Stop fumbling with awkward phone calls and confusing text messages. Email remains the most professional and efficient way to share contact information, whether you’re connecting new team members with key stakeholders, introducing business partners, or simply ensuring everyone has the right numbers before an important meeting.
The beauty of email contact sharing lies in its documentation trail and clarity. Unlike verbal exchanges where details get lost or misheard, email creates a permanent record that recipients can reference anytime. Plus, you can include multiple contact methods, context about when to use each one, and even brief introductions that make future communications smoother.
Smart professionals know that how you share contact details can set the tone for entire business relationships, making this seemingly simple task more strategic than most people realize.
Sample Emails Giving Contact Details
These carefully crafted templates will help you share contact information professionally and effectively in various business and personal situations. Each example demonstrates different approaches and contexts where contact sharing becomes essential.
1. New Team Member Introduction
Subject: Welcome Sarah Johnson – Key Contact Information
Hi team,
I’m excited to introduce Sarah Johnson, who joined us today as our new Marketing Director. Sarah brings eight years of digital marketing experience from her previous role at TechFlow Solutions.
Here are Sarah’s contact details for your records: – Office: (555) 234-5678 – Mobile: (555) 987-6543 – Email: sarah.johnson@company.com – Slack: @sarah.johnson
Sarah will be working closely with the sales and product teams on our upcoming campaign launches. Please reach out to her directly for any marketing-related questions or collaboration opportunities.
Best regards,
[Your name and designation]
2. Client Handover Communication
Subject: Your New Account Manager – Contact Details Inside
Dear Mr. Peterson,
I hope this email finds you well. As discussed in our previous conversation, I’ll be transitioning your account to our senior account manager, Maria Rodriguez, who will provide even more specialized support for your growing needs.
Maria’s contact information: – Direct line: (555) 345-6789 – Email: maria.rodriguez@company.com – LinkedIn: linkedin.com/in/mariarodriguez
Maria has been briefed on all your current projects and will be reaching out to schedule an introductory call within the next two days. She’s available Monday through Friday, 8 AM to 6 PM EST.
Thank you for your continued trust in our services.
Sincerely,
[Insert sender’s name and role]
3. Emergency Contact Update
Subject: Updated Emergency Contacts – Please Save These Numbers
Hello everyone,
Following recent staffing changes, we need to update our emergency contact directory. Please save these numbers in your phones and update any existing contacts.
Primary Emergency Contacts: – Security Desk: (555) 111-2222 (24/7) – Facilities Manager (Tom Wilson): (555) 333-4444 – IT Emergency Line: (555) 555-6666 – HR After Hours (Lisa Chen): (555) 777-8888
These contacts should only be used for genuine emergencies outside normal business hours. For non-urgent matters, please use regular office numbers during business hours.
Stay safe,
[Sender’s name and designation]
4. Vendor Introduction Email
Subject: Introducing Our New IT Support Partner – DataFix Solutions
Dear team,
We’ve partnered with DataFix Solutions to enhance our IT support capabilities. They’ll be handling Level 2 and Level 3 technical issues starting Monday.
Your primary DataFix contacts: – Support Hotline: (555) 888-9999 – Project Manager (Alex Thompson): alex.thompson@datafix.com – Emergency Support: (555) 999-0000 (after hours only)
For routine IT requests, continue using our internal helpdesk. DataFix will handle complex server issues, network problems, and software installations that require specialized expertise.
The transition should be seamless, but please don’t hesitate to reach out if you have questions.
Best,
[Your name and designation]
5. Conference Coordination Contact List
Subject: National Sales Conference – Key Coordinator Contacts
Hi Sales Team,
Our annual conference is just two weeks away! Here are the key coordinator contacts you’ll need for a smooth experience:
Event Coordination: – Main Event Line: (555) 200-3000 – Registration Issues (Jenny Park): jenny.park@events.com – Hotel Reservations (Mike Davis): (555) 400-5000 ext. 225 – Transportation (Carol White): carol.white@transport.com
Technical Support: – A/V Equipment (Steve Martinez): (555) 600-7000 – WiFi/Internet Issues: (555) 800-9000
Please save these numbers in your phones before traveling. The main event line will be staffed from 6 AM to 10 PM during conference days.
