While email marketing is far from obsolete, getting the recipient’s attention can be challenging. If you’re competing against other businesses that use email as a primary marketing channel, your introduction will have to stand out – otherwise, you risk being overlooked.
Here is a comprehensive guide on writing a winning introductory email and a few examples to help get you started.
If you’re selling a high-quality product or service and already have a decent following, you may think an introductory email is unnecessary. However, you can’t just reach out to a potential client you’ve never met before.
You can establish an immediate connection and develop rapport with a professional introduction email. You might also need to write an effective email introduction to get to know a new team member, tell a prospect about your business, or pitch a partnership with another company.
While there are no hard rules for introducing yourself in an email, these tips can help.
Your subject line should be eye-catching, specific, and straightforward. It should be short and indicate exactly what your email is about.
Instead of the generic greeting you’d typically see in cold emails, make yours more personal by addressing someone specific. If you have a mutual connection, don’t hesitate to mention them. You aren’t bragging – you’re letting them know you already have an affinity to or relationship with their business, however indirect.
Most recipients tend to skim emails rather than read them, so don’t want to ramble. Keep things short and sweet while making your purpose for writing your email clear.
While you want potential clients to be interested in you, mentioning something about them can spark deeper interest. Express admiration for their work or organization, or refer to something they’ve achieved or launched in the past.
Clients don’t like being told what to do, especially when you’re meeting them for the first time. As such, making suggestions instead of demands can be more encouraging to a prospect.
For example, “I was wondering if I could gather your thoughts on our new product” comes off as friendlier than “Please leave a review about our new product.”
When writing a self-introduction email, you have to consider more than just its content. Other things you’ll have to keep in mind are:
While it may be tempting to choose a new and unusual font, use something readable like Arial or Helvetica. Pick a size that is legible but not too big or small – 12 is the gold standard.
Depending on whom you’re addressing, your greeting can be either formal or casual. If you’re introducing yourself to someone you don’t know, use formal language. You’ll have more room to be casual with someone you already share a connection with.
Keep your outline simple. Write a few lines introducing yourself, follow up with your request, and then end your letter with a professional sign-off.
Always thank your recipient for their time and acknowledge that you are aware of their potentially busy schedule. Use a professional closing like “Sincerely,”, “Warm regards,”, or “Best.”
Make it easy for a prospect to get in touch with you. Include all your contact information in your signature. You can also strengthen brand awareness by personalizing it with your logo or brand colors.
Sending an email with multiple spelling errors or typos can make you look unprofessional. Make a good impression by reviewing your email before hitting send.
There are many acceptable ways to introduce yourself in an email. If you want to go the formal route, consider these phrases:
Alternatively, you can include a short reason for why you’re reaching out. For example:
Ultimately, your opening line will depend on the reason for your email. For instance, an employee introduction email will likely sound different from a product introduction email.
While writing a subject line may seem simple, you’ll have to put a bit more thought into it than you might anticipate. After all, email recipients refer to a subject line to get an idea of what your letter is about.
Good subject lines are short, straight to the point, and enticing. Here are a few samples you can consider for your introduction email subject line:
Depending on what type of email you’re writing, you can use templates for introductory business emails.
When crafting your casual greeting, keep it conversational. Address your recipient by their first name and sign off with something more personal or easygoing.
Hi there [Name]!
My name is [Name] and I’m a [role] at [company name]. I’m hoping you are well! If you have the time, I’d love to tell you about one of our new products. Let me know if you’re interested and what your schedule is like.
If you’re writing to someone in traditionally formal or conservative industries, stay professional. Address them with a title such as Mr. or Ms. and refrain from using language that is too conversational.
Greetings Mr./Ms. [Name],
My name is [Name] with the company [company name] and I wanted to take this opportunity to reach out about a new product launch. I’m looking forward to scheduling a conversation at your convenience.
