Emails remain the most common form of communication in the business and corporate world and as such many professionals receive countless emails every single day. Most professionals have a full schedule and in order to capture the interest of your recipients, you need to write a clear and informative introduction of yourself.
A good introduction via email is just as good as a real-life first impression. It is therefore imperative that you observe proper email etiquette especially if the distance is a barrier and email is the primary means of communication with coworkers and clients.
A well-executed introduction paves the way for seamless future communications and collaborations. it is important that you get directly to the point if you want to engage your recipient.In this article, we will be analyzing how to write the perfect introduction email.
What is a Professional Introduction Email
A personal introduction email is a message send to other individuals that have never made your acquaintance, providing them with information about who you are. The primary purpose of an introduction email is to request. Requests can range from job applications to advise or sales. It is therefore important that the introduction email capture the attention of the recipient.
An introduction serves as your virtual first impression. It should create a lasting impression in the mind of your recipients so as to increase your chances of further collaboration or communications. A well-crafted introduction email will not only create a lasting impression on the mind of your recipient, but it will also ensure that the recipients reach out to further communicate with you and seek possible collaborations.
In an office setting, as with the basic forms of communication, introductions take three forms;
- Verbal introduction during an interview.
- Written introduction letter.
- Email introduction.
For the purposes of this article, we will focus on email introductions. email introductions are typically sent to prospective clients and co-workers introducing yourself to them as well as how you may collaborate with them. However, based on your intended form of collaboration, your email introduction should take on an appropriate form.
How to Write a Self-Introduction
Writing a self-introduction email is a quite straightforward task provided you know just what elements to incorporate in your email. Will be providing you with a step-by-step guideline on how to write the perfect self-introduction email.
Write a killer subject line
The first thing to do is to write a subject line that contains concise preview into the content of your email.
The subject line is the first thing the recipient will see; hence the quality of the subject line goes a long way to grab the recipient’s attention. However, it is important not to use spam subject lines. Rather stick to concrete information the details the content of your email.
Example of a great subject is:
Subject: Roman Jenkins introduction.
Use a formal greeting
Follow your concise subject line with a formal greeting. A formal greeting is crucial when it comes to professionally introducing yourself in an e-mail. Formality plays an important role in providing a neutral way to say hello without assuming the receptiveness of your recipient. In today’s world of casual communication and instant messaging, it has not lost its place in the corporate world.
Example of a formal greeting:
Dear Mr. Stevenson,
Name drop your connections
If you got the email address of your recipient through a mutual contact, mention the mutual contact. If you are making contact for the first time through a colleague or mutual friend, it is important to mention the mutual friend or colleague. When you name-drop your connections, it serves as an icebreaker and improves the recipients’ receptiveness.
You can mention your connection like this;
I was asked to reach out to you by Catherine Jenkins, a mutual friend who works with the United nations.
Write a short, concise body
Give a detailed description of yourself, and what you have to offer. Remember to keep it as short as possible. Once you have written the subject line and used a formal greeting, go straight to telling the recipient relevant information about yourself. It will help the recipient spend a shorter but more efficient time reading the email and reduce your chance of getting ignored.
A good example of a concise body looks like this;
Catherine and I have worked closely together on quite a few projects and she informed me that you could use someone with my skills. I am a professional video graphics creator, and I am confident I can offer my skills to your company.
My contact information is attached if you would like to discuss further.
Write a professional closing
Once you have briefly introduced yourself and stated what you have to offer, you should conclude the email with a professional closing. This will communicate your professionalism and solidify your message in the recipient’s mind.
Example of a professional closing
I look forward to further communications with you.
Types of Email Introductions (with Sample Letters)
Your email introduction should focus on the intent and purposes of introducing yourself to the recipient. If your intention is to pitch sales to the recipient or to seek a job opportunity with the recipient, your email introduction needs to reflect this for clarity and directness.
There are nine forms of email introductions you can employ, based on the context for which you are making contact.
Formal self-introduction email
A formal introduction is straight to the point and official. The subject address and tone of the introduction should remain formal.
Here is an Example;
Subject: Introduction from Patrick Everson.
Dear Mr. Bower,
My name is Patrick Everson, and I am the medical director of palm springs diagnostics. My Hospital provides cooperate healthcare for the staff of major cooperation such as your organization. You can reach me anytime via email for further communication.
