Script for Calls & Emails
Not sure what to say?
Here are some tips for communicating with organizations about your project.
Tips
- Err on the side of formality
- Be specific and brief
- Consider your schedule and transportation needs before you call. Identify blocks of time that you can be available.
- If more than one student will be working with the same organization, arrange to attend meetings together (or share information with each other)
- Follow up (call again if you don’t hear back within a day or two)
- Follow through (do what you say you’ll do)
Email
Dear Mr/Ms X,
I’m a student working with the Community-Based Learning Initiative office at Princeton University on a project tied to my [Medical Anthropology] class. We’ve/I’ve selected your research project about [attitudes toward organ transplantation], and I’d like to make an appointment with you to [discuss the project/start the research/complete the preliminary paperwork].
Next week, I am free [Tuesday or Thursday after 1:30, and Friday all day]. Would one of those times work for you?
I look forward to meeting you and starting the project.
Sincerely,
[Name]
Sample Script for Calls or Emails to Community Partner Organizations
Phone
May I speak with [First Name Last Name –or Mr/Ms Last Name]?
Message/Voicemail (keep it short, leave your number twice):
My name is [First Last], and I’m calling about the research project you’ve discussed with the Community-Based Learning Initiative office at Princeton University. I’m one of the students working on this project, and I’d like to make an appointment to speak with you [later this week/next week] so that I can begin the research. You can reach me at [your number, including area code]. Again, my name is [First Last] and my number is [your number, including area code].
If you are connected to the person you’re trying to reach:
My name is [First Last]. I’m a student working with the Community-Based Learning Initiative office at Princeton University on a project tied to my [Medical Anthropology] class. We’ve/I’ve selected your research project about [attitudes toward organ transplantation], and I’d like to make an appointment to [discuss the project/start the research/complete the preliminary paperwork].
--Great, when are you available?
I’m free Thursday and Friday after 1:00—would either of those times be convenient for you?
--I’m swamped this week.
How does next Tuesday or Wednesday look? I have time Tuesday morning, and I’m free all day on Wednesday.
--Let’s do Wednesday at 9:30.
Where should I meet you?
--Our address is [street, city]. We’re in Suite [#].
Could you tell me where I should park/which station to exit from?
--There’s a lot behind our building/there’s street parking in front.
OK, thank you. I’ll be there Wednesday [the date] at 9:30.
(you might want to leave your phone number in case there’s a change)