Writing to someone through a referral is one of the best ways to get an “in” with a specific business. Mention your connection to them and any previous work you have collaborated on together. Then, make your purpose for the referral clear.
Dear Mr./Ms. [Name],
My name is [Name] and I work with [mutual connection], who referred me to you for a business opportunity. [Mutual connection] and I have collaborated on multiple projects together and suggested that you might be willing to assist me with something I am working on. Are you interested in discussing this?
Thank you for your time.
When reaching out to potential business partners for a contract or collaboration, your email should be concise and provide details about your project. Use a formal greeting, and encourage potential clients to follow up or contact you at a later date.
This is [Name] with [company name], and I am reaching out because I think you’d make an excellent external partner for our sales and marketing needs. I would love to schedule a meeting to learn more about your products and services. Please feel free to reach out anytime.
Establishing a connection with a colleague can be advantageous when it comes to climbing your career ladder, so you want to make a good impression. Initially, be formal until you get to know your colleague better.
My name is [Name] and I am the new [role] at [company name]. I am looking forward to starting my new role and would love to sit down for an opportunity to get to know the business better. Please feel free to reach out and arrange a meeting.
Sending a personal introduction email to your team as a new hire is relatively common – it is typically the first step toward creating rapport with the people you’ll be working with.
You might send an employee introduction email to your immediate team, directorate, or an even larger group. In the latter case, keep the details light.
My name is [Name] and I am happy to be the new [role] at [company name]. I wanted to take this opportunity to introduce myself and am looking forward to collaborating with you all. Please feel free to contact me if you want to have a chat!
Unlike a new employee self-introduction email, an email to your immediate team should include more details about your role and what you expect from it. You may have a little room to be more casual, but don’t compromise your professional relationship off the bat by being too aloof.
My name is [Name], the new [role] at [company name]. I wanted to take this opportunity to introduce myself and let you know how much I am looking forward to working with you all. I’d love to get started on the right foot, so please don’t hesitate to reach out and set up a meeting to discuss roles and expectations.
Companies likely get dozens or hundreds of job applications a day. If you want to stand out, you’ll have to be concise yet engaging. Include in the subject line the role you’re applying for, and don’t forget to attach your resume and portfolio.
Dear Mr./Ms. [Name],
My name is [Name] and I am writing to you about the [role] role at [company name]. I am an avid fan of your work at [company name] and would love to potentially become a part of your team. I’ve attached my resume and portfolio for your viewing and hope that you might consider me for this role.
If you’re doing market research, you might send an information request email to gather data for your business. With this type of email, use a proper greeting and keep your language relatively formal. Make sure your intentions are clear and be as straightforward as possible.
My name is [Name] and I am a [role] at [company name]. I am reaching out to learn more about your business and tell you how we might be able to provide solutions to improve your operations. Please don’t hesitate to reach out if you have any questions.
When introducing yourself in a professional email, make sure to use an informative subject line to prime your recipient regarding what your email is about. Personalize your email by addressing your recipient directly and explaining why you are reaching out.
If possible, mention a mutual contact – doing so can help you establish a connection. Always end your email with a word of thanks and a clear call to action. Finally, proofread your email to avoid typos and misspellings.
No. Introducing yourself in an email can help you establish a more personal connection with your recipient and stay top of mind. In some cases, it might encourage decision-makers to do business with you, as you took the time to develop rapport.
If you’re writing to a business you’ve already collaborated with, sending an email can make it easier to contact you or request additional information.
You can introduce a friend or colleague via email. Include information such as your business relationship with them, their role or interest in your prospect, their contact information, and how they can reach out to you for further questions.
Contrary to popular belief, professional cold emails don’t have to be boring. Done the right way, they can be personal, persuading, and maybe even help you secure business with a new prospect. Always keep in mind who you’re writing to, be concise, and express your thanks at the end of your email. Want to make the most out of your email efforts? Explore our blog to learn more about how revenue intelligence can benefit your business.