Casual self-introduction email
A casual introduction is a bit more engaging and interactive. Your casual introduction should seek to connect with the recipient on a personal level. You can do this by inquiring about their welfare or other endearing inquiries.
Here is an example:
My name is Sandra and I work for an online recruiting firm called STYLUS recruiting. Hope you are well. If you are interested, I would love to introduce you to our exciting opportunities.
A self-introduction email introduces you, the sender to the recipients on a personal level, acquainting the recipient with the sender as well as opportunities for collaborations or purchases.
Here’s a sample;
Subject: Introduction from Charles Godfrey.
Dear Miss Anderson,
My name is Charles Godfrey and I am a remote web developer. I have extensive experience workng with various organizations such as yours and I am reaching out to relevant individuals such as yourself who could use a professional with my skills.
Self-introduction with a Referral
An introduction with the referral must start with the name of the referee in question. This will immediately stand out and the mind of the recipient, opening them up for whatever message you are trying to pass.
Here’s an example below:
Subject: Referral from Global Logistics
Dear Mr. Harris,
I am a client of Global Logistics who has encouraged me to contact you with information about my services. I have worked closely with Global logistics on several projects and you were recommended as a good addition to my client list.
Email Introducing Someone Else
An email introducing someone else is sent to the recipient not by the party being introduced, but by a mutual acquaintance of both parties. The aim of the email is to breach a relationship between both parties for future engagements or collaborations.
Here is a sample below:
Subject: Introduction: Catherine – Joshua
I hope this finds you well. I’m reaching out to introduce my good friend and colleague Joshua Michaelson, who recently joined our company and will be taking over communications for the DBW cooperation.
Self-introduction in job application email
A job application email is meant to introduce you to the recipients while applying for an open position with the recipient’s company.
Here’s a sample:
Subject: Application for the post of acquisitions manager
Dear Mrs. Smith,
My name is Brandon Jacobs and I would like to apply for the post of acquisitions manager in your organization. Find attached my resume which will provide you with detailed information of my experience and skills. I have no doubt that if selected for the position, I will prove to be an invaluable member of your team.
Self-introduction in open position inquiry
The purpose of an open position inquiry email is to enquire as to the availability of any open positions within the recipient organization.
Here’s an example:
Subject: Inquiry about available sales positions.
Dear Mr. Swanson,
My name is Jocelyn Jackson and I have extensive sales experience working for global corporations. I am reaching out to enquire about the open positions in your company as I feel that I will be a great fit for your company.
My resume and contact information is attached, I look forward to your response.
Self-introduction in information request
An email introduction requesting information should contain the identity of the also as well as credible reasons for inquiring about the information.
Here is a sample:
Subject: Inquiry about the account details of Mr. John Doe.
Dear Mrs. Griffin,
My name is Michael Stevens and I am an attorney representing Richwell’s holdings. We received an application to lease one of our properties to a Mr. John Doe who has an account with your bank with the following details.
As part of our due diligence, we are required to ascertain whether or not Mr. John Doe is financially capable of supporting the monthly rent payments. You will find attached the consent filled and signed by Mr. Doe.
Introducing two people to each other
An email introducing two people to each other 62 forge communications between two individuals who have had no prior communication or collaborations.
Here’s an example:
Dear John and Sam,
I am writing to introduce both of you to each other as I am convinced but you can both work together to facilitate the completion of the project at hand.
John is a logistics manager in a global corporation that can get us the materials we need for prompt completion of the project. Time is the project manager overseeing the project at hand. I’m introducing both of you to improve communication and prompt facilitation and completion of the project.
writing an introduction email to be sent to professionals in your field can be a time-consuming and sensitive task. After all, you only get one chance to make a first impression and you have to make that chance count. We have a collection of introduction email templates that will help you introduce yourself in an email in the most professional way, highlighting all the important points without any mistakes. You can download our introduction email templates here.
Tips to Appear Professional
With the basic concepts explained above, you should have a general idea of how to introduce yourself in an email. we will also be providing you with a few samples for you to use as inspiration. It is important to note that your email should be concise on friendly without being overly casual. You must also pay attention to their opening and closing greetings as they are the final details to prove your professionalism.
