There are many instances a person will need to email a stranger. The recipient can be quite picky when it comes to opening and replying to a message. Hence, you must know how to introduce yourself in an email.
It’s essential that the opening should be professional and polished. Thus, every word in the message counts. Thankfully, it’s not difficult. This article provides the best ways to acquaint yourself in an email with a few samples.
Table of Contents
Definition of an Introduction Email
An introduction email is an initial message a person sends to a stranger with personal information about them. Its aim is usually to get a response on an application, strike a business deal, or to get acquainted.
This email determines whether a person will develop a professional relationship with customers and business managers. It says a lot about the sender and has an impact on the person’s career.
How to Introduce Yourself in an Email: Guide With Samples to Copy
A person’s email will determine the lasting impression the recipient will have. Professional emails can put people in a good light. The first message should be brief and precise. To that end, let’s discuss how to introduce yourself in an email with these steps.
Connect Through Mutuals
Before writing an email, the first thing to check is if the sender and receiver have a familiar person. Yes, an individual may not be able to find mutuals all the time but having a shared contact allows the sender to be less of a stranger.
Sometimes, the shared contact may be willing to introduce the sender in their email to the receiver. Moreover, it enables people to acquaint themselves with a more profound sense of connection.
- I noticed Anne Mary in your XXX department is a regular contact we share on LinkedIn. We’ve worked on several projects together.
- I just saw your Facebook page, and I’m surprised you’re also alumni at XXX.
- Cleo Mark encouraged me to reach out to you.
Write a Catchy Subject Line
This depends on if the email will be marked as spam or not. Hence, the sender should write it to perfection. It should be quick, informative, and make the reader curious. Don’t make it too professional and personal.
A good subject line should reflect the content of the email. Otherwise, the addressee will consider it as misleading. Here are some good email subject lines for the introduction to ensure a person’s letter is read.
Job Application
- Claire gave me your mail
- Web developer from Ace reaching out
- Application for sales marketing position referred by Liam
Brilliant Networking Subject Lines
- Lunch is on me
- How’s everything at (the receiver’s workplace)
- Hey Brian, I believe you’ll find this copy enlightening
Product/Services
- Hi Mary, have you heard about our services?
- Hey Susan, how about 40% on basic features?
Information Heading:
A professional email address increases the chances of your email being read.
Ace the Opener
Why should a person read an email if the sender couldn’t put any effort into the greeting? Don’t start the letter with “Hi” or “Hello.” Instead, tailor the salute to the addressee. If it’s formal, the address shouldn’t be casual. Besides, if you’re reaching out in an informal setting, addressing the reader by name will do just fine.
- Dear Ms. Smith
- Dear Mary
- Hello John
Nail the Intro
Here, use precise words to allow them to understand the reason for reaching out. The referral should be mentioned in the reason you’re contacting them. The sender should tell how they know about the company representative email address. Now is not the time for a person to write about their hobbies. The writer should let the intro be relevant to the reader.
Write About the Recipient
After telling them about yourself, continue with who they are. This time a person can write about the receiver’s specific task, mention something they admire about the company or bring up a mutual interest. If it feels necessary, drop a compliment. Personalisation will help to keep them reading.
- I’ve been following your blog since February, and I loved your post on electric cars.
- I’m impressed by the tremendous effort you’ve put into your business.
- Joe suggested I contact you, and he mentioned some of your fantastic marketing skills.
Give Your Reasons for Reaching Out
This is a self-intro email, so it should include how their contact was gotten and the reason for reaching out. If there are links or relevant information that’ll explain the issues for contacting them, state them. The reasons should be presented using a few words. The objective is to let the reader believe the message for just them alone.
- I noticed you’re a gamer, and I’d love to invite you to our game premiere next week.
- Our team reads your book blog, and we’d like you to give a review of our latest book.
- I use your website every day. I’ve seen you’re looking for a web designer and be happy to help you with it.
