Have you struggled with finding the right words when sharing your contact information? The way you present your contact details can make a big difference in how others perceive you. A well-crafted email with clear contact information shows professionalism and makes it easy for recipients to reach you.
Most people don’t give much thought to how they share their contact details, but this small detail can affect your professional relationships. Whether you’re responding to a client, networking with colleagues, or following up after a meeting, knowing how to properly structure these emails is essential.
Ready to see how the pros do it? Let’s explore some effective examples that you can adapt for your own needs.
Sample Emails Giving Contact Details
These carefully crafted templates will help you share your contact information effectively in various scenarios. Each example can be customized to fit your specific situation.
1. Basic Professional Contact Information
Subject: My Contact Information – [Your Name]
Dear [Recipient’s Name],
As requested, here are my contact details for future correspondence:
Name: [Your name and designation] Email: yourname@company.com Phone: (555) 123-4567 Office Address: 123 Business Street, Suite 456, City, State, ZIP
Please feel free to reach out through any of these channels if you need assistance or have questions regarding our upcoming project.
Best regards,
[Your name and designation]
2. Post-Meeting Follow-Up with Contact Details
Subject: Great Meeting Today – Contact Information
Hi [Recipient’s Name],
Thank you for the productive meeting this afternoon. I’m excited about the possibilities we discussed for the marketing campaign.
As promised, here are my contact details so you can reach me directly:
Name: [Insert sender’s name and role] Direct Line: (555) 987-6543 Cell: (555) 234-5678 Email: name@company.com Office Location: North Tower, 4th Floor, Room 412
I’m typically available between 9 AM and 5 PM (EST), Monday through Friday. For urgent matters, please don’t hesitate to call my cell phone.
Looking forward to our next conversation!
Warm regards,
[Insert sender’s name and role]
3. New Team Member Introduction
Subject: Introducing Myself – New Team Member Contact Information
Hello Team,
I’m thrilled to join the Marketing Department as the new Content Strategist. I look forward to meeting each of you and contributing to our shared goals.
Please add my contact information to your address books:
Name: [Your name and position] Department: Marketing Extension: 2345 Email: firstname.lastname@company.com Desk Location: Building B, 3rd Floor, Pod 7 Working Hours: Monday-Thursday, 8:00 AM – 6:00 PM
I’d love to schedule brief one-on-one meetings with each team member over the next few weeks to learn more about your projects and how we can collaborate effectively.
Cheers,
[Your name and position]
4. Freelancer Providing Contact Information to a New Client
Subject: Your Project Details and My Contact Information
Dear [Client Name],
Thank you for choosing my services for your website redesign project. I’m eager to start working together to create a site that perfectly represents your brand.
For your records, here’s how you can reach me throughout our collaboration:
Name: [Sender’s name and specialty] Business Email: freelancer@emailaddress.com Work Phone: (555) 456-7890 Best Contact Hours: 10 AM – 7 PM (Pacific Time) Preferred Communication Method: Email for routine updates, phone for urgent matters Project Management Portal: [Link to portal] (You’ll receive login credentials separately)
I typically respond to emails within 4 business hours and return phone calls the same business day.
I’ve scheduled our kickoff meeting for Tuesday at 2 PM. Please let me know if you need to adjust this time.
Looking forward to a successful partnership,
[Sender’s name and specialty]
5. Networking Event Follow-Up
Subject: Great Meeting You at [Event Name] – Contact Details
Hi [Recipient’s Name],
What a pleasure it was connecting with you at the Industry Conference yesterday! Our conversation about renewable energy trends was truly insightful.
As mentioned, I’d love to continue our discussion about potential collaboration opportunities. Here’s how you can reach me:
Name: [Your name and title] Company: Green Solutions Inc. Mobile: (555) 789-0123 Email: name@greensolutions.com LinkedIn: linkedin.com/in/yourname
I’m planning to be in your area next month and would welcome the chance to meet for coffee if your schedule permits.
Stay awesome,
[Your name and title]
6. Customer Service Representative Contact Information
Subject: Your Support Request (#12345) – Contact Information
Dear [Customer Name],
Thank you for contacting our support team regarding your recent purchase. I’ll be your dedicated representative throughout the resolution process for this matter.