Use a formal greeting
Your opening greeting is a great way to show your professionalism from the first word. It is best to keep your greeting formal and simple. This will communicate your level of professionalism and prompt the recipient to read on.
Write to a real person
The first question that should cross your mind when you are trying to come up with a way to introduce yourself via email is to ask who the recipient is. Fortunately, technology today has made it easy to find out a person’s name. As a result, Vague addresses such as “to whom it may concern” should not be used in an introduction email. It is always better to find out just who you are addressing your email to and tailor the content directly to them.
Explain why are you getting in touch
The only reason the recipient is reading your email is to find out what your email is about. Hence you should waste no time in explaining why you are making contact with the recipient. Lengthy emails are never a good thing in this modern day where the average person is busy and has a short attention span.
Use a simple font
Select a simple, and professional font for all your emails. Your choice of font also dictates your level of professionalism, as well as your attention to detail.
Pick a professional closing
As mentioned above, the greeting and closing are the bookbinding that wraps up your entire introduction email. Your level of professionalism is reflected in both the greeting and the closing. Here is a breakdown of remarks, based on their level of professionalism.
|Professional Closing||Semi-professional Closing||Never use|
|Best||Cheers||See ya later|
|Regards||Thanks in advance||Bye|
Include a signature
it is important that you include a signature to finalize the content of the email. the signature as a personal touch unique only to you.
Proofread and spell-check
When you proofread and spell-check your email as many times as it takes for you to be completely satisfied that there are no spelling errors or typographical errors, you eliminate the chance of coming across as unprofessional or sketchy.
Go through every word you have written and check for spelling mistakes and typos. Also proofread the entire message over a few times to make sure that it is totally devoid of grammatical errors and spelling mistakes. Spelling mistakes are seen as a red-flag, avoid them.
When it comes to making a first impression via email, it goes without saying that spelling mistakes I’m typographical errors should not be seen in your email. Proofreading your message at least twice is a good way to start. However, you can use online proofreading services if you do not trust your own skills or you’re in a hurry.
Cross-check all attachments
If you have mentioned any attachments or documentation, be sure to double-check that these attachments are included before sending out the email. failure to include a promised attachment creates the impression of a disorganized individual. Attach all files and documents mentioned in the email, and confirm that they have been attached. Avoid sending out emails that mention attached documents without including them.
If you send an introduction email to any recipient, you should include yourself as a BCC recipient. This will allow you to have a copy of the email in your inbox without the other recipients knowing about it. You will also be able to document the exact moment the email was received.
Use your connections
If you share a mutual acquaintance with the recipient, it is best that you mention them in the body of the email. This will make the recipient more receptive to your message.
Don’t make a demand
You need to refrain from making any demands in your introduction email. The point of the email is to introduce yourself and clearly state what you can offer the recipient, nothing more
Keep it short
Your introduction email should be as short and precise as possible while covering all important points. most professionals have a limited period of time to spend reading emails and most lengthy emails end up getting ignored.
In today’s world, people have tight schedules and are quite busy both in their personal and professional lives. As a result, most people do not have time to go through lengthy emails. This is why it is important that you get to report it right away. An increasing number of people then skim through emails to get to the point. You can use bold font to highlight your most important points as well as bullet points where need be.
Do be clear about why you’re writing
Clarity is invaluable when you are introducing yourself via email. You need to be as clear as possible about the purpose of your email in as few words as possible.
Use Email scheduling
Another key factor that determines whether or not your email will be read is the time at which the email is sent. if for instance, you send out your email on a Friday afternoon, your chances of getting your email read are really poor, as most professionals are rounding up for the week at such a time. You should use an email app that has a schedule option. You should also research the best times people in your field likely read their emails and then schedule the email to be sent at those times. Also, you should remember to factor in the time zones.
Find the most appropriate time to send your email and use an email app with schedule email featured. Use the schedule feature to determine the precise moment the email will be sent.
Writing introduction emails to introduce yourself to professionals in your field without physically meeting them is one of the best ways to build a network of contacts within your industry. It is also a great way to increase your client base especially if you are a remote worker or freelancer. This is why your introduction email should be as good as possible, so download the best templates here.