward to staying connected!
Best regards,
John
2. Reconnecting With a Former Colleague
Subject: Catching up and new contact info
Hey Mike,
Long time no talk!
I was thinking about our time working together at XYZ Corp and realized it’s been ages since we last connected. I hope you’ve been doing well.
I recently started a new role as a Product Manager at 123 Startup. It’s an exciting opportunity to shape the direction of some cutting-edge products.
Of course, starting a new job also means new contact details:
Jane Doe Product Manager, 123 Startup
Email: jane@123startup.com
Mobile: (987) 654-3210
Twitter: @JaneDoe123
Would love to grab a coffee or set up a virtual catch-up soon to swap stories and share what we’ve learned since XYZ. What does your schedule look like over the next few weeks?
Cheers,
Jane
3. Following Up After a Networking Event
Subject: Great connecting at the Women in Tech meetup
Hi Lisa,
It was wonderful meeting you at last night’s Women in Tech meetup. I resonated with your perspective on the challenges and opportunities for women in STEM fields.
I’d love to stay in touch and perhaps collaborate on some initiatives to support women in tech. Here is my contact information:
Samantha Johnson Software Engineer, Tech Co.
Email: samantha.johnson@techco.com
Mobile: (555) 123-4567
Website: samanthajohnson.dev
Feel free to reach out anytime to bounce around ideas or just to chat. I’m always happy to connect with like-minded women in the industry.
All the best,
Sam
4. Sending Information to a Potential Client
Subject: Website Redesign Proposal – Let’s Connect
Hello David,
Thank you for your interest in our web design services. Based on our initial discussion, I believe our team would be a great fit to help ABC Company refresh its online presence.
I’ve attached a detailed proposal outlining our recommended approach, timeline, and pricing. After you’ve had a chance to review, I’d love to hop on a call to walk through any questions and discuss the next steps.
The best way to reach me is:
Emily Chen Lead Web Designer, Design Studio
Email: emily@designstudio.com
Office: (123) 456-7890 ext. 123
Zoom: zoom.us/j/1234567890
I’m excited about the possibility of working together to create an impactful, user-friendly website for ABC Company.
Looking forward to speaking further.
Regards,
Emily
5. Connecting Two Contacts
Subject: Intro – Mike, meet Sarah
Hi Mike and Sarah,
I wanted to connect the two of you as I think there could be some great synergies between your respective companies, ABC Tech and XYZ Robotics.
Mike is the VP of Business Development at ABC Tech, a leading AI software provider. Sarah heads up partnerships at XYZ Robotics, which manufactures state-of-the-art industrial robots. I’ll let you take it from here, but I’m happy to jump on a call if helpful as you explore opportunities to work together.
My contact details are:
John Smith Consultant, 123 Consulting
Email: john@123consulting.com
Mobile: (555) 987-6543
LinkedIn: linkedin.com/in/johnsmith123
Best of luck and keep me posted!
Cheers,
John
6. Requesting a Meeting With a Busy Executive
Subject: Meeting Request – Discussing AI Opportunities
Dear Ms. Patel,
I’m reaching out to request a short meeting to discuss how ABC AI’s cutting-edge machine-learning solutions can help XYZ Inc. achieve its ambitious growth goals. I understand your schedule is incredibly busy, so I’m happy to work around your availability. Even just 20-30 minutes would be invaluable.
To streamline coordination, my assistant Katie (cc’d) helps manage my calendar. She can be reached at:
Katie Johnson Executive Assistant to John Smith ABC AI
Email: katie.johnson@abcai.com
Office: (123) 456-7890
Mobile: (098) 765-4321
Thank you in advance for your consideration. I look forward to the opportunity to explore a potential partnership.
Best regards,
John Smith
CEO, ABC AI
7. Sharing Detailed Contact Information With a New Team Member
Subject: Contact information for Michael Lee, new Marketing Coordinator
Team,
Please join me in welcoming Michael Lee, our new Marketing Coordinator! Michael will be working closely with all of us to execute our marketing strategy and grow our brand presence.