Looking forward to seeing everyone there!
[Insert sender’s name and role]
6. Freelancer Contact Information
Subject: Freelance Graphic Designer Contact – Jessica Liu
Hi Marketing Team,
Jessica Liu will be supporting our design needs for the next three months while we search for a permanent designer. She comes highly recommended and has worked with several companies in our industry.
Jessica’s contact details: – Email: jessica.liu.design@gmail.com – Phone: (555) 250-4000 – Portfolio: jessicaliu.design – Preferred communication: Email (responds within 4 hours)
Please include her on all design-related projects and briefs. She’s available Monday through Thursday and prefers receiving project details via email with follow-up calls for complex requests.
Thanks,
[Sender’s name and designation]
7. Medical Emergency Contact Update
Subject: Important: Updated Medical Emergency Contacts
Dear Staff,
We’ve updated our medical emergency contact list following Dr. Peterson’s retirement. Please update your records with these new contacts:
Primary Medical Contacts: – Company Nurse (Linda Foster): (555) 444-5555 – Occupational Health (Dr. Sarah Kim): (555) 666-7777 – Emergency Medical Services: 911 – Nearest Hospital (St. Mary’s): (555) 888-1111
Linda Foster is available Monday-Friday, 9 AM-5 PM. For after-hours medical concerns, contact Dr. Kim’s answering service, which will page her for urgent matters.
Please keep this information easily accessible.
Best regards,
[Your name and designation]
8. International Office Contact Sharing
Subject: London Office Contacts – Your UK Team
Hello US Team,
As we expand collaboration with our London office, here are your key UK contacts for different departments:
London Office Main: +44 20 7123 4567
Department Contacts: – Operations (James Wilson): +44 20 7123 4568 – Sales (Emma Thompson): +44 20 7123 4569 – Technical (David Brown): +44 20 7123 4570
Remember the time difference – London is 5 hours ahead of EST. The UK team is generally available 9 AM-6 PM GMT, which corresponds to 4 AM-1 PM EST.
For urgent matters outside these hours, use the main office line which has an answering service.
Cheers,
[Insert sender’s name and role]
9. Temporary Coverage Contact Information
Subject: Temporary Coverage While I’m Away – Contact Details
Hi team,
I’ll be out of the office from March 15-29 for a family matter. During my absence, please contact these team members for different needs:
Coverage Contacts: – Budget questions: Rachel Green (rachel.green@company.com) – Client issues: Mark Johnson ((555) 300-4000) – Project approvals: Director Lisa Park ((555) 500-6000) – Urgent matters only: My mobile (555) 700-8000
I’ll have limited email access but will check messages daily. For immediate responses, please contact the appropriate coverage person first.
I’ll be back in the office on March 30th.
Thanks for your understanding,
[Sender’s name and designation]
10. New Office Location Contact Update
Subject: We’ve Moved! New Office Contact Information
Dear Valued Clients,
We’re excited to announce that we’ve moved to our new, larger office space! Here are our updated contact details:
New Address: Phoenix Marketing Solutions 1234 Business Boulevard, Suite 500 Phoenix, AZ 85001
Phone Numbers (unchanged): – Main Line: (555) 123-4567 – Customer Service: (555) 123-4568 – Billing Department: (555) 123-4569
Our email addresses and website remain the same. The new office features better parking, conference facilities, and improved accessibility.
We look forward to welcoming you to our new location!
Warm regards,
[Your name and designation]
11. Project Team Contact Directory
Subject: Phoenix Project Team – Complete Contact Directory
Project Phoenix Team,
Here’s our complete team contact directory for easy reference during the project:
Project Leadership: – Project Manager (Susan Lee): susan.lee@company.com | (555) 100-2000 – Technical Lead (Robert Kim): robert.kim@company.com | (555) 100-2001
Development Team: – Frontend (Maya Patel): maya.patel@company.com – Backend (Chris Wong): chris.wong@company.com – QA Lead (Amanda Rivera): amanda.rivera@company.com
Business Stakeholders: – Product Owner (Michael Torres): michael.torres@company.com | (555) 100-2005
Please save these contacts and use the appropriate person for specific questions. Our daily standups are at 10 AM via conference line (555) 100-1000, passcode 1234.
