Writing an introduction email is a skill that many people overlook. Although it may sound like something trivial, writing the best introduction in email can kick off a successful work relationship. Additionally, it may help build your image in the mind of the reader. The type of image that gets built depends on your choice of words, the way you greet them, and the tone of your words.
Writing the email introduction is an art and not many people master it instantly. However, after you read this article you will know how to write a great introduction in emails. You will also learn the ways to introduce another person over email. Additionally, you will see some templates and steps to help you with your email writing journey. Plus, you will go through steps to respond to an introduction email.
Let’s begin by talking about some types of emails:
Types of Emails
Several types of the email include:
Sales Introduction Email
In this type of email, the sender usually wants the recipient to buy a product or service. A sales introduction email template is given below:
To:[prospect name]
Subject: I may have a service for you!
Hi [prospect name],
I am a [job title] at [company]. My job is to connect with people like you and offer services that can help their business grow.
Could we have a 5-10 minutes call and discuss your strategy?
Best,
[Your name]
Job Search Introduction Email
A job search email is about connecting people looking for jobs or new hires with employers. Look at the sample below:
To: [prospect name]
Subject: Looking for a new role.
Hi [prospect name],
I have been at my current position as [job title] at [company] for almost 3 years. I have recently decided to look for a new challenge and look for a new job.
If you think I can be of help to you, I’d be glad to send in my resume.
Best,
[Your name]
Networking Introduction Email
A rather formal type of introduction email, networking introduction email is about connecting one professional with another professional. A sample is given below:
To:[prospect name]
Subject: Admire your writing style!.
Hi [prospect name],
My name is [your name] and I have been working at [company] as a content writer for almost 2 years now. I chanced upon seeing your piece for Forbes magazine and absolutely loved your writing style.
If you’re up for it, I’d love to talk more about your experience as a fellow writer.
Regards,
[Your name]
New Employee Introduction Email
A new employee introduction email is written to welcome a new employee to the rest of the team and sometimes clients. Refer to the following new employee introduction email.
To: [prospect name]
Subject: Welcome to your new job!
Hi [prospect name],
On the behalf of [company], I welcome you to our team. Hope you have an amazing work experience here.
Regards,
[Your name]
Business Introduction Email
In this type of email, a new business, service, or product is introduced to someone. A business introduction email template is given below:
To: [prospect name]
Subject: Met you at the business conference.
Hi [prospect name],
[Mutual contact name] introduced us at the conference and talked about you needing a service to improve your business.
My firm specializes in exactly what you need. I am available to talk Thursdays if that works for you.
Hoping to connect soon!
Sincerely,
[Your name]
How to Write an Introduction Email
An introduction email is a message sent to someone that doesn’t know you. That message includes a greeting, a little bit about yourself and your work, and a way for them to connect with you. Not every email you send will get a response. To elicit a response, your introduction email should be lively and engaging. Whether it is a professional email introduction or an introduction email to your new team, something about your email should make them reply to you.
We all know what dull emails sound like and what happens to them. You don’t want to sound boring in your email if you want a reply. So how to make that happen? Let’s take a look at the steps involved:
Don’t Forget the Subject Line
Many emails get chucked straight to the bin without ever being opened. Why? Because readers aren’t sure what the email is about. This is where the subject line helps. Having a subject line matters a lot since it gives your reader an idea of what the email is going to be about.
Make sure to engage your reader with your subject line. Whatever you write, keep it short and sweet. It should have at least one interesting word to catch their attention. Consider adding something funny or ask them a question to target their curiosity. Another thing you can do is to get personal, sort of. It will help build a connection with them. Try using the power of FOMO. Fear of missing out on something great will definitely get you a response. Adding emojis or emoticons is another way to keep your emails interesting. However, if it is a formal email, keep the recipient in mind.
Mention a Name
When you are writing an email to someone, in particular, make sure you mention their name. Generic emails that seem impersonal are less likely to get you a reply as compared to those addressed to someone specific.
Add a Salutation
Imagine if someone starts telling you something about themselves without even saying a hi first. Sounds weird right? The same applies to an email. When you are introducing yourself to someone make sure to use greetings. It can even be a simple hello but make sure to tailor it according to the person it will find.
Use Connections
Wherever you can, use your connections to add references. One benefit of this is, readers will be prompted to reply to you upon seeing the name of someone they know.
Tell Them Why You are Writing
After you have established some connection with your reader, write your purpose of writing. Begin with how you found their email address and then mention a little bit of why you are reaching out to them. Be sure to keep it concise. Make paragraphs of not more than 3 sentences each. Many readers only skim through emails so it is important that you keep everything short.
Include a CTA
Well, the point of you writing to someone is to get them to contact you. Add a CTA at the end of your email. Keep one thing in mind, your CTA should be as simple as it can be. You don’t want your reader to get frustrated in the process of finding a way to contact you. That being said, finish your email with a nice closing and thank them.
If you’re a business owner, looking to extend your team, consider this self-introduction email sample:
To:kate@nvidia.co
I have an offer for you!
Hi Kate,
I am Jacob, founder of an HR SaaS company, called HarmonizeHQ. We are looking for someone to add to our marketing team.
The role would involve content writing and editing. You can take a look at our blog on the website. If you are interested, send in your resume or writing samples.
