NCA Toolkit #4: Developing Your Network

Cold outreach—sometimes called a “cold call” when done by phone—is when you contact someone you don’t already know to start a professional conversation. In networking, this often means sending an email to someone you admire, whose work interests you, or who works in a field you want to learn more about. While it can feel intimidating, a thoughtful and respectful message can open the door to valuable connections and insights.

Cold outreach emails are a critical tool in professional networking. Here are the steps to craft effective emails:

• Research Before Reaching Out: Learn about the recipient’s background, their current role, and any shared connections or interests.
• Start with a Polite Introduction: Briefly introduce yourself and establish context (e.g., shared alma mater, industry interest).
• State Your Purpose Clearly: Clearly state why you are reaching out, whether it’s to learn about their career path, seek advice, or explore opportunities.
• Personalize the Email: Mention something specific about their work or achievements to show genuine interest.
• Keep It Concise: Respect their time by keeping the email short and to the point.
• Include a Call-to-Action: End with a specific request, such as a 15-minute call or coffee meeting.
• Close Professionally: Thank them for their time and consideration and include your contact information.

Example 1

Subject: Exploring Career Insights in [Industry/Field]

Dear [Recipient’s Name],

My name is [Your Name], and I’m currently [your role/position, e.g., pursuing a degree in counseling psychology at XYZ University]. I came across your profile on [LinkedIn/Company Website] and was impressed by [specific accomplishment or shared connection].
I’m reaching out to see if you might be open to a brief 15-minute conversation to share insights about your career journey at [Company/Organization]. I’m particularly interested in [specific topic].

Thank you for considering this request. I’d be happy to connect at your convenience.

Best regards,
[Your Full Name]
[Your Contact Information]
[Your LinkedIn Profile (optional)]

Tips & Example 2

These kinds of emails are more effective when they’re short. Make it easy for your reader to say yes to your ask – the guiding question for you is “How can I make this easy for my reader to say yes to my ask.”

1. Hello
2. Brief about me (i.e., What I do) to orient the reader to why you are reaching out – shared context.
3. Compliment to them: Who doesn’t like to be flattered (i.e., your work is great): BE SPECIFIC. If you cannot be specific, go back to step [introduce an original step] to really think through what your ask is.
4. Your Ask (more on this later)
5. What ask entails: spell it out for them so that
6. Thanks whether you say yes or no

Example Subject: Introduction and Webinar invitation

Hello NAME,

I hope this message finds you well.

My name is Ross Benbow and I’m a Researcher in the University of Wisconsin-Madison School of Education’s Center for Research on College to Workforce Transitions (CCWT). My work, like that of most of my colleagues in the Center, focuses on college-to-career pathways for nontraditional and underrepresented students. (#1 Hello & #2 About me)

I wanted to first write to introduce myself and let you know I’m a big fan of your scholarship. Your approach to academic/career mentorship and social integration into STEM communities—as well as your recent longitudinal emphasis—has been an important influence on current work I am doing with student military service members and veterans in STEM. So: thank you for your work and leadership in this area! (#3 Sincere compliment)

In addition to saying hello, I also wanted to take the opportunity to ask you if you would consider presenting some of your research in our Center’s webinar series sometime this spring semester. Each term the senior researchers at CCWT usually invite speakers whose work we admire to virtually present. I know you are probably deluged with such invitations, and are extremely busy, but we’d love to have you present on any college-to-career-oriented studies you’re working on if you’re willing and available. (#4 the ask)

The webinars usually take place during the day when classes are in session and last about an hour, with 30-40 minutes for the presentation and the rest of the time for questions from the moderator and attendees. We are starting to schedule speakers for this spring now, have most dates open, and offer a $200 honorarium for virtual presenters.  (#5 what the ask entails)

Whether you’re available or not for a webinar, though, it’s nice to “meet” you! Thanks again for the work you do, Dr. Hernandez, and I look forward to hearing from you. (#6 thanks)

Best,

Ross

Informational interviews are a valuable way to gain insights and expand your network. Here’s how to conduct one effectively:

• Prepare in Advance: Research the person’s background and prepare specific questions. Example questions include:
  • What does a typical day in your role look like?
  • What skills have been most critical to your success?
  • How did you transition into your current position?
• Set a Professional Tone: Start by thanking them for their time and briefly introduce yourself and your interests.
• Ask Open-Ended Questions: Encourage the person to share stories and advice.
• Listen Actively: Show engagement by nodding, making eye contact (if virtual, maintain camera presence), and asking follow-up questions.
• Respect Their Time: Keep the meeting to the agreed duration.
• Express Gratitude: Thank them at the end and follow up with a thank-you email.

• Set a weekly goal (e.g., send 2 cold outreach emails and schedule 1 informational interview).
• Practice drafting emails and ask a mentor for feedback.

• Reach out occasionally with updates about your work or to ask about theirs.
• Example: “Hi [Name], I hope this email finds you well! I wanted to share that I recently [achievement/news]. How have things been going for you at [Company/Field]?”

• Forward articles, events, or resources that might interest them.
• Example: “Hi [Name], I came across this article on [topic] and thought you might find it valuable given your interest in [specific field].”

• Acknowledge milestones like promotions or publications.
• Example: “Congratulations on your recent promotion to [position] at [company]! I’m thrilled to see your hard work recognized

• Attend industry-specific conferences or events to maintain visibility and stay updated on industry trends.

• Use a calendar to track follow-ups and milestones.
• Spend 30 minutes weekly engaging with your network on LinkedIn (e.g., commenting on posts, congratulating achievements).

• When applying for a job, ask a connection for a referral if appropriate.
• Example: “Hi [Name], I hope you’re doing well! I’m applying for [position] at [company] and noticed you have connections there. Would you be open to providing a referral or sharing insights about the role?”

• Propose collaboration on mutually beneficial projects.
• Example: “Hi [Name], I’m working on a project related to [topic] and thought your expertise in [area] could add immense value. Would you be interested in collaborating?”

• Identify mentors who can guide your career development.
• Example: “Hi [Name], I’ve always admired your work in [field]. I was wondering if you might be open to a mentorship relationship to help me navigate [specific career challenge]?”

• Offer support, advice, or resources to your connections.
• Example: “Hi [Name], I noticed you’re interested in [topic]. I recently came across [resource/tool] that might be helpful.”

• Identify 2-3 professional goals and brainstorm how your network can support them.
• Write down specific ways you can add value to others before asking for assistance.