Let’s make this project a success!
[Insert sender’s name and role]
12. Customer Service Escalation Contacts
Subject: Customer Service Escalation Contacts – For Immediate Use
Customer Service Team,
Here are the updated escalation contacts for different types of customer issues:
Level 1 Issues (Technical): – Help Desk: (555) 400-5000 – Email: helpdesk@company.com
Level 2 Issues (Billing/Account): – Supervisor Janet Davis: (555) 400-5001 – Email: janet.davis@company.com
Level 3 Issues (Management): – Customer Service Manager: (555) 400-5002 – Director of Customer Experience: (555) 400-5003
Use these escalation paths only when standard procedures don’t resolve customer concerns. Document all escalations in our tracking system before transferring calls.
Thank you for maintaining our high service standards.
[Sender’s name and designation]
13. Board Meeting Contact Information
Subject: Board Meeting Contacts – Save These Numbers
Board Members and Key Staff,
For our upcoming quarterly board meeting on April 15th, please save these important contacts:
Meeting Coordination: – Executive Assistant (Patricia Wong): (555) 900-1000 – AV Support (Technical Team): (555) 900-2000 – Catering Questions: (555) 900-3000
Remote Access Support: – Video Conference Line: (555) 900-4000 – Conference ID: 123456789 – Technical Helpline: (555) 900-5000
The meeting starts at 9 AM sharp. Remote participants should dial in by 8:55 AM for audio checks. Patricia will send detailed agendas and materials 48 hours before the meeting.
Best regards,
[Your name and designation]
14. Supply Chain Contact Update
Subject: Updated Supplier Contact Information – Action Required
Procurement Team,
We’ve updated our supplier contact database. Please update your records with these critical contacts:
Primary Suppliers: – Office Supplies (Global Supply Co.): orders@globalsupply.com | (555) 800-1000 – IT Equipment (Tech Source): purchasing@techsource.com | (555) 800-2000 – Facilities Maintenance (ServicePro): service@servicepro.com | (555) 800-3000
Emergency Contacts: – After-hours IT Support: (555) 800-2001 – Emergency Repairs: (555) 800-3001
All suppliers have been notified of our updated purchasing procedures. Please route all orders through these primary contacts to maintain our negotiated rates and service levels.
Questions? Contact me directly.
[Insert sender’s name and role]
15. Crisis Management Contact Tree
Subject: Crisis Management Contacts – For Emergency Use Only
Leadership Team,
Here’s our updated crisis management contact tree. Please keep this information secure and accessible:
Tier 1 – Immediate Response: – CEO Emergency Line: (555) 000-0001 – COO Crisis Line: (555) 000-0002 – Legal Counsel: (555) 000-0003
Tier 2 – Communications: – PR Manager: (555) 000-0004 – Internal Communications: (555) 000-0005
External Contacts: – Corporate Attorney: (555) 000-0006 – Insurance Company: (555) 000-0007 – Media Relations Firm: (555) 000-0008
These contacts should only be used during genuine business crises. The CEO emergency line is monitored 24/7 and will activate our crisis response protocol.
Hope we never need these, but preparation matters.
[Sender’s name and designation]
Conclusion
Contact information sharing through email creates clear communication channels that benefit everyone involved. These templates demonstrate how professional contact sharing goes beyond simply listing phone numbers and email addresses.
The most effective contact-sharing emails provide context about when and how to use different contact methods, include relevant background information about new contacts, and establish clear expectations for response times and availability. They also consider the recipient’s perspective, organizing information in ways that make it easy to save and reference later.
Whether you’re introducing team members, updating emergency contacts, or coordinating complex projects, these email templates provide the foundation for clear, professional communication. Adapt them to match your organization’s tone and specific needs, but always prioritize clarity and completeness over brevity.
Well-crafted contact sharing emails eliminate confusion, reduce back-and-forth communications, and help build stronger professional relationships from the very first interaction.