Updated on October 12, 2023

  • 10 min
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How to write an introduction email

How to write an introduction email

You can think of an introduction email as a virtual handshake. It’s likely to be the first impression you might make with new colleagues or business contacts, so you’ll want to do your best to get off on the right foot. Knowing how to write an introduction email will allow you to open the door to positive future interactions with bosses, colleagues, clients, and others you might wish to communicate with in the future. So let’s dig into how to write a professional introduction email that will make the impact you need.

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How to write an effective introduction email with examples | AImReply

Why You Should Send an Introduction Email

Sending an introduction email is a smart way to make a favorable first impression, establish your purpose, and start a new professional relationship. Whether you're applying for a job, connecting with a possible client, or networking, an introduction email provides a formal context for future interactions.

Introduction emails also allow you to clearly communicate what you bring to the table and what you hope to achieve, all while giving the recipient a reason to engage with you. Look at an introduction email as the first (proactive) step to establishing a beneficial relationship with another person.

How to write an effective introduction email with examples | AImReply

Parts of an Introduction Email

Understanding the anatomy of an introduction email will ensure you understand why each part is vital to the overall message and likelihood that you’ll receive a response.

Subject Line

First impressions truly start at the subject line. The subject line is like the title of a book — it needs to capture the recipient’s attention, but also has to allude to what’s coming next. Make sure your subject line is specific and relevant to increase the chances that the email is read.

Remember that generic subject lines like "Introduction" or "Hello" lack appeal and can easily get lost in a crowded inbox or mistaken for spam.

How to write an effective introduction email with examples | AImReply

Greeting

The greeting of your email sets the tone for the rest of the message. Use the recipient's name whenever possible, and make sure it's spelled correctly.

Starting off with "Dear [Recipient's Name]" is a classic