Add a Clear CTA
Lastly, end with a CTA. While the CTA shouldn’t come off as desperate, the reader should realize a reply is expected. It should be as concise as possible. Plus, it should be about two lines long and include two options that they can choose from to get feedback in return.
- Does Tuesday at 3 pm suit you? It’s my treat!
- I look forward to discussing this with you.
- Please let us know if you need more information.
Round off With Thanks
The closing matters when introducing yourself in an email. Thank the recipient for their time and for merely reading it. Recognize that the reader probably has a busy day but took out time to read it. Include a professional closing and add contact information.
- Thanks for your time
- Best regards
- Sincerely
Proofread
The tips on how to write an email will not matter if it’s full of errors. Before hitting send, check for any spelling or grammatical mistakes. Is it clear who’s writing to the reader? Is the email answering what the company wants? Also, double-check the recipient’s name and address.
Send a Follow-up Email
What if a person sends a business introduction email and doesn’t get a response? The next action would be to send a follow-up email. The reader won’t be able to ignore it, and it may help get a reply that’ll probably bag a new job in 2023. Here are some tips for writing it.
- Send an email with value in a sequence.
- Send a copy that gives solutions to the company’s weaknesses.
- Mention their blog and show that you’re interested in reading it.
- Interact with their social media pages.
- Invite their team to an event.
Some Email Introductions Tips
To ensure their email gets a response when the addressee is sorting through several letters, some tips need to be included to make it polished.
Don’t Use a Stylish Font
Don’t make the self-introduction email appealing with a cursive font or by changing the font’s color. This may likely put the reader off, and it will be marked as spam. The writer should preferably use the popularly accepted Times News Roman font.
Cross-Check Spellings
A grammar error can make a person look unprofessional and ignorant. The content should be free from omissions because it’s unlikely the reader will pass it off as a silly mistake. Besides, it can reduce the chances of getting a response.
By Way of Introduction
The phrase “by way of introduction” is generally misused in email writing. It should only be adopted for introduction of something new to the addressee.
Ensure All Names Are Free From Errors
All the names in the content should be spelled correctly. It will be an issue if the sender misspells the recipient’s name. The reader may conclude it was wrongly addressed and won’t read it at all.
Make the First Line About the Reader
When a person is trying to cold pitch the recipient, they should ensure the first line is more about the reader. The sender should try to find their new prospects, field, challenges, or needs. This will ensure it is read to the last word.
Mention a Common Interest
Revealing a mutual interest is an advantage in nailing the email. People should try to determine if there’s a shared hobby or preference between them and the reader. No doubt, this will give the topic more relevance to the addressee.
Be Subtle in Asking for a Job
An individual shouldn’t outrightly state that they need employment. By doing this, the person may seem pushy. The best way to do this is by acknowledging that the reader is busy but that their response will be appreciated.
Add a Signature in the Introductory Email
The best introductory emails are often signed off with the sender’s name and a suitable closing remark. This gives it authenticity and professionalism. Depending on the tone, a person can sign off with something like, “Kind regards, Tom” or “ Thanks in advance.”
Send a Test Message
A test message allows you to know how to formally introduce yourself via email. It lets the sender email themselves or someone a copy of their message before it goes out to the primary receiver. This enables people to review the content, the layout and check if the spellings are right.
Bcc: Yourself
The Bcc on the email (blind carbon copy) should always include the sender’s address. By doing this, a person has the record of sending it. Also, one can easily refer back to it for follow-up communication.
Include Your Resume
The resume serves as a way the sender can add extra information that can’t be included in the main message. Hence, adding a website, resume, or portfolio with relevant information will ensure the reader finds everything they need in the content.
Samples of Email Introductory Subject Lines
In 2023, an organization may likely receive, on average, about a hundred emails in a day. Thus, the subject line determines whether it’ll be trashed or opened. Here are some examples of how to introduce yourself to a potential employer via email.