For your convenience, here’s my direct contact information:
Name: [Representative name and position] Support ID: CS78923 Direct Line: (555) 234-5678 ext. 342 Email: support@company.com (Please include your ticket number #12345 in the subject line) Support Hours: Monday-Friday, 8:00 AM – 8:00 PM (EST) Customer Portal: support.company.com/portal (Your case is already accessible in your account)
I’ve reviewed your initial request and am researching a solution. You can expect my detailed response by tomorrow afternoon.
At your service,
[Representative name and position]
7. Remote Work Contact Information Update
Subject: My Updated Contact Details – Remote Work Arrangement
Hello [Manager’s Name],
As we discussed in our meeting last week, I’ll be transitioning to remote work starting next Monday. To ensure seamless communication, here are my updated contact details:
Name: [Your name and department] Home Office Phone: (555) 321-7654 Mobile: (555) 987-6543 (available for urgent matters) Email: remains unchanged – yourname@company.com Virtual Office Hours: 8:30 AM – 5:30 PM (Central Time), Monday-Friday Video Conference Link: [Your personal meeting room link] Slack Status: Will be kept current with availability/away status
I plan to check emails and messages at least hourly during business hours and will attend all scheduled team meetings via video conference.
Thank you for supporting this work arrangement,
[Your name and department]
8. Business Card Alternative Email
Subject: Digital Contact Card – [Your Name]
Dear [Recipient’s Name],
It was a pleasure discussing industry trends with you at yesterday’s luncheon. Since I ran out of business cards, I promised to send my contact details digitally.
Here’s my complete contact information:
Name: [Your name and profession] Title: Senior Marketing Consultant Organization: Marketing Wizards LLC Direct: (555) 123-9876 Mobile: (555) 987-6543 Email: name@marketingwizards.com Website: www.marketingwizards.com Office: 789 Marketing Avenue, Suite 123, City, State, ZIP Social: LinkedIn.com/in/yourname | Twitter: @yourhandle
I’ve also attached my digital contact card, which you can save directly to your phone contacts.
Let’s continue our conversation soon,
[Your name and profession]
9. Change of Contact Information Notice
Subject: Important: My Updated Contact Information
Dear [Recipient’s Name],
I hope this email finds you well. I’m writing to inform you that my contact information has changed, effective immediately.
Previous Contact Details: Email: oldname@company.com Phone: (555) 123-4567 Office: Downtown Location, 5th Floor
New Contact Details: Name: [Same name but updated designation] Email: newname@company.com Phone: (555) 987-6543 Office: North Campus, Building C, Room 305 New Direct Extension: 4567
Please update your records accordingly. My responsibilities and role remain unchanged, and I look forward to our continued collaboration.
Thank you for noting this change,
[Same name but updated designation]
10. Student Providing Contact Information to Professor
Subject: Research Assistant Application – Contact Information
Dear Professor [Last Name],
Thank you for considering my application for the research assistant position in your laboratory. As requested, I’m providing my complete contact information for your records.
Name: [Student’s name and year] Student ID: S12345678 Email: student@university.edu Alternative Email: personalname@email.com Cell Phone: (555) 234-5678 Campus Residence: Westside Hall, Room 345 Available Hours: Monday/Wednesday (after 2 PM), Tuesday/Thursday (all day), Friday (before noon)
I’m excited about the possibility of contributing to your research on climate change effects on marine ecosystems. My course schedule for the semester is attached for your reference.
Respectfully,
[Student’s name and year]
11. Job Applicant Follow-Up with Contact Details
Subject: Thank You for the Interview – [Position Title] Applicant
Dear [Hiring Manager’s Name],
Thank you for the opportunity to interview for the Marketing Director position yesterday. Our discussion about the company’s expansion plans was particularly engaging, and I’m excited about the possibility of contributing to such innovative initiatives.
As requested during our conversation, here are my preferred contact methods for further communication:
Name: [Your full name] Mobile: (555) 123-4567 (available anytime) Email: professional@email.com LinkedIn: linkedin.com/in/yourprofile Availability for Second Interview: Flexible throughout next week, preferably mornings
I remain very interested in this opportunity and look forward to the next steps in your selection process.