Looking forward to connecting with you!
Regards,
Jacob
[Your contact]
Introducing Two People Over Email
Hi [Person 1],
I’d like you to meet [Person 2]
In a perfect world introducing two people over email would be as simple as this. But it needs a bit more effort than this. Most of the rules for introducing someone over email remain the same as writing an introduction email to a client. However, do keep the following things in mind to introduce someone via email:
Seek Permission
Seeking permission sounds like common sense. Make sure both the parties you want to connect want to be connected or not. This technique is called double-opt and is important when the email concerns two different people. Make sure you ask their permission in separate emails before the meeting email.
What Should be the Subject Line for Introducing Someone?
Subject lines remain mandatory for all kinds of emails. In the case of introducing two people over email, the subject line should be about their introduction. While you write the subject, make sure to add the correct ‘connecting’ sign for both. These signs can either be a ‘slash’ or a simple ‘X’ to show a connection between the two. For Instance, look at the introduction email template below:
To:john@harmonizehq & kate@nvidia.co
Intro: John (HarmonizeHQ) / Kate (Nvidia)
Don’t Forget the Opening Sentence
Greetings are important and so are the opening sentences. Sentences like ‘I hope this email finds you in the best of health’ are probably the most overused opening sentences in emails. Especially since the pandemic has hit us, you might want to tweak this sentence a tad bit. However, if you think this works for you, stick to that. Other options include beginning with an icebreaker question or even just generic small talk
Introductions
That brings us to the introduction part. Start the introduction with the person who asked for it. Begin by telling them their name, how you know them, and what they do. Say something nice about them and mention the common stuff between you too.
To:john@harmonizehq & kate@nvidia.co
Intro: John (HarmonizeHQ) / Kate (Nvidia)
Hi Kate,
I’d like you to meet John. John and I work together. He’s the Marketing Lead at Harmonize and takes care of everything related. He’s not only a great digital marketer but creates amazing content.
Keep the similar format and introduce the second person.
To:john@harmonizehq & kate@nvidia.co
Intro: John (HarmonizeHQ) / Kate (Nvidia)
Hi Kate,
I’d like you to meet John. John and I work together. He’s the Marketing Lead at Harmonize and takes care of everything related. He’s not only a great digital marketer but creates amazing content.
John, meet Kate. She’s a content marketer at Nvidia.co and will be joining us in the marketing team.
Pitch Them the Reason
Now that you have connected the both, mention the reason why the first person should meet the second. Provide enough context and help both of them at least know what the other one does.
To:john@harmonizehq & kate@nvidia.co
Intro: John (HarmonizehHQ) / Kate (Nvidia)
Hi Kate,
I’d like you to meet John. John and I work together. He’s the Marketing Lead at Harmonize and takes care of everything related. He’s not only a great digital marketer but creates amazing content.
John, meet Kate. She’s a content marketer at Nvidia.co and will be joining us in the marketing team.
Kate is going to be helping us with our content marketing strategy. I would love for you to talk and get to know each other since you both will be working together extensively.
Leave Them to Talk
The two of them have the room now. Excuse yourself from the conversation and leave them to talk. Now it’s up to them to either continue the conversation in the same thread or start with a fresh email.
Be Yourself When Closing
When it comes to closing the email, talk like you would in person. If it is a business introduction email, it’s best to keep the end formal with universally used phrases like ‘regards’, or ‘many thanks’. However, whatever you write should be in accordance with your recipient. After all, you know best what words you should use for them.
To:john@harmonizehq & kate@nvidia.co
Intro: John (HarmonizeHQ) / Kate (Nvidia)
Hi Kate,
I’d like you to meet John. John and I work together. He’s the Marketing Lead at Harmonize and takes care of everything related. He’s not only a great digital marketer but creates amazing content.
John, meet Kate. She’s a content marketer at Nvidia.co and will be joining us in the marketing team.
Kate is going to be helping us with our content marketing strategy. I would love for you to talk and get to know each other since you both will be working together extensively.
I’ll let you two take it from here.
Best,
Jacob
How to Respond to an Introduction Email?
The response you make to an email depends on the type of introduction email you get. To respond to any type of email follow these steps:
Address the Sender
Of course, begin by mentioning the sender in your response. Be sure to add a subject line. Greet them properly and don’t make it dull.
Show your Interest
If you are interested in the email, your response should portray that. Use words that show you want their product or you want to work with them or whatsoever the reason is.
Ask for More Information
Again, if you are interested, ask them for more information about the. Ask them an address for you to contact them if it’s not already included.
Thank Them
Finally, find appropriate closing phrases depending on who is the recipient and thank them for reaching out to you.
A template for an introduction email response is given below:
Subject: Responding to your introduction
Dear Mr_____
Thank you for reaching out!
I was so happy to hear from you about the marketing associate position with HarmonizeHQ and think my five years of experience in marketing could prove helpful for your company. I would be excited to join the team.
Please send me any additional information if there is any about the position and feel free to ask any questions you might have for me.
I look forward to hearing from you!
Best,
[Your name]
Final Word
Introduction emails can make or break your conversations. Knowing what to write can help increase its impact on the recipient. Make sure you follow the steps in this article to nail your next introduction email and elicit a positive response!