- (Name) gave me your contact address
- Referred by (name)
- (Current job position and company) reaching out
- I found you through (social network)
- Inquiring about opportunities
- (Receiver’s name) I believe you’ll find this enlightening
When Introducing Two People
Introducing two people to each other can be difficult because the sender has to give adequate information about the other in a short message. These samples are suitable for the subject line, and they’ll help to let both parties know each other.
- Connecting (name) to (name)
- Introducing (name) – (name)
- (Name) & (name) introduction
How to Write the Introduction Letter With Samples
There are different ways you can introduce yourself in an email. It all depends on the type of message. If it’s casual, the opening doesn’t have to be formal; likewise, if it’s with a referral.
Here are some great samples and what can be learned from them.
Formal Introduction Letter
Subject:
Ann Brown suggested I contact you
Body:
Dear Mr. Jones,
My name is Tony Blake, and I want to use this opportunity to introduce myself as the new Digital Marketer of Rashford firm. I noticed you are the head sales marketer of your company.
I would like to meet you for lunch at timings convenient to discuss some ideas that’ll push your business to a bigger audience. I would call up your office to set an appointment. I look forward to meeting you.
Closing & Signature:
Sincerely,
Tony Blake.
Explanation:
This content drives straight to the point. It’s simple and has no fluff. There’s little room for familiarity in it. Besides, half of the message contains the CTA. Ensure the email is personalized to let the reader flow through. Plus, a standard greeting was issued.
Casual Introduction Letter
Subject:
Want to attend our book launch?
Body:
Hi Gloria,
My name is Trent, and I practice at a content creating firm called XXX. Hope you’re well? I want to tell you more about our new book launch that’s being held this Friday. I noticed we’re on the same book platform, and I thought it would be great to have you attend the event.
Let me know if it’s convenient for you on Friday, and we can create plans to carpool if you want.
Closing & Signature:
Kind regards,
Trent.
Explanation:
Notice the friendly and warm tone that gives the introductory email casual and personal. The sender is writing like an old-time friend of Gloria. There’s no need for last names. Moreover, the content has struck a relationship between both parties and has subtly revealed the sender’s business values.
When Introducing a Third Person
Subject:
Connecting Micheal to Joseph
Body:
Dear Micheal Kurt,
I’m happy to inform you that Joseph Craig, who works in the publishing department, has been promoted to work under your team. I’m convinced that he’ll add another layer of achievement to your quality efforts.
Joseph has worked with responsibility in his role as a publisher. He’ll join your team on Monday, and we’ll be hosting a small promotion party for him in the lobby. All employees are invited.
Closing & Signature:
Amanda Gold,
Director of XXX
Explanation:
Half of this content is spent on letting Micheal learn who Joseph is. It focuses more on the positives and also highlights the qualities they’ll add to each other. This message can be longer than the sample above because it needs every piece of information an individual has about both parties.
Letter With Referral
Subject:
Referred by Mark Anthony
Body:
Dear Ms. Brooks
I am a friend of Mark, who works in your marketing department team. He suggested that I forward my resume to you. Mark and I are alumni at XXX, and we’ve worked on many projects together.
He believes you may be willing to help in my search for a job. I have some ideas in mind to help your corporation XXX convey its goal in a better way.
Closing & Signature:
Best regards,
Tory Lane.
Explanation:
This professional introduction email is a great way to acquaint yourself with a referral. The subject alone will catch the eye of the reader because the individual is not a stranger. Keep it brief and avoid redundant words. The relationship between the writer and the referral should be mentioned. Also, the content highlights the value the sender will add to the business.
Introduction to a New Team
Subject:
XXX digital marketing team
Body:
Hey all,
I’m aware that we’ve been briefly introduced, but I want to take a moment to say an official hi. The effort you’ve put into work this year has been tremendous, and I’m excited to work closely with you all to achieve better in 2023.
I’d love to find the time when we can grab a quick lunch and get to know each other better.
Does Tuesday at 2 pm work for you? It’s on me!
