It is easy to overlook the importance of a good email introduction. After all, we send out and receive many emails in a day. However, writing good email introductions can jumpstart good relationships with clients, customers, and partners. This is why it’s essential to master the art of writing emails and introducing yourself and other people through emails.
You send an introduction email to someone you do not know whom you wish to work with. It usually includes a greeting, a few things about yourself, what you do, and how you could be reached. Of course, you can only expect some people to respond to introduction emails. Still, you can increase your chances by writing attention-grabbing emails.
Perhaps, you’ve experienced getting intrigued by an email because of its attention-grabbing subject line. Needless to say, a good subject line is your proverbial foot in the door. Use at least one word to catch their attention, but remain professional. Using subject lines or any words in the email that are too informal can be misinterpreted or misunderstood, and you might risk offending or turning your recipients off.
More formal subject lines may sound like this:
- A quick hello
- Introduction from [name] of [name of company]
- A request to chat
If you want to lean towards being informal but want to remain professional, you may try the following:
- I’m curious about what working with [company name] is like
- I saw that you’re hiring a [name of position]
Take the time to learn the name of the person you are sending the email to address them adequately. Generic emails that start with “hello” or “hi there!” may sound impersonal. Make sure to also tailor your salutation to the industry of the person you’re talking to. For example, if you are talking to someone in business or finance, go with “Dear [name of person]” to sound professional and a bit formal. For more relaxed industries such as advertising, fashion, or art, “Hi [name of person]” will do.
In the body of your email, include all the necessary information without being too wordy. Here are the things that you need to have:
- Who are you? Briefly introduce yourself. No need to say so much. All you need to say at this point is something like, “I’m [your name], a [job title] from [company name].”
- How did you get this person’s email address? Mention how you got their email address, so they don’t have to wonder and find your email random or suspect.
- Do you know this person? If you’ve already met the person, mention to them, “We’ve met at the job fair at [name of event].” Otherwise, you can skip this part.
- What is your purpose? Tell them in a few words why you are writing. This part of the email should be related to and reflective of your subject line.
A sign-off is as essential s the greeting. Make sure you close your email well by carefully choosing how you sign off. Avoid using sign-offs such as “Take to you later, [your name]” or something too informal like “Toodles, [your name]” Good sign-offs can be as simple as:
- Regards, [your name]
- Best, [your name]
- Sincerely, [your name]
- Looking forward to speaking with you, [your name]
Take note to also put a clear call-to-action by the end of your email.
- Let me know what you think of the sample articles.
- Please let me know the best time to have a chat about this. You may also set a scheduled meeting time using this link [insert the link].
Here’s an example of a brief and straightforward email introduction to a hiring manager.
My name is Amanda, and I am a Copywriter for ABC Corporation. I found your email address on the open marketing position posting on Indeed. I wanted to get in touch with you to know more about the position. Please let me know how I may apply.
Keep the following in mind when introducing two people through emails.
Ensure that you ask for permission from both parties — in separate emails — before introducing them to each other. This ensures that both parties want to be connected to each other.
The subject line should reflect the purpose of the email. Briefly signify that you are sending an email introduction for two people by using signs like a slash or an “x.” For example, “Seth (XYZ Corporation) / Amanda (ABC Corporation)”
After writing a simple opening line such as “Hope all is well with you,”
Proceed with the introduction. Start by introducing the person who asked for it. Tell them their name, how you know them, a few nice things about them, and what you have in common. You may use the same format when introducing the second person.
Provide enough context for the introduction so they know what to expect and how they can take it from there. After which, you may excuse yourself and leave them to talk among themselves.
Subject line: Seth (XYZ Corporation) / Amanda (ABC Corporation)
I’d like you to meet Amanda. We work together. She is a senior copy editor at ABC Corp. She is responsible for the great content of the company website.
Amanda, meet Seth. He is a digital marketer at XYZ and will join us on the marketing team.
Seth will help us with our content marketing strategy. I would love for you to talk and get to know each other since you will be working extensively.
I’ll let you two take it from here.
Knowing what to say and how to say it in your email introduction can spell the success of future conversations with a hiring manager, a potential client, or an interested customer.