Michael’s contact details are:
Michael Lee Marketing Coordinator
Email: michael.lee@company.com
Office: (123) 456-7890 ext. 45
Mobile: (777) 888-9999
Slack: @michaell
Skype: michaellee1
Michael sits in the marketing bay, desk #7. Feel free to stop by and introduce yourself this week.
Looking forward to accomplishing great things together!
Best,
Sarah Marketing Manager
8. Sending Contact Information After a Successful Interview
Subject: Thank you for the interview – Contact details
Hello Daniel,
Thank you so much for taking the time to meet with me today to discuss the Product Manager role. It was great learning more about the position and ABC Company’s exciting plans for growth. I remain very enthusiastic about the opportunity to contribute my skills and experience to help drive ABC’s product strategy. Please don’t hesitate to reach out if there is any additional information I can provide to support my candidacy.
The best way to contact me is:
Jane Smith
Email: jane.s@email.com
Mobile: (123) 456-7890
LinkedIn: linkedin.com/in/janesmith1
I look forward to hearing about the next steps. Thank you again for your consideration.
Best regards,
Jane Smith
9. Requesting a Mentor Meeting
Subject: Meeting Request – Seeking career guidance
Dear Mr. Patel,
My name is Samantha Lee and I’m a business analyst at XYZ Company. I’ve been following your career and thought leadership in the analytics space and was wondering if you might have time for a brief meeting to provide some guidance as I look to grow in my career. I would greatly appreciate the chance to learn from your experience and get your perspective on the skills and experience needed to excel in this field. I’m happy to work around your schedule and meet whenever and wherever is most convenient for you.
My contact details are:
Samantha Lee Business Analyst, XYZ
Company Email: samantha.lee@xyzcompany.com
Mobile: (777) 888-9999
Twitter: @samlee_xyz
LinkedIn: linkedin.com/in/samanthalee
Thank you in advance for considering my request. I know your time is valuable and even a short conversation would mean a great deal.
Sincerely,
Samantha Lee
10. Following Up After Providing a Business Referral
Subject: Following up – Did you connect with Michael at ABC?
Hey Sarah,
I wanted to circle back and see if you had a chance to connect with Michael Smith at ABC Company. I mentioned that you provide the accounting services they’re looking for and passed along your contact details. Let me know if you haven’t heard from him and I’m happy to follow up.
As a reminder, you can reach me at:
John Doe
Small Business Consultant
Email: john@johndoeconsulting.com
Mobile: (123) 456-7890
Website: johndoeconsulting.com
Hope it works out – I think it could be a great fit. Let me know if there are other ways I can help support your business.
Cheers,
John
11. Connecting With a Colleague in Another Department
Subject: Collaborating on the new product launch
Hi Mike,
With the launch of our new software product just around the corner, I thought it would be great for us to connect and align our efforts. As the Technical Lead, I’d love to get your insights from a sales perspective on the key features and benefits we should be highlighting.
Could we find some time in the next week to brainstorm? We could meet up in person or via Zoom, whatever works best for you. To coordinate, you can reach me at:
Jane Smith
Technical Lead, ABC Software
Email: jane.smith@abcsoftware.com
Mobile: (777) 888-9999 Slack: @jsmith
Zoom: zoom.us/j/123456789
Looking forward to putting our heads together and making this launch a huge success!
Thanks,
Jane
12. Requesting an Informational Interview
Subject: Informational Interview Request – Marketing at ABC Co.
Dear Ms. Johnson,
I’m a recent marketing graduate very interested in learning more about opportunities in digital marketing at ABC Company. I saw your profile on LinkedIn and was impressed by your career path and the innovative campaigns you’ve led.