Closing & Signature:
Best,
Clancy Drew.
Explanation:
These are people an individual will be spending most of the day with, so the message has to give the right impression. Even if a person has been formally acquainted, send a message to make it official. Besides, it provides the sender with a level of professionalism and shows eagerness to work.
Introduction to a Hiring Manager
Subject:
Sarah Wilson Candidate for Web developing
Body:
Hello Claire,
I’m pleased to send my CV and cover letter for the position of web developer at XXX. I’m confident that my experience at XXX has equipped me to succeed in this position.
If there are any materials or links, I can provide you to show my fit for this position. Please kindly reach out.
Closing & Signature:
Thanks for your time.
Sincerely,
Sarah Wilson.
Explanation:
The hiring manager will have a lot of mail to read, and messages with invalid introduction emails will be easily overlooked. The topic is concise, and it grabs the receiver’s attention. The sender goes further to ask for a response subtly. Also, the CTA has two options that the receiver can choose from.
Letter to Potential Clients
Subject:
Welcome to XXX law firm, Maria!
Body:
Hi Maria,
Welcome to the law firm! At XXX, we’ve got a lot of exciting cases and goal-driven people. We’re happy to have you as a new member of our firm.
Let us know if you have any questions or complaints in the future, and feel free to reach out at any time.
Closing & Signature:
Regards,
Sam.
Explanation:
The warm tone of the intro renders it friendly. The client is already regarded as a part of the firm. The content highlights the company’s values. Besides, it sets the tone for any further interactions between the client and the employer.
Template for Formal Email
Formal messages are sent to someone a person has no other means of contacting. The receiver doesn’t necessarily have to be a stranger before the writer can send a formal letter. Most times, the purpose of it is to let the recipient and writer get acquainted. Try using this template to write a standard self-introduction email.
(Current job position and company) reaching out
(Formal greeting)
Dear (addressee’s name)
I would like to introduce myself as the (current work role) of (current workplace). I’ve noticed (mention a compliment about the reader). I decided to reach out today because (provide a problem the business has and how you can solve it). I hope to (include a call to action).
Thank you for your time.
Sincerely,
(Contact name)
(Contact information)
Information Heading:
Many recipients prefer a formal email closing.
Frequently Asked Questions
What Things to Say to Introduce Yourself?
Whether it’s in a formal setting or with a referral, there are a ton of things you can say when introducing yourself in an email. Here are some things an individual can write to ease into the email.
- I am a (current role), and many thanks for letting me send you this email.
- I want to introduce myself as the current (mention position)
- I am XXX, and I’m writing this because
- I hope this finds you well. I’m reaching out today because
- My name is, and I work for XXX
- Photographer from XXX reaching out because
- My name is, and I’m a XXX
- My name is, and I’m a fellow alumnus of XXX university
How Do You Politely Introduce Yourself?
You can introduce yourself in an email without coming off as demanding or pompous by either complimenting the addressee or acknowledging that they’re taking part in the addressee’s time. Also, an individual may begin by thanking them for reading the message.
How Do You Write a Creative Self-Introduction?
A creative self-intro is the best tactic to use on how to introduce yourself in an email. Include a common interest and also mention something unique about their social network. Pique their curiosity in the content and apply power words.
Ensure that there are digits amid letters. This will stop a wandering eye. Point out a common problem in their business and suggest a solution. Avoid the use of vague words in an attempt to be creative. Remember, simplicity is key!
Send Better Emails!
Writing the right email may seem complicated, but if mastered correctly, it can build an excellent relationship between both parties and provide people with several opportunities. The sender should always keep the message brief and clear so it doesn’t bore the addressee. Besides, the CTA and introduction email subject line should be catchy.
This article provides individuals with strategic approaches to take when composing an introduction. With it, one can write the best letter that’ll get a response in return.
Are you about to write an email introduction, and you’re not confident about it? Perhaps you’ve written one before, and it didn’t go well? Share your thoughts with us in the comment section below.
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