How To Write a “Touch Base” Email: Definition and Uses
Updated March 10, 2023
Initiating regular contact with existing or prospective customers is essential for building relationships and providing excellent service. Staying connected to your supervisors and coworkers helps your team stay on the same page and maintain productivity.
Communicating via email to touch base is one way to keep these relationships strong and information flowing. In this article, we discuss what it means to “touch base” and explore example emails you can send that perform that function with specificity.
What does "touch base" mean?
"Touch base" means to get in contact or communicate with someone. In business contexts the phrase is used to imply meeting or connecting with a client, colleague or another individual to discuss new content or review old items of interest. It’s possible the idiom originated from baseball jargon, where players must touch a base to be considered safe.
How to use different touch-base emails
You may use a touch-base email to arrange meetings, ask questions or reconnect. Your email subject line can simply say “touching base” when sending any of these types of emails to your contacts:
1. Propose a meeting
If the purpose of your email is to set up a meeting with a colleague, consider including specifics about the event, such as the date, time and location. Sending this type of email can encourage people to commit to your schedule or otherwise provide you with an alternative.
Touch-base emails for a meeting can be short, and may include just one sentence about what you hope to discuss. You can then follow up with a calendar invite. For example, a proposal email may look like:
Let's set up a time to talk about the read-a-thon campaign for the school. Are you available on Thursday, March 10 at 10:15 a.m. for a video call? I've sent a separate calendar invite for you to accept.
Have a great day,
2. Share a resource
If you're working on a project with a coworker and want to check in on their status or performance, consider sending them a resource rather than scheduling a meeting. You may share a quality media item such as an article, podcast or industry report in their area of research or interest. An example of a resource email may look like:
I found this guide for "How To Get the Most Out of Your SEO Training" from the Mango Tech Teaching Institute. As a new SEO intern with our company, I thought you might find it interesting. I've attached the PDF. Give it a read and let me know what you think!
Related: How To Respond To an Email
3. Reference someone’s content
If you hope to touch base with an employee to talk about something they've written, created or shared with you, consider including a reference to their content to show them you've engaged with it. Their content may include an article, social media or social networking post or another piece of original material. Consider including an opportunity for further discussion. An example of a reference email may read:
I read your latest blog post about women in the workforce, and I found it really interesting. I never considered the employment statistics for the field in that way before. Do you have time to discuss your research in more detail? Please send me some dates and times available on your schedule.
4. Congratulate someone
If your intention is to congratulate a colleague on a success—such as a career milestone, product launch, investment deal or other cause for celebration—consider doing so with a touch-base email. A congratulatory email to a colleague may look like:
Congratulations on your new position with Teal Tech. With your skills and experience, you'll be a significant addition to our team. I've copied some of your colleagues on this email so they can introduce themselves. Please contact me with any questions.
Enjoy your first day,
You may also send this type of email to potential clients to extend a genuine sentiment and then segue into discussing a product or service. An example of a congratulatory email to a potential client may look like:
Congratulations on your latest lip care product launch. I can't wait to sample some of your items. Let me know if you'd like to talk about starting a new influencer campaign with our firm. Many of our clients have mentioned their love for your products.
Enjoy your success!
5. Offer advice
If you're working as a mentor and you're looking for an opportunity to give them advice, consider doing so in a touch-base email. Try to make the advice personal and actionable—that will help your recipient achieve a goal or overcome a challenge. An example of an advice email may be:
I saw the excellent reviews of your last vlog on social media. You seem to keep your audience engaged and upbeat while watching your content. Have you ever considered starting a podcast to reach a larger audience? Let me know if you'd like to discuss this opportunity further on a video call.
Have a wonderful day,
6. Remind a client of your value
If the purpose of your email is to remind a client that your company can provide them with additional quality services, consider sharing information about what makes your business unique and how it applies to them. An example of a reminder email may look like:
I hope you've enjoyed your subscription with BeatBox music. Don't forget we also offer free music production webinars and audio engineer courses. If you'd like to take part in either program, let me know so we can arrange a brief call.
Have a wonderful holiday,
Related: Guide To Writing a Business Email
7. Ask for information
If you are looking to get information from a coworker or client, ask your specific question in a touch-base email. An information request email may take this form:
Have you reviewed the financial reports from last quarter? I was hoping you'd be able to give some insight and feedback about them at next Tuesday's staff meeting. Are you free for a call at 2:30 p.m. to discuss them?
8. Invite a client to an event
If the purpose of your touch-base email is to invite someone to an event, note the specifics, like the date and time, and include attachments, such as a brochure or directions. Invitations are appropriate for a variety of events, such as webinars or in-person gatherings. You may mention how attending the event could be a networking opportunity for the recipient. An example of an invitation email might read:
Rory House Publishing is hosting another author talk about illustrating picture books in the digital age at Marina Events Center on Friday, June 6, at 5:30 p.m. We'd love to see you there. Attached is a flier for the event and a calendar invite.
9. Connect with former clients
What if the purpose of your touch-base email is to reconnect with former clients to see if they're interested in renewing their contracts with you? Ask about their current business deals with new suppliers or the reasons why they let their contracts lapse with your company. Consider your tone and word choice so they know you're sincerely interested in their successes and their feedback. An example of a reconnection email may look like this:
Last time we spoke, you ended your contract with High Speed Automotive. How has your business performed since then? I'd love to talk with you about the reasons for terminating your contract and get feedback about our programs.
Hope to hear from you soon,
10. Remind someone to respond
If you hope to encourage someone to respond to an earlier request or confirm that they've completed a task, consider a reminder email. An example of one may appear like this:
We've limited spots for the Women in Aviation conference because of high demand. Can I still mark you down for two tickets? Please let me know by Friday; otherwise, I'll release your seats to someone else.
Thanks in advance,
Related: How To Address an Email
Other alternatives to “touch base”
While touch-base emails are quick and easy, sometimes the term "touch base" can be considered idiomatic and unprofessional. Here are a few synonymous statements:
"Let's connect on social media."
"Let's schedule a phone conversation."
"Let's set up a video call."
"When are you free to meet in person?"
"Let's make an appointment to talk."
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