Are you nervous about reaching out to current students and alumni at your dream graduate programs? You’re not alone. As the founder of The Art of Applying®, I’ve helped thousands of ambitious professionals (we lovingly call them Wild Cards) connect with people at their target schools. Today, I’m sharing a powerful tool I developed during my time as a joint-degree student at Harvard Business School and Harvard Kennedy School – an email template so effective, I was paid to teach it to my HBS classmates.
Why This Template Matters
Building authentic connections with current students and recent alumni isn’t just about getting insider information for your applications. It’s about creating meaningful relationships that can support you throughout your graduate school journey and beyond. The right approach to networking can open doors to mentorship, scholarship opportunities, and valuable insights that can shape your academic and professional future.
The Magic Formula: Breaking Down the Perfect Email
1. The Subject Line That Gets Opened
Your subject line follows this format:
[Your Connection Point] Request to chat about [Specific Topic]
For example:
- [Pomona ’06] Request to chat about Harvard Business School experience
- [Indigenous Leaders Network] Request to chat about Kennedy School joint degree
- [Women in Tech] Request to chat about Harvard Law School
The brackets signal your shared connection, making it immediately clear why you’re reaching out.
2. The Email Body Structure
Here’s the template broken down into its essential components:
Dear [Name],
My name is [Your Name], and I’m [connection point/shared background].
I found your information via [LinkedIn/alumni database/etc.], and I am writing to see if you have 15 minutes to chat about [specific aspect of their experience]. I appreciate any advice you may have for me as I’m interested in [your specific goal].
If you are free, I am available during the following times [YOUR TIME ZONE]:
- Monday, Oct 2: 2-4pm
- Tuesday, Oct 3: 9-11am
- Thursday, Oct 5: 3-5pm
- Friday, Oct 6: 1-3pm
Thank you,
[Your Name]
[Your Phone Number]
Why This Template Works
✨ It’s brief and scannable
✨ Shows respect for the recipient’s time
✨ Clearly states the connection point
✨ Provides specific availability
✨ Includes direct contact information
Keys to Success: Making the Most of Your Outreach
1. Target Your “Tribes”
Connect with people who share similar backgrounds or interests. This might include:
- Alumni from your undergraduate institution
- Professional organization members
- People from your hometown
- Those who share your cultural background
- Fellow members of affinity groups
2. Keep It Short and Sweet
- Stick to the template length
- Make your email mobile-friendly
- Avoid lengthy personal stories
- Save detailed questions for the actual call
3. Make It Easy to Reach You
- Always include your phone number
- Be prepared for immediate calls
- Have your calendar ready
4. Skip the Calendar Links
While it might seem helpful, sending a Calendly link can come across as giving homework to someone you’re asking for a favor. Stick to listing specific times instead.
Making the Most of Your Call
Once you secure that valuable 15-minute chat, here’s how to structure it effectively:
Opening (2 minutes):
- Confirm it’s still a good time
- Express gratitude
- Brief personal introduction
Main Discussion (10 minutes):
- Ask about their school choice process
- Discuss their application experience
- Request specific advice about your situation
- Inquire about recommended contacts
Closing (3 minutes):
- Thank them for their time
- Confirm next steps
- Ask if you can keep in touch
Pro Tips for Success
1. Timing Is Everything
- Reach out well in advance of deadlines
- Avoid last-minute requests
- Be mindful of academic calendars
2. Follow-Up Matters
- Send a thank-you note within 24 hours
- Update them on your progress
- Share how you used their advice
3. Build Lasting Connections
- Focus on genuine relationship building
- Stay in touch beyond the application process
- Offer to help others in the future
Common Questions and Best Practices
Q: How many people should I reach out to?
A: Start with 5-7 people per school you’re targeting. This gives you a good range of perspectives while keeping the process manageable.
Q: What if they don’t respond?
A: Don’t take it personally! Wait a week and send one follow-up email. If you still don’t hear back, move on to other contacts. Remember, even busy professionals were once in your shoes.
Q: Should I attach my resume?
A: No. Keep the initial contact focused on building a connection. You can share your background briefly during the call if it’s relevant.
Making Your Networking Journey Successful
Remember these key principles:
Stay Authentic
- Be genuine in your interest
- Share your real story
- Listen more than you talk
- Show appreciation for their time
Be Professional
- Always be punctual
- Dress appropriately for video calls
- Take notes during conversations
- Follow through on any commitments
Maintain Boundaries
- Stick to the promised 15 minutes
- Don’t ask for recommendation letters in the first conversation
- Respect their privacy and time
- Keep follow-up communications brief
The Long-Term View
At The Art of Applying®, we emphasize that networking isn’t just about getting into your dream school – it’s about building relationships that can enrich your entire career. Each connection you make could lead to:
- Mentorship opportunities
- Future job prospects
- Professional collaborations
- Industry insights
- Lifelong friendships
Taking Action: Your Next Steps
1. Create Your Contact List
- Research alumni databases
- Browse LinkedIn
- Check professional organizations
- Review affinity group directories
2. Customize Your Template
- Save the basic format
- Create different versions for various connection points
- Prepare your availability calendar
3. Track Your Outreach
- Keep a spreadsheet of contacts
- Note important conversation points
- Set follow-up reminders
- Record outcomes and insights
Remember: You Have Something to Offer
Many Wild Cards we work with at The Art of Applying® initially feel intimidated about reaching out to accomplished professionals. Remember that your unique perspective and experiences are valuable too. Current students and alumni often enjoy:
- Sharing their experiences
- Helping others succeed
- Learning about new perspectives
- Staying connected to their alma mater
- Building their own networks
Final Thoughts
Networking doesn’t have to be overwhelming or inauthentic. With this template and approach, you’re equipped to build meaningful connections that can support your graduate school journey and beyond. Remember, every successful professional started exactly where you are now – reaching out to learn more about their dream schools and career paths.
At The Art of Applying®, we’ve seen countless Wild Cards transform from nervous networkers into confident connectors who build authentic relationships that last well beyond the application process. You can do this, and we’re here to help you succeed.
Ready to Take Your Graduate School Application Journey to the Next Level?
If you’d like expert guidance on your graduate school application journey, including personalized networking strategies and application support, we invite you to book a Quick Call with our team. We specialize in helping ambitious professionals like you get into top graduate programs with significant scholarships.
Remember: Every successful graduate school journey starts with a single email. Why not send yours today?
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