Step 1: The Ask — How to Get the "Yes"
Your first impression happens in the hiring manager's inbox. A clunky, demanding, or generic email is a fast track to the trash folder. A personalized, respectful, and concise message, however, shows you're a pro who values their time.
The Golden Rule: Ask for Advice, Not a Job
Here's the secret: people love giving advice. Frame your request as a chance to learn from their experience. This is flattering, non-threatening, and makes them far more likely to say yes. You're not asking for a favor; you're asking for their expertise.
Anatomy of a Perfect Request Email:
A Subject Line That Gets Opened:
Keep it short and specific. If you have a mutual connection, lead with that—it's the single best way to get your email read.
Examples: "Coffee Chat Request / Referred by Jane Doe" or "Question about your team's work on Project X"
A Personalized Hook:
Show you've done your homework. Mention a recent project they led, a presentation they gave, or something specific about their career path that impressed you. This proves your interest is genuine.
A Clear (and Non-Threatening) Purpose:
State your goal plainly. Reassure them you're there for information, not to ask for a job.
Example: "As I explore career paths within the company, I was hoping to get your advice on the skills needed for success in your area. To be clear, I'm seeking your insights, not asking for a job."
A Respectful Ask:
Propose a short meeting (15-30 minutes is the sweet spot) and be completely flexible with scheduling. Let them choose the time and place that works for them.
Step 2: The Prep — Do Your Homework
Walking into a coffee chat unprepared is the fastest way to waste a great opportunity. Meticulous prep is the ultimate sign of respect for their time and the key to a memorable conversation.
Do Some Sleuthing:
Go beyond their LinkedIn profile. As an internal candidate, you have access to a goldmine of info. Watch their talks from company town halls, read internal blog posts they've written, and get familiar with their team's recent projects and goals. This level of research allows you to ask smarter, more insightful questions.
Nail Your "Tell Me About Yourself":
The chat will almost certainly start with this question. Don't just list your job history. Craft a compelling 30-second story that covers who you are, a key recent success, and why you're interested in their world. Practice it until it sounds natural and confident.
Prepare Smart Questions:
This is the main event. Your questions show your curiosity and business savvy. Brainstorm 8-10 open-ended questions, knowing you'll only have time for about four or five. Avoid anything you could have Googled. The best questions invite them to share their unique perspective and experiences.
Step 3: The Chat — Making a Great Impression
This is your moment to shine. From your timeliness to your body language, every detail counts.
The Logistics:
Be on Time (Which Means Early):
Arrive 5-10 minutes early for an in-person meeting. This gives you time to grab your own drink and avoid any awkwardness over who pays. (Hint: As the person who asked, you should always offer to pay). For a virtual chat, log on 2-3 minutes ahead of time.
Dress the Part:
Stick to your company's dress code, but when in doubt, it's better to be slightly overdressed.
Silence Your Phone:
Don't just put it on vibrate—turn it off and put it away. Giving them your undivided attention is crucial.
The Conversation Flow:
The Opener (First 5 Mins):
Start with a warm thank you. Break the ice with a little small talk before smoothly delivering your 30-second intro to set the stage.
The Core Discussion (Next 20 Mins):
This is where you ask your thoughtful questions. Follow the 70/30 rule: they should be talking about 70% of the time. Practice active listening—nod, maintain eye contact, and ask follow-up questions to show you're engaged. Taking a few notes is a great way to show you value their insights.
The Graceful Exit (Last 5 Mins):
Respect their schedule by being the one to watch the clock. As you approach the end time, start wrapping up. Thank them again and ask the "golden question": "Based on our conversation, is there anyone else you'd recommend I speak with?". This is a brilliant way to expand your network.
Step 4: The Follow-Up — Turning a Chat into a Connection
The coffee chat isn't over when you leave the cafe. A thoughtful follow-up solidifies the great impression you just made.
Send a Thank-You Note (Within 24 Hours):
This is non-negotiable. A prompt email keeps the conversation fresh in their mind.
Make It Specific:
Don't just say "Thanks for your time." Mention a specific piece of advice or an insight you found particularly helpful. This proves you were listening and makes your note memorable.
Stay on Their Radar (Without Being Annoying):
The goal is to build a long-term professional relationship. A few months later, you could send a brief, value-driven update. For example, share an article you think they'd find interesting or let them know how you acted on their advice.
By treating the internal coffee chat with the seriousness it deserves, you're not just exploring a potential job. You're investing in your career, building your professional brand, and actively shaping your future within the company. Now go schedule that coffee!
