Sample Email Correspondences

Inquiry About Volunteer Opportunities:

Dear ___,

Thank you for your email and you interest in getting involved! I want to first make sure that you receive our print and email publications, which help to keep you informed of events in the area and happenings around the university. Please take a moment to update your preferred contact information via this simple online form:

We are currently in the process of planning and implementing alumni programs for alumni in __region__. As you may know, the __next event for region__ is coming up on __date__. You can read about this event and many others on the online Calendar of Events.

At this time we currently have the following volunteer positions open:

Inquiry About Updating Address:

Alumni receive emails based on their mailing address in our database. In order for alumni to receive information for a different region, they will need to first update their address in our system. Unfortunately, they can only choose one preferred mailing address.

Dear ____,

Thank you for your email. To update your preferred contact information, please take a moment to fill out this simple online form:

Please note that once you have updated your information, it may take up to two weeks for your new information to updated across databases. Please also note that some mailings may currently be in progress.

Please let me know if you have additional questions.

Thank you,

Inquiry About Upcoming Event in Region:

Dear ___,

Thank you for your email and your interest in upcoming events in __region__. Provide information about upcoming event in region including date, time, place, and link to registration page.

For a full list of upcoming Hopkins events, please see the online Calendar of Events.

Thank you,

Inquiry From Third Party Vendor:

Dear ___,

Thank you for your email. I have forwarded your __offer/product/service__ to my Alumni Relations Staff liaison. She/He will respond to you regarding possible partnership opportunties.

Thank you,

Alumni who are new to the area:

Hello (first name),

As a Johns Hopkins Alumni Representative to the ___ community, I am writing on behalf of the committee to welcome you to the area. The ___ Alumni Chpater offers social, cultural, educational, and volunteer opportunities for all Blue Jay alumni, family and friends located in this region.

Our goal is to keep Blue Jays connected to Johns Hopkins and with each other and excited about being a part of the Hopkins community. We do this by offering a variety of social and networking opportunities each year. There are __ alumni living and working in the area. We plan about __ to __ number of events a year. Out next event is _____.

Here are a few ways to stay connected between events (link to pages):

  • Join our Facebook Page
  • Visit our Community Page
  • Login to Connect
  • Join your regional LinkedIn group 

Please let me know if you have any questions about the alumni club or need any help that a local alumnus may be able to provide as you transition to the area.

I hope to meet you at an upcoming event!

All the Best,