How to Setup a Call

Subject: Kevin Wong suggested we get in touch -- UC San Diego CS student

Hi Jack,

Dave Wong recommended I reach out to you. My name is Kelly Davis and I'm a UC San Diego computer-science student. [QUICKLY INTRODUCE YOUR REFERRAL -- IF YOU HAVE ONE -- AND YOUR AFFILIATION]

I read about your firm's push into clean-tech solutions. At UC-San Diego, we’ve begun some interesting research here on the topic, and I think there could be a great collaboration. [FOR THE PURPOSES OF THIS EMAIL, THE PITCH IS IRRELEVANT. THE POINT OF THIS EMAIL IS COORDINATING THE PHONE CALL, WHICH I OUTLINE IN THE NEXT SECTION]

Do you have time for a 10-minute phone call? If so, would any of these times work? [ALWAYS SPECIFY A SHORT TIME PERIOD. THIS RISK-REDUCTION TECHNIQUE SERVES AS A WAY TO COUNTER THE COMMON OBJECTION BUSY PEOPLE HAVE OF IDIOTS WASTING THEIR TIME ON A 30-MINUTE CALL. IF IT'S 10 MINUTES, HOW BAD COULD IT BE?]

* This Wednesday (8/10) all day

* Thursday (8/11) any time after 1pm PST [IF THEIR TIME ZONE IS PST, YOU PUT YOUR TIMES IN PST]

* This Friday (8/12) any time after 1pm PST [I LIKE 3 CHOICES, AND I TRY TO PROVIDE ONE ALL-DAY OPTION, AS WELL AS TWO NARROWLY DEFINED TIMES. THE "AFTER 1PM" SUGGESTIONS HELP BUSY PEOPLE COPE WITH THE PARADOX OF CHOICE]

If those don't work, just let me know -- I can work around your schedule. [YOU ARE EXPLICITLY ACKNOWLEDGING THAT THEY ARE HIGHER-STATUS AND POLITELY OFFERING TO HONOR THEIR SCHEDULE. GOOD]

I can call your office line. Or if you'd prefer, my phone number is (415) 555-5555. [GIVE THE BUSY PERSON THE OPTION OF WHAT TO DO. SOMETIMES, BUSY PEOPLE WILL JUST CALL YOU RIGHT WHEN THEY RECEIVE THE EMAIL IF THEY HAVE A FEW MINUTES]

Thanks,

- Jennifer