Reaching Out to Mentors for a New Meeting
Sample Email:
Subject Line: Connecting With You
Hi [MENTOR NAME],
I hope you are doing well!
Our last conversation was [INSERT ADJECTIVE HERE], and I am looking forward to talking about our new topic. Please let me know three of the best days and times for us to connect over the next few weeks. I am open to meeting via phone or Zoom – please let me know what works for you.
Best regards,
[YOUR NAME]
[YOUR FIRST AND LAST NAME]
[NAME OF YOUR SCHOOL], [YOUR GRADUATION YEAR]
[YOUR ACADEMIC EMAIL ADDRESS]
[YOUR PHONE NUMBER, INCLUDING DASHES]
Example Email for New Meeting:
Check out the “Key Points” section below for more pointers!
Reaching Out to Mentors for Initial Contact
Sample Email:
Subject Line: Connecting With You
Dear [MENTOR NAME],
My name is [YOUR NAME] and I am glad that I have been matched with you for Grow By Three’s Mentorship Program. I am looking forward to learning more about you over the course of the program and would like to schedule our first meeting. Please let me know three of the best days and times for us to connect over the next few weeks. I am open to meeting via phone or Zoom – please let me know what works for you.
I look forward to hearing from you.
Best regards,
[YOUR NAME]
[YOUR FIRST AND LAST NAME]
[NAME OF YOUR SCHOOL], [YOUR GRADUATION YEAR]
[YOUR ACADEMIC EMAIL ADDRESS]
[YOUR PHONE NUMBER, INCLUDING DASHES]
Example Email:
Key Points
Always check for spelling, grammar, and formatting mistakes. If you are copying and pasting the sample email into a blank email, choose the option “Paste Without Formatting” to ensure that the text you add to the sample will match the rest of the email.
Try not to send emails to your mentor, or other professional contacts, late at night.
Be responsive when your mentor, or other professional contacts, email you back.
If you have not heard from your mentor within seven (7) days of sending your message:
1. Find your sent message to them in your sent folder
2. Click “Forward”
3. Type:
“Hi [MENTOR NAME],
I hope you are doing well. I am emailing to follow up on my message below. I look forward to connecting with you soon!
Best,
[YOUR NAME]”
Professionally, it is standard for people to share calendar invites once a meeting has been scheduled. This ensures that meetings are on everyone’s calendar and reduces the chances that people will forget about the meeting. Once you and your mentor have scheduled a time to meet, you should send them a “calendar invite.” To send a calendar invite:
1. Go to your Google, Outlook, (or other) calendar and create a new event.
2. In the subject line, you may use “GBT Mentorship Meeting.”
3. Select the specified date and time.
4. Set the meeting duration to one (1) hour.
5. In the location field, specify that you will call your mentor and include the number to reach them. For example, you would type “AB to call CD at 987-654-3211.”
6. Be sure to invite your mentor to the meeting by adding their email address to the invitation and clicking send.
7. Et voila – the email should show up on your calendar, and will also show up on your mentor’s calendar. You may receive a notification that they “accepted” your invitation.
As you navigate meetings and conversations with your mentors, be sure to review our policies on safety, diversity, and inclusion. You must ensure that you are following these policies. In addition, if you experience any instance of harassment, discrimination, or otherwise inappropriate behavior, please report it immediately by submitting a report, emailing us at team@growbythree.com, or calling us at 617-858-9950.