If possible, I would love the chance to do a brief informational interview to learn more about your experience and get your advice for breaking into the field. I’m happy to work around your schedule – even just 15-20 minutes would be incredibly valuable.
My contact details are:
John Smith
Email: john.s@university.edu
Mobile: (123) 456-7890
LinkedIn: linkedin.com/in/johnsmith1
Website: johnsmithportfolio.com
Thank you very much for considering my request. I greatly admire the work you and your team are doing at ABC Co. and would welcome any insights you’re willing to share.
Sincerely,
John Smith
13. Offering to Provide a Professional Reference
Subject: Happy to provide a reference
Hi Sarah,
Congrats on making it to the final stages of the interview process for the Sales Director role at XYZ Corp! That’s a huge accomplishment and a testament to your skills and experience.
I wanted to let you know that I’m more than happy to provide a glowing reference on your behalf. Feel free to share my contact details with the hiring team or have them reach out directly:
Michael Johnson VP of Sales, ABC Inc.
Email: michael.johnson@abcinc.com
Office: (555) 123-4567
Mobile: (555) 987-6543
I’ve worked with Sarah for over 5 years and have been consistently impressed by her ability to lead teams, drive revenue, and build lasting client relationships. She would be an asset to any organization.
Cheers,
Mike
14. Reaching Out to a Journalist for Media Coverage
Subject: Story idea – New AI software transforming healthcare
Hello John,
I’ve been following your coverage of the health tech industry and thought you might be interested in a story about our company’s groundbreaking new AI software for early disease detection.
Our machine-learning algorithms can analyze medical imaging with unprecedented speed and accuracy, helping doctors catch critical illnesses sooner and save lives. We’re already seeing exciting results from pilot programs at several major hospitals. I’d love to schedule an interview to share more details and introduce you to our founder/CEO, a renowned computer scientist and healthcare philanthropist.
My contact information is:
Sarah Johnson PR Manager, ABC HealthTech
Email: sarah.johnson@abchealthtech.com
Mobile: (123) 456-7890
Twitter: @SarahJPR
Looking forward to exploring this story opportunity further. I’m happy to work around your editorial calendar and deadlines.
Best regards,
Sarah
15. Sharing Event Logistics With Attendees
Subject: Logistics for the Annual Sustainability Summit
Dear Summit Attendees,
We’re excited to welcome you to our 3rd Annual Sustainability Summit next week! Below are the key logistical details to help you plan your trip: Event Details:
Date: September 8-10, 20XX
Location: Greenleaf Convention Center, 123 Maple St., Anytown, ST 12345
Check-in: 8:00 am Sept. 8th in the Main Lobby
Agenda: Attached and available at summit.org/agenda
For any questions leading up to or during the event, feel free to contact our team:
Events Team Sustainability Summit
Email: events@summit.org
On-Site Mobile: (555) 123-4567
Twitter: @SustainSummit
We’ll also have a staffed information desk in the lobby throughout the event. Don’t hesitate to stop by if you need assistance. Looking forward to an inspiring and productive Summit!
Cheers,
The Sustainability Summit Team
16. Introducing a New Product Line to Customers
Subject: Introducing our new eco-friendly packaging options
Hello valued customers,
I’m excited to announce the launch of our new line of sustainable packaging solutions. As part of our commitment to reducing waste and protecting the environment, we now offer:
- 100% recycled and recyclable boxes and mailers
- Biodegradable packing peanuts and bubble wrap
- Plantable packaging inserts embedded with wildflower seeds
- Reusable totes and bags for local deliveries
To learn more or place an order with the new options, please visit: ABCpackaging.com/eco or contact our sales team: John Smith Sales Manager, ABC Packaging
Email: john.smith@abcpackaging.com
Office: (555) 123-4567 ext. 89
Mobile: (555) 987-6543
Live chat: ABCpackaging.com/chat
We’re proud to be doing our part to support a more sustainable future. Thank you for your business and ongoing partnership.
