There’s nothing wrong with asking for contact information in an email. The only thing you have to make sure of is that you are polite about it. So, how do you go about that exactly?
Well, this article will explore how to send a professional email asking for contact information.
- Could I add you to my contact list?
- Can I note down your contact information?
- What is your contact information?
- Can I contact you about this again?
- I would like to keep your information on record
- Can I please keep your information for future reference?
- Would you mind if I kept your information?
- Can I use your name and address for future marketing?
- Do you have a phone number I could take?
- How should I contact you?
You should read on to find out how to ask for contact information via email. We’ve also provided examples for each case to help you with it.
1. Could I Add You to My Contact List?
It’s always worth keeping a comprehensive contact list in professional situations.
For example, you might be contacting a professor at your new college or university. You may need them for future reference, so getting their contact details is a must.
We recommend asking first, which is why “could I add you to my contact list?” works so well. It shows you how to ask for contact details in an email to your professor.
You’re also more likely to get a response when using a polite question like this one.
You can also refer to the following email sample:
Dear Dr. Guinness,
Could I add you to my contact list? I believe you will be invaluable in the future, and I’d like to stay in touch.
2. Can I Note Down Your Contact Information?
You can also ask “can I note down your contact information” in professional emails. It might be worth using it when contacting new clients at work.
After all, having a client’s contact information ensures that you’ll do business with them again soon. It’s a good way to keep in contact with important people in the workplace.
The more clients you have in your contact list, the more business you will do. That’s always going to be positive!
Check out this email sample if you’re still unsure:
Can I note down your contact information for future reference? You’d be doing me a big favor.
3. What Is Your Contact Information?
You can try asking “what is your contact information?” in most emails. It allows you to professionally ask for contact information, regardless of the recipient of your email.
For instance, you may use it when contacting customers. It shows that you’d like to have their address or information for something related to your conversation.
It’s a great way to set up a good conversation with them and show that you’re happy to help them in the future.
Here’s a great example to help you with it:
What is your contact information? I need to know your address before sending your order to you.
All the best,
4. Can I Contact You About This Again?
Let’s say you want to contact an employer after an interview. You may want to ask “can I contact you about this again?” to show that you’re keen to hear back from someone.
Asking for a potential employer’s contact details is a great way to set a good first impression. It shows that you’re excited about the prospect of working together. Getting their details implies that you’d like to reach out later to find out about the interview process.
This sample email should clarify how it works:
Can I contact you about this again? It would help if you provided me with a suitable platform to contact you.
Thank you so much,
5. I Would Like to Keep Your Information on Record
“I would like to keep your information on record” is a polite way to request information from someone.
It works well when contacting new clients, showing that you want to hold their contact details.
Of course, it’s always best to ask for permission. When dealing with new clients, you shouldn’t assume they will give you their details for no reason.
This phrase is a great choice if you’re trying to save their details with full transparency.
You may also want to refer to the following example:
Dear Mrs. Bryant,
I would like to keep your information on record. Are you still okay with me noting it down for future use?
All the best,
6. Can I Please Keep Your Information for Future Reference?
Another great question to ask is “can I please keep your information for future reference?”
We highly recommend it when talking to new customers. It shows that you’d like to contact them in the future but need their details to do so.
Generally, this question allows you to communicate more openly. It shows that you may not need someone’s contact details right away. However, it’s worth asking them to show that you want to hear back from them in the future.
You can also refer to this email example:
Can I please keep your information for future reference? I believe I’ll need to discuss these matters with you again soon.
Thank you so much,
7. Would You Mind if I Kept Your Information?
Saving customer information without permission is bad. You should avoid doing so, which is why questions like “would you mind if I kept your information?” exist.
This question allows you to ask for permission first. It shows that you want to work with new customers and help them, but you need them to know that you plan on saving their contact details before continuing.
Here’s an example to show you more about how it works if you still don’t get it:
Would you mind if I kept your information for a while? I might need to get in touch again when I know more about this.
Thank you so much,
8. Can I Use Your Name and Address for Future Marketing?
“Can I use your name and address for future marketing?” is a transparent question that lets a customer know you want to keep their details.
It’s a great way to ask whether it’s okay to contact them later on with more marketing information.
You should always clarify if you’re using someone’s details for marketing. After all, plenty of customers will be disappointed to receive your marketing material without prior permission. That’s why this question works well in most formal emails.
If you’re still stuck, review the following:
Can I use your name and address for future marketing? Of course, you do not have to agree to this.
9. Do You Have a Phone Number I Could Take?
We recommend asking “do you have a phone number I could take?” when you want to save someone’s contact details. There are plenty of situations when this question might work.
Generally, it works when emailing a potential employer. It works best after an interview, showing that you’re keen to stay in touch with an employer or recruiter to find out the status of your application process.
This example will also help you understand more about it:
Dear Ms. Adams,
Do you have a phone number I could take? It would be so helpful to me if you could provide one.
10. How Should I Contact You?
If you’re talking to a colleague about setting up an event or meeting, you may need to contact them outside of work. Sure, emails work well in the workplace, but there are other ways to stay in touch outside of the office.
That’s why you might want to ask “how should I contact you?” It shows that you’re open to new contact details if they make communicating with someone easier.
You may also refer to this example:
How should I contact you when I need you again? Please let me know the most appropriate method.
Thank you so much,
Martin holds a Master’s degree in Finance and International Business. He has six years of experience in professional communication with clients, executives, and colleagues. Furthermore, he has teaching experience from Aarhus University. Martin has been featured as an expert in communication and teaching on Forbes and Shopify. Read more about Martin here.