How to introduce yourself in an email

When you’re first making contact with someone for business reasons via email, it is courteous to introduce yourself properly. Following some general tips can help you write an effective introduction email.

Here, we will go over how to introduce yourself in an email so that you can make a good impression and have the greatest chance of success.

We will also look at some business email introduction examples that you can use and modify to suit your needs.

The importance of sending an introduction email

It is always polite to make an introduction when you are getting in touch with someone for the first time.

Even if you have already met the person at a recent event or conference, a greeting message can serve as a reminder. An introductory email helps you start on the right foot with the person you are contacting, setting the tone for future interactions.

Therefore, it is important to take some time to craft an introductory email that is both courteous and professional. In doing so, you are more likely to have a positive impact and establish a good rapport with the recipient from the start.

Include a brief statement of who you are and why you are contacting the person, but without going into too much detail. This will help the recipient understand the purpose of the email and, if done right, encourage them to open it.

State details such as:

• your name
• your job title
• the company you work for
• and/or the date and time of an event

Adding one or more of these bits of information to the header will allow the recipient to identify both you and the subject of your email before even reading it.

Introduction email subject line examples

How to write an introduction email

When making an email introduction to someone, it is important to keep your message short and to the point. Writing a long and rambling text can be overwhelming for the recipient, who in many cases won’t already know who you are.

Start with common email greetings like “Hello,” “Good morning,” “Greetings,” or “Hi.” Then, state your name and the reason for your email in a few brief sentences.

When you are emailing someone for the first time, it is also nice to include a brief explanation of how you know the person or how you came to have their email address. For example, you might say “I was given your contact information by a mutual friend,” or “I saw your talk at the conference last month and wanted to reach out.”

Tip: If you have any mutual connections, be sure to mention it even if that person didn’t share the contact details of the recipient with you. This will help to establish a sense of trust and rapport with the target of your email from the start.
When sending a greeting on behalf of someone else, be sure to include that information in your message.

It’s also beneficial to include some additional details about who you are to provide some more background. To give them some more context, state information such as your position, company, and/or website, especially if it wasn’t already included in the subject line.

Always end with a courteous close such as “Thank you for your time,” “I look forward to hearing from you,” or “Kind regards”.

Introduction email samples

Introducing myself – [Your Name]

A Warm Introduction from [Your Name]

Greetings from [Your Company]

Your contact at [Company Name]: [Your Name]

Asking for information: [Your Name] from [Your Company]

Meeting request: [time and date] with [Your Name]

A mutual connection suggested I get in touch

Request for a [timeframe] call to discuss [topic of conversation]

Introduction email good practices

Several pieces of advice are worth following when you’re reaching out to someone for business purposes. These tips will help your message achieve its purpose.

• Use a template – while it’s important to personalize each email, having a go-to introductory message can be a time saver if you have a lot of prospects to contact.
• Come up with a clear and concise subject line that reflects the purpose of your email – your name, company, and/or a brief reason for the message are all appropriate here (see the dedicated section above on titling your introduction email for more information).
• Start with a courteous greeting – addressing the recipient by name is always a good way to get a professional relationship off on the right track
• Introduce yourself in the first sentence or two – include your name, job title, and company (as applicable).
• Explain why you’re reaching out – try to focus on how your message will benefit the recipient and their business interests.
• Keep the self-introduction short and to the point – long emails are often ignored or not fully read.
• Use proper grammar and spelling – remember to proofread your email before sending it.
• Keep a business tone throughout – whether you’re in a formal setting or trying to establish a more casual rapport, it’s important to write a professional email.
• Be polite and humble – nobody likes arrogance so try to come across as someone interested in building a relationship rather than just looking for business opportunities for themselves or their company.
• If you can, find some common ground to bond over – that could be an event or conference attended, or even something non-business related like a shared love of sport, music, or books.
• End with a call to action – whether it’s arranging a meeting, responding to your request, or simply acknowledging receipt of the message, don’t forget to say what you want the recipient to do after reading your email.
• Include your contact information – make it easy for the recipient to get in touch with you by including your email address, phone number, and/or social media links.
• End with a courteous sign-off.

Summary

An introduction email is often the first point of contact you have with a prospective client, collaborator, or business partner. This can be the initial step towards building a professional relationship with them, so it’s important to get this greeting message right to make a good first impression.

Following the tips and examples provided in this article will help you write a professional introduction email that stands out in the recipient’s inbox, establishes respect, and has a good chance of achieving its purpose.

Take the time to craft a well-written self-introduction email sample to use for future business relationships and you’ll be one step ahead of the competition.