What makes a networking email get a reply?
A reply usually comes when the message is short, personal and easy to say yes to. Say who you are, how you are connected, why you chose this person, and ask for a short conversation at a time that suits them. Leave out your full life story and any request for a job.
Simon Fraser University's page on information interviews gives the clearest rule. Its heading is "Fewer than 100 words," and it says the reader "should be able to view your entire email in a smartphone screen without scrolling." It also warns that asking for a job "can be off-putting to an employer and result in rejection."
Hamilton College's career center gives a similar outline for a networking email. It says to explain why you want to meet this particular person and how you got their contact details. It adds that you need "less than thirty minutes of this person's time" and that you should offer a few dates and times.
What should the subject line say?
The subject line should name your connection or your reason in a few plain words. A shared school, a mutual contact or a specific event works better than a generic "Quick question." The reader decides whether to open it from that line alone, so put the strongest link first.
Hamilton's guide says to use a subject line that will catch the person's attention, such as the college name for alumni or the name of the person who referred you. The University of St. Thomas shows the same idea in its sample on how to request an informational interview, with the subject "St. Thomas Student Seeking Career Insight in Publishing & Marketing."
Here are example subject lines you can adapt:
- Referred by Dana Ruiz: question about data roles at Halvern
- Fellow UBC grad asking about supply chain work
- Following up from Tuesday's Toronto product meetup
- 20 minutes of advice on moving into UX research?
Which networking email template should you use?
Pick the template that matches how well you know the person and what you want next. A former colleague needs a different note from a stranger, and a follow-up is shorter than a first message. The table lists the seven templates below, when each fits, and the one thing each asks for.
| Template | Use it when | The ask | Rough length |
|---|---|---|---|
| 1. Cold email to someone in your field | You share nothing obvious but their work fits your goal | 15 to 20 minute call | 80 to 100 words |
| 2. Shared school or employer | You went to the same school or worked at the same company | 20 minute call | 70 to 90 words |
| 3. Introduction from a mutual contact | Someone offered to connect you | A call at their convenience | 60 to 80 words |
| 4. Reconnecting with a former colleague | You worked together but haven't talked in a while | Catch-up call | 60 to 90 words |
| 5. After an event | You met briefly at a talk, fair or meetup | Short follow-up conversation | 50 to 70 words |
| 6. Follow-up with no reply | 7 business days have passed without an answer | Same ask, restated | 30 to 50 words |
| 7. Thank you after the conversation | You had the call | Nothing, or permission to stay in touch | 50 to 80 words |
All seven templates are made-up examples. Replace every bracket, and change the wording so it sounds like you.
How do you write a cold networking email?
Open with one specific reason you picked this person, then one line about you, then the ask. A specific reason is something real: a talk they gave, a project their team shipped, or a role you want that matches theirs. Without that line, the email reads like a mass message and is easy to skip.
Template 1, a cold email to someone in your field. This is an example.
Subject: Question about [their role] at [company] Hi [first name], I read your post on [specific topic] and it matched a problem I worked on at [your employer]. I'm a [your role] with [number] years in [field], and I'm exploring [type of role]. Would you have 15 to 20 minutes in the next two weeks to tell me how your team approaches [topic]? I'm free [two or three time windows]. Thank you, [name]
Template 2, a shared school or employer. This is an example.
Subject: Fellow [school] grad asking about [field] Hi [first name], I'm a [year] [school] grad working in [field], and I found you through the alumni directory. Your move from [their old role] to [their current role] is the path I'm considering. Could I ask you a few questions about it on a 20 minute call? Any time [days] works for me. Thanks, [name]
How do you write a warm introduction or reconnecting email?
Use the shared link in the first line and keep the rest light. With an introduction, thank the person who connected you and move them to BCC so their inbox stays quiet. With a former colleague, mention something specific you did together, then say what you are doing now and what you'd like to ask.
Template 3, replying to an introduction. This is an example.
Subject: Re: Intro: [your name] and [their name] Thanks, [mutual contact] (moving you to BCC). Hi [first name], [mutual contact] mentioned you lead [team] at [company]. I'm looking at [type of role] and would value your view on what your team looks for. Would 20 minutes next week work? I can fit around your schedule. Best, [name]
Template 4, reconnecting with a former colleague. This is an example.
Subject: Catching up after [shared project or company] Hi [first name], it's been a while since we worked on [project] at [company]. I've since [one line on what you did], and I'm now looking at [type of role]. I saw you're at [their company] and would love to hear how it's going there. Could we catch up for 20 minutes in the next couple of weeks? Best, [name]
Weak ties like this can be worth more than you think. An MIT News report on a LinkedIn study of about 20 million users quotes co-author Sinan Aral: "Moderately weak ties are the best." The value of a tie peaked at around 10 mutual connections, and weak ties helped more in digital industries.
When and how should you follow up?
Follow up once, about 7 business days after your first email, with a short note that restates the same ask. If there is still no reply, move on and contact someone else. One polite reminder shows interest, while several reminders put the person in an awkward position and rarely change the answer.
Simon Fraser's page says to send one gentle reminder: "But only follow up once, and if you still don't hear back, don't take it personally." It describes Steve Dalton's 3B7 routine from his book "The 2-Hour Job Search": set reminders for 3 and 7 business days after you write. After 3 days without a reply, start on the next person on your list, and at 7 days, follow up with the first.
Template 5, after an event. This is an example.
Subject: Following up from [event] on [day] Hi [first name], we spoke briefly after your talk on [topic] at [event]. Your point about [specific point] stuck with me. Could I ask you two or three follow-up questions on a short call? I'm free [time windows]. Thanks, [name]
Template 6, a follow-up with no reply. Reply in the same thread so the first message sits below. This is an example.
Hi [first name], I'm bringing this back to the top of your inbox in case it got buried. I'd still value 15 minutes of your view on [topic], and I'm happy to work around your schedule. If now isn't a good time, no problem at all. Thanks, [name]
What should you send after the conversation?
Send a thank-you note the same day or the next morning. Name one thing they said that helped, say what you will do with it, and keep the door open. If they offered to introduce you to someone or pass on your resume, confirm that in writing so it is easy for them to act on.
Simon Fraser's page advises sending a note or email "thanking them for their time" and mentioning anything that was a highlight for you. Hamilton's guide adds a plain rule for every message: no typos, and a proper greeting.
Template 7, a thank-you after the call. This is an example.
Subject: Thank you for your time today Hi [first name], thank you for the call today. Your advice to [specific advice] was the most useful thing I've heard this month, and I'm going to [action] this week. I'll let you know how it goes. If you're comfortable passing my name to [person they mentioned], I've attached my resume. Best, [name]
Ask for a referral only after a real conversation, and make it easy to say no. The page on how to get a referral has wording for that step.
How do you fit networking emails into a job search?
Treat outreach as a weekly habit with a number attached, such as five new emails and five follow-ups. Keep a list of everyone you wrote to, the date, and the reply. Canada's Job Bank calls networking "an effective way to search for jobs in the hidden job market," in its guide on how to search for jobs.
The page on the hidden job market explains why direct contact with employers is worth your time. If you were recently laid off, the guide to a job search after a layoff covers how to tell your network. For applications you've already sent, see how to follow up on a job application.
If you'd rather message on LinkedIn, the same rules apply with fewer words. The page on how to message a recruiter on LinkedIn has short versions. When a contact asks for your resume, tailor it to the role they mentioned first; the free resume optimizer rewrites the lines that matter for the job and keeps your facts.