Best regards,
John and the ABC Packaging Team
17. Asking for Customer Feedback
Subject: We’d love your feedback!
Dear Sarah,
Thank you for being a loyal customer of XYZ Shop. We’re always looking for ways to improve our products and your shopping experience.
Would you be willing to provide some quick feedback on your recent purchase of our new eco-friendly cleaning line? It would mean a lot to get your thoughts on the product’s effectiveness, scents, packaging, and overall value. You can share your feedback in one of three easy ways:
- Online survey: XYZshop.com/survey
- Email: feedback@xyzshop.com
- Text or call our Customer Care line: (555) 123-4567
As a token of our appreciation, we’ll send you a 20% off coupon for your next purchase once you complete the survey. Thank you in advance for your time and insights!
Sincerely,
Emily Jones Customer Experience Manager, XYZ Shop
Email: emily.jones@xyzshop.com
Survey link: XYZshop.com/survey
18. Promoting a Referral Program
Subject: Introduce a friend, earn rewards!
Hello John,
Did you know that our best customers come from referrals by satisfied clients like you? That’s why we’re excited to announce our new referral rewards program. Here’s how it works:
- Refer a friend to ABC Financial Services
- When they become a client, you both receive a $100 account credit
The more friends you refer, the more you earn – there’s no limit!
To make a referral, simply share your unique link: ABCfinancial.com/refer/JohnS or have your friend mention your name when they contact us:
ABC Financial Services
Email: info@abcfinancial.com
Phone: (555) 987-6543
Website: ABCfinancial.com
Live chat: ABCfinancial.com/chat
Thank you for trusting us with your financial needs and for helping spread the word about our services. We’re grateful for your business and support.
Warm regards,
Sarah Thompson
Client Relations Manager,
ABC Financial
19. Inviting Colleagues to a Professional Development Seminar
Subject: You’re invited!
Effective Communication Seminar Attention all client-facing team members,
I’m pleased to invite you to a half-day seminar on “Effective Communication Strategies for Building Client Relationships” next Friday from 8:30 am-12:30 pm.
In this engaging workshop, we’ll cover:
- Active listening techniques
- Empathy and rapport-building
- Navigating difficult conversations
- Persuasive writing for emails and proposals
Nonverbal communication and body language To register, please complete the form at: companyxyz.com/communication-seminar by EOD Wednesday. For any questions about the event, feel free to contact me:
John Smith Director of Employee Development
Email: john.smith@companyxyz.com
Office: (555) 123-4567
Slack: @jsmith
This seminar is a great opportunity to enhance our communication skills and ultimately better serve our clients.
I hope to see you there!
Best,
John
20. Notifying Subscribers of Updates to Terms of Service
Subject: Important updates to our Terms of Service
Dear valued subscribers,
We’re writing to inform you of some important updates to our Terms of Service, which will go into effect on August 1, 20XX.
Key changes include:
- Clarification on our data usage and privacy practices
- Updated cancellation and refund policies
- New section on user-generated content and intellectual property
- Revised dispute resolution process
The full updated Terms of Service can be reviewed here: abcapp.com/terms-of-service. By continuing to use our service after August 1, you are agreeing to these updated terms.
If you have any questions or concerns, our team is here to help: ABC App Support
Email: support@abcapp.com
Phone: (555) 987-6543
Knowledge Base: support.abcapp.com
Live chat: abcapp.com/chat
Thank you for being a part of the ABC App community. We’re committed to transparency and to providing you with the best possible user experience.
Sincerely,
The ABC App Team
Wrapping Up
Crafting clear, compelling emails is an essential skill in today’s digital world – whether you’re sharing contact information, making an introduction, or following up on an opportunity.
The key is to be concise yet informative, professional yet personable.
Use these sample emails as a starting point, but don’t forget to tailor them to your specific situation and audience.
With practice and attention to detail, you’ll be writing emails that open doors and build relationships in no time.
Happy emailing!