Writing an Approach Letter

In my recent post Career Mentorship: The Lost Education, I argued the benefits of seeking out individuals to serve as role models and coaches when it comes to career related issues.  The article generated a lot of questions, which I will address in this and future posts. 

What’s the best way to make initial contact with a career mentor, especially if it’s someone you don’t currently know?

Obviously, there are three ways to approach someone with a request: in person, over the phone, or in writing. In most cases, an approach letter/e-mail is a great way to make initial contact, especially with someone you don’t know.  This gives the recipient an opportunity to reflect upon your proposition and contemplate an appropriate response.  And if they don’t reply, you can refer to your previous message during follow-up contacts. Incidentally, an approach letter is a valuable strategy when making all kinds of requests, far beyond mentorship (approaching presenters, donors, collaborators, etc.).

When contacting anyone, and especially someone you haven’t yet met, it is imperative that your approach letter/e-mail gets their attention and opens them up to the possibility of meeting with you. Consider the following pointers as you craft this document.

Step 1: Research

Learn all you can about the person/business you plan to approach and the work they do. For most people, and especially musicians, you should be able to find significant information online.  Carefully comb through their website or other online resources, and pay special attention to their bio.  The more you know, the more potentially powerful you message can be.

Step 2: Write First Draft

Overall, your letter should have a friendly but professional tone. Approach letters typically have three short paragraphs:

• Paragraph 1: The opening should primarily be about the person you are contacting. Without going overboard, recall some of the wonderful work they are doing. People like to feel important and that their work is admired.  Such a personal approach also conveys that the letter is not spam.  Additionally, when possible, connect yourself to that person (you have a common acquaintance, met last year at a summer festival, are from the same town, belong to the same organization, etc.). 
• Paragraph 2: In the second paragraph, describe who you are and why you’re contacting them. Be clear that you’re not selling anything or looking for a job!  You just want to ask a few questions and learn from their expertise. Explain that you realize they’re busy, and will not take up much of their time (if that’s true).  It is always best to be clear about expectations up front. 
• Paragraph 3: The final paragraph should state that you’ll be in touch in the near future to set up an appointment.  Assume that the recipient will be receptive to your offer.  Avoid writing “please let me know if you’re interested in chatting,” because that takes the ball out of your court. In many case, you won’t hear a response.  Much better is something like “If I don’t hear from you this week, I’ll call next Monday to set up an appointment.”  Of course, when you write this, make sure to mark it in your calendar and follow through!  Otherwise you credibility will be diminished.

Step 3: Edit, Proofread, Re-Write, and get Feedback

At the very least, go through your letter 3-5 times.  Probably more. I typically edit compulsively and show everything to at least 2 other people.  Typos and other errors look unprofessional and may cause people to discount you. Polish until your message is framed perfectly, ensuring the greatest chance of success. 

Step 4: Send Off

After you’re convinced the letter is perfect, send it off and hope for the best!

In a future post, I’ll provide sample letters.

6 Responses to “Writing an Approach Letter”

1. gab says:

   October 18, 2009 at 5:14 pm

   At first I was really nervous about sending letters to request mentorship but in only a few weeks I got for out of five positive responses!
2. Anna says:

   October 18, 2009 at 5:22 pm

   I completely agree Gab! The one person that I asked I had never met me before. If you are friendly, and make the approach focused on what you admire about your possible mentor, then odds are, they will be honored to help. The big thing to remember is if you don’t get a response, KEEP TRYING!

   ps…two positive responses for me as well!
3. David Cutler says:

   October 19, 2009 at 12:14 pm

   That’s fantastic! Now think about all the implications this has on other aspects of your career and life. The fear of failure can keep us from trying all kinds of things that could be beneficial. Often when you actually throw your hat in the ring, the experience is not so terrifying, or even amazing. So many great lessons here!
4. life coaching business says:

   November 4, 2009 at 10:08 am

   Thanks for telling about writing an approach letter. Before that i don’t know correctly how to write approach letter. In this article all the things are explained step by step in detail.
5. Sam Buffington says:

   March 8, 2010 at 1:09 am

   good post i like what you do here
6. Michale Papi says:

   September 1, 2010 at 9:08 am

   Hi I was digging for viable knowledge on ink for wide format printers. Your blog was listed on Google in this category, you have an interesting site.