A Guide to Cold Emailing

A cold email is an unsolicited message inviting someone to connect with you. It can be an effective way to meet new people, develop a mentor, pitch a practicum idea, or schedule an informational interview. Before you start, you should see if anyone you know has a connection within the organization. You are more likely to get a response if you are introduced by a mutual contact. Below are steps to help you craft your email.

Step 1: Identify who you want to connect with

If you don’t have someone who can introduce you, you should identify a person to contact. That will depend on what you are seeking.

If your focus is...

To make a connection at this organization because you’re interested in the work they do and you want to learn more, find someone in a position that you could envision yourself in.
To find a practicum, you could identify a person who is managing a project that you could see yourself working on.

Step 2: Craft your email

Your subject line should be attention grabbing. You could take the straightforward approach- "Are you available for an informational interview?" If you have something in common with your contact, you could mentioned that. An example could be: "A fellow UC Davis Aggie!" Another option could be to mention a project they are working on that inspires you- "Inspired by your work on ___".

After you figure out your subject line, here are some tips for crafting the rest of your email:

Your greeting should be formal. Include their professional title if they have one.
Introduce yourself and give a short bio (also known as an elevator pitch).
- You should include your name, your affiliation with UC Davis, brief professional background and what you are aspiring to do/ why you are reaching out.
Show the value in connecting with you. Many professionals are happy to mentor students or create connections for future hiring pipelines.
- This could be demonstrated by your experience and relevant interests to the work the professional is doing.
Be clear in what you’re asking (if anything).
- Do you want to schedule a time for an informational interview?
- Are you looking for a practicum opportunity?
- Are you connecting to establish a potential mentorship?
If you want to schedule a meeting, be sure to include options of days/times you are available for ease of scheduling.
Thank them and close the email out.

Step 3: Proofread

This email is a first impression! Make sure there are no spelling or grammar errors, and the contact and/or organization's name is spelled correctly. Read the email out loud and make sure it flows and sounds conversational. Make sure your email is concise and brief. If it takes longer than a few minutes to read, the person is likely going to ignore it.

Example email for an informational interview:

Dear Dr. X,

My name is [your name], I am a masters student in the Environmental Policy and Management program at University of California, Davis. I have a background in [list any previous relevant professional experience] and I am interested in [name what your specialization or interests are that are relevant to the contact/organization]. I find your organization’s work in [name a project] inspiring. I would love to learn more about your organization and what you do in your role. Would you be available [give a few date and time options] to speak with me? I can either meet in person or via Zoom.

Thank you for your time and consideration.

Sincerely,

Your name

Program

Contact information [email and phone number]

Example email to pitch a practicum idea can be found here.

Tips:

Be intentional with who you email and give them some time to respond.
- It is appropriate to follow up if you don’t hear back, but you should wait at least 10-14 days before doing so.
Do not spam email multiple people at an organization. It sends a message that you are impatient if you start to email others in the same office before you hear back from the first person you contacted.
Be creative! You can also reach out to specific people via LinkedIn messaging.
Read our Guide for Networking