Sincerely,
[Your full name]
12. Emergency Contact Information
Subject: Emergency Contact Information – [Your Name]
Dear [HR Manager’s Name],
As requested in the company-wide email, I’m providing my updated emergency contact information for HR records.
Employee Information: Name: [Your name and employee ID] Department: Finance Position: Senior Accountant Work Location: Headquarters, 3rd Floor
Primary Emergency Contact: Name: Jane Doe Relationship: Spouse Phone: (555) 123-4567 Alternative Phone: (555) 987-6543 Email: jane@email.com Address: 123 Home Street, City, State, ZIP
Secondary Emergency Contact: Name: John Smith Relationship: Brother Phone: (555) 234-5678 Email: john@email.com Address: 456 Family Road, City, State, ZIP
Medical Information: Allergies: Penicillin Blood Type: O+ Medical Conditions: None
Please let me know if additional information is needed.
Thank you,
[Your name and employee ID]
13. Vendor Providing Contact Information to Client
Subject: Your Account Information and Support Contacts
Dear [Client Name],
Welcome aboard! We’re thrilled to have [Company Name] as our newest client. Your account has been successfully set up, and your initial order is being processed.
Here’s your dedicated support team contact information:
Account Manager: Name: [Account manager’s name] Direct Line: (555) 123-4567 Email: manager@vendor.com Available: Monday-Friday, 9 AM – 6 PM (EST)
Technical Support: Team Email: techsupport@vendor.com Support Line: (555) 234-5678 (24/7) Support Portal: support.vendor.com (Login credentials sent separately) Priority Code: CLIENT123 (Please mention this in all communications)
Billing Department: Contact: billing@vendor.com Phone: (555) 345-6789 Billing Hours: Monday-Friday, 8 AM – 5 PM (EST)
For your convenience, I’ve also attached our complete contact directory and service guide. Your first account review is scheduled for [Date] at [Time].
We value your business,
[Account manager’s name] Account Manager [Vendor Company Name]
14. Personal Contact Information to Close Friends
Subject: My New Contact Info – Keep in Touch!
Hey [Friend’s Name],
Hope you’re doing great! Just wanted to let you know that I’ve finally joined the 21st century and changed all my contact info. Here’s how to reach me now:
Name: [Your nickname or full name] New Cell: (555) 987-6543 Personal Email: funname@email.com Work Email: professional@company.com (but please use my personal for non-work stuff) New Address: 789 Awesome Street, Apt 42, Cool City, State, ZIP (moved last weekend!) Social: @myhandle on Instagram, same username on Twitter
The housewarming party is still on for next Saturday at 7 PM. Can’t wait to show you the new place! Let me know if you can make it.
Miss you tons,
[Your nickname or full name]
15. International Business Contact Information
Subject: Global Project Team – Contact Details
Dear [Recipient’s Name],
Following our international project kickoff meeting, I’m sharing my complete contact information to facilitate our collaboration across time zones.
Name: [Your name and global position] Company: Worldwide Enterprises Ltd. Headquarters Office: Address: 123 Global Plaza, Floor 15 City/Country: London, United Kingdom Phone: +44 20 1234 5678
Regional Office: Address: 456 International Avenue, Suite 789 City/Country: Singapore Phone: +65 6123 4567
Mobile (International): +1 555 987 6543 (WhatsApp and Signal available) Email: name@worldwide-enterprises.com Time Zone: Currently in GMT+8 (Singapore) Languages: English, Mandarin, Spanish Video Conference: zoom.us/j/123456789 (Personal Meeting Room)
I travel frequently between our regional offices, so mobile and email are the most reliable contact methods. My executive assistant, [Assistant Name], can also help coordinate meetings and can be reached at assistant@worldwide-enterprises.com.
Looking forward to our productive international collaboration,
[Your name and global position]
Wrapping Up: Effective Contact Emails
Sharing your contact information clearly and professionally makes it easy for others to reach you. The examples provided cover various situations, from formal business settings to casual personal communications.
Remember that your contact email often serves as an extension of your professional image. A well-structured email with complete and organized contact details shows attention to detail and respect for the recipient’s time.
Adapt these templates to your specific situation by adding or removing details as needed. The key is to provide all relevant information in a format that’s easy to read and reference.
By using these examples as starting points, you’ll always make a positive impression when sharing your contact details.