10 Proven Tips for Emailing Busy People and Getting a Response
Connecting with influential, busy people can open up amazing opportunities. But getting on their radar is a challenge when they receive hundreds of emails every day. How do you craft an email that grabs their attention and inspires them to hit "Reply" instead of "Delete"?
As someone who has sent thousands of cold emails over the years to land partnerships, interviews, and opportunities with high-profile individuals, I‘ve learned what works and what doesn‘t. Here are my top 10 tips for breaking through the noise and earning responses from even the busiest of people.
1. Research Them Thoroughly
Step one is doing your homework. The more you understand about the person you‘re emailing, the better you can tailor your message to resonate with them.
Go beyond a quick skim of their LinkedIn profile. Dive deep into their website, social media, interviews, and any other content they‘ve created. Look for uncommon commonalities, shared connections, personality traits, priorities, goals, and interests.
The goal is to understand what motivates them and what they care about most. This intel is gold for crafting a relevant, personalized email that gets their attention.
For example, if you discover they‘re passionate about a certain charity, you could mention your involvement with that organization. If you share an alma mater, highlight that. These personal touches form an instant bond.
2. Nail the Subject Line
Your subject line is the gateway to your email. No matter how brilliant your message is, it won‘t matter if your email never gets opened. An eye-catching subject line is critical.
The best subject lines are clear, concise, and curiosity-provoking. Aim for 6-10 words that communicate the purpose and value of your email.
Effective formulas include:
- Mentioning a mutual connection: "Joe Smith recommended I reach out"
- Highlighting their work: "Loved your article on [topic]"
- Offering them value: "Quick question for your next [publication] piece"
- Personalizing it: "Are you a [shared interest] fan too?"
Avoid vague, spammy, or salesy subject lines at all costs. Don‘t trick them into opening your email with a misleading subject. Aim to inform and entice.
3. Establish Relevance Immediately
Once they open your email, you have mere seconds to convince them to keep reading. The first sentence is make-or-break. You must immediately show them why your email matters TO THEM.
Don‘t bury the purpose of your email under lengthy introductions or meaningless small talk. Cut to the chase.
Your opening line should establish relevance by:
- Referencing their work or accomplishments
- Highlighting a shared connection or interest
- Stating how you can help them achieve a goal
- Asking a thought-provoking question
Some examples:
- "I really enjoyed your keynote at [Conference]. Your insights on [topic] got me thinking…"
- "I noticed we‘re both members of [Organization]. I thought you might be interested in…"
- "As someone with experience [area of expertise], I had an idea for [project they‘re working on]…"
- "Do you struggle with [pain point]? I recently discovered a solution that…"
The key is framing your email around their interests, not yours. Show them you understand their world.
4. Find Uncommon Commonalities
We like people who are similar to us. It‘s human nature. That‘s why finding uncommon commonalities is such a powerful way to build rapport over email.
Uncommon commonalities are shared traits or experiences that go beyond the superficial. Think hobbies, hometowns, passions, life experiences, values, etc.
Did you grow up in the same small town? Volunteer for the same organization? Root for the same underdog sports team? These specific shared interests create an instant personal connection.
Weave these similarities into your email naturally. For instance:
- "I saw on Twitter that you‘re a massive [sports team] fan. As a lifelong fan myself, I had to reach out…"
- "I was excited to learn you also volunteered with [organization]. My experience with them inspired me to…"
These bonds are especially potent for getting a response because they make you stand out. You‘re no longer just a random email sender – you‘re someone they share a meaningful connection with.
5. Provide Immense Value
Busy people don‘t have time for vague requests or long-winded pitches. If you want them to respond, you need to provide immense value upfront.
What insights, resources, or opportunities can you offer that would genuinely help them or pique their interest? Maybe it‘s a unique perspective on their area of expertise, a relevant case study, or an introduction to a valuable contact.
The key is leading with generosity. Offer value before asking for anything in return. For example:
- "I came across this study on [topic] and thought of your work in [area]. It provides some compelling data to support your thesis on…"
- "I‘ve been experimenting with [strategy] and seeing great results. Happy to share my process if you‘re interested in [benefit]."
- "I have a high-value guest post opportunity I thought could be a great fit for you. It would give you exposure to [audience] and allow you to showcase your expertise in [topic]."
When you lead by helping them, they‘ll be much more receptive to your ask.
6. Convey Credibility and Authority
If you want busy people to take you seriously, you need to demonstrate your credibility. Show them you‘re an expert in your field or have achieved notable accomplishments.
This isn‘t about bragging. It‘s about quickly conveying that you‘re a peer worth paying attention to.
Some ways to naturally work in credibility markers:
- Mention high-profile places you‘ve been published or spoken
- Reference well-known clients or companies you‘ve worked with
- Share a statistic or case study proving your expertise
- Link to media coverage or awards you‘ve received
For example:
- "I recently published a guide on [topic] for [well-known industry site]. It was one of their most shared posts this month…"
- "Through my work with clients like [notable company], I‘ve developed a proven system for…"
These credibility indicators assure them that your email is worth engaging with.
7. Mirror Their Communication Style
Adapting your writing style to match your recipient‘s is a subtle but effective way to build rapport. If your email sounds like it could have come from a friend, they‘ll be more likely to respond.
Review their online writing – on social media, their blog, etc. – to get a feel for their communication style. Do they use emojis? Crack jokes? Keep things formal? Write long or keep it brief?
For example, if their writing is friendly and casual, don‘t come off as stiff and robotic. Mirror their tone with lines like:
- "Hey [Name]! I was totally geeking out over your Twitter thread on [topic]."
- "Random question, but I couldn‘t help but notice your love for [shared interest]. Do you also [related question]?"
On the flip side, if they‘re all business, skip the small talk and get straight to the point.
By mirroring their tone and style, you‘ll make them feel at ease and show you "get" them.
8. Keep Your Ask Short and Specific
The cardinal sin of emailing busy people is being vague about what you want. Beating around the bush won‘t score you any points. Clarity is key.
Make your ask clear, specific, and easy to address in a sentence or two. Let them know exactly what you‘re hoping for and why.
Good examples:
- "Would you be open to a 20-minute phone call to discuss [specific topic]? I‘m working on [project] and believe your insights would be invaluable."
- "I‘m writing a post on [topic] and would love to include a quote from you. Would you be willing to answer 1-2 quick questions via email?"
Bad examples:
- "I‘d love to pick your brain about [broad topic] sometime."
- "Let me know if you ever want to collaborate!"
Don‘t make them guess what you want or commit to a vague future favor. Make compliance as simple as possible for them.
9. Use "Ego Bait" Authentically
Everyone appreciates a genuine compliment. Acknowledging and praising someone‘s work is a surefire way to warm them up to you. But there‘s a fine line between flattery and brown-nosing.
The key is authentic "ego bait." Reference something specific they‘ve done that you truly admire. Explain how it impacted or inspired you.
For instance:
- "Your article on [topic] transformed how I approach [task]. Putting your advice into practice has helped me [result]."
- "I‘ve shared your [content] with my entire team. It‘s become our go-to resource for [use case]."
Demonstrating that you‘re a true fan of their work – not just buttering them up to get something – makes them much more invested in you.
10. Always Express Gratitude
Gratitude goes a long way, especially with busy people. Acknowledge how much you appreciate them taking the time to read your email.
But don‘t stop there. Once they respond, thank them again. Let them know how much you valued the interaction and how you‘ll be putting their advice into action.
Follow up with them down the line to share your results or progress. Show them the tangible impact their help had. This reinforces that assisting you was worth their time.
And if they don‘t respond right away? A polite, brief follow-up email expressing your continued appreciation and reiterating your ask is acceptable. Just don‘t overdo it.
By showing immense gratitude – early and often – you cultivate a respectful, appreciative dynamic that encourages future interaction.
The Cardinal Rule: Be Human
At the end of the day, the busy people you‘re emailing are just that – people. They appreciate authenticity, respect, and genuine connection as much as anyone.
Getting in the inbox is only half the battle. What really determines your chances of a response is how human and relatable you come across. Impersonal, generic emails will always get the Delete. But emails that spark a real connection can be the start of a rewarding relationship.
Before hitting Send on any email, scrutinize every line. Are you being authentic, or just checking boxes? Are you giving as much as you‘re getting? Would YOU want to reply to this email?
Approach each email as the start of a conversation, not a one-and-done transaction. Because ultimately, your goal is developing a long-term connection that‘s mutually beneficial.
By following these tips consistently, you‘ll find that landing in the inboxes of busy people becomes less of a shot in the dark, and more of a warm welcome.
Happy emailing!
