how to Contact an alumni

Created by Neena Varanasi and the NSC Academic AFFAIRS COMMITTEE

Illustrated by Ellen Lan

Welcome to our comprehensive guide for contacting alumni! This resource is packed with valuable insights and practical tips. Whether you're reaching out via LinkedIn or email, this guide provides expert advice and customizable templates to help you forge and maintain meaningful connections throughout your career journey.


General Tips:

What to Include

  1. Who: Include a brief introduction about yourself. You only have one first impression.

  2. How: Mention how you found their contact information (LinkedIn? Mutual Connections?)

  3. Why: Explain why you are interested in speaking with them and what you would like to learn.

  4. What: Ask for their availability to chat and discuss their career. Provide clear availability in the next couple of weeks for them to choose from.

  5. Thank You: Wrap up your message by thanking them for considering your request.

What NOT to Include

  1. Don’t ask for a job/opportunity

  2. Don’t send a LinkedIn connection without a message of why you want to connect

  3. Don’t send a generic message with no information about the recipient

  4. Don’t spam an alum. Be patient and wait at least a week before following up. If they don’t respond after a follow-up message, it’s time to move on to another contact.



LinkedIn/ HookedIn:

Message Template


"Hi [name], I'm a [major] student at UT Austin and I'm interested in going into [field]. I saw you [had internship or currently work] at [company]. Would you be willing to talk to me about your experience in this role? I'm free [dates and times]. Thank you!"


Linkedin Considerations:

  1. Build up your profile using profile pictures and custom LinkedIn URLs. 

  1. Look for groups to connect with regularly. Consider using the UT Austin LinkedIn Alumni Finder.

  1. Log on regularly and spend a few minutes daily making connections. Make sure your notification settings are turned on!




Email:

Email Template


Subject: Informational interview request about [XYZ point of interest]

Dear [name the of person you’re asking, using their preferred title],

“Hi, my name is ______. I am a [major] student at The University of Texas at Austin. I am researching potential career choices and am interested in learning more about _____. I found you through the [LinkedIn UT Austin Alumni Finder] and I would like to speak with you to learn more about your career. Would it be possible to schedule a chat with you in person or on the phone (or virtually) for about 20-30 minutes? I am generally free on [dates and times] and will be flexible to arrange a time at your convenience.

Thank you,

[Your name]

Email Considerations:

  1. For the first email you send, address the recipient in a formal manner such as Ms. Summers or Dr. Jones. If you are unsure of how to address the person, do some research to find out their correct name and title. After they respond, you can address them however they signed their previous email.

  1. Write in a positive tone and avoid using negative words. Do not use symbols, acronyms (ex. LOL) or emojis. Using contractions will add a friendly tone to your email. Proofread the email for spelling, punctuation, and grammar, and make sure the purpose is clear.

  1. Respond to an email within 24 hours as it shows respect and responsiveness.




Thank You:

Thank You Template


Dear [name of the person you’re asking, using their preferred title],

Thank you for meeting with me yesterday to discuss your experience in the Research Assistant position in the Chemistry Department at The University of Texas. I enjoyed learning about the challenging work opportunities and professional development that the Research Assistant role entails. I especially appreciated your story about your first time working in a lab. 

As we discussed yesterday, my past experience working in chemistry labs and academic research as an undergraduate distinguishes me as a candidate for this position. After learning more about the Research Assistant position, I am confident that my leadership experience, paired with my commitment to becoming a valuable asset to your team, would make me an excellent fit. 

I am interested in applying for the position and look forward to keeping in touch. Thank you again for taking time to meet with me.

Sincerely,

[Your name]



Thank You Email Considerations

  • Send a thank you email 24-48 of your conversation and stay in touch

  • Include something unique about the conversation to personalize the email

  • Add information about yourself that was left out in the conversation or that the alum requested



Additional Resources:






Acknowledgements:

  • Templates are from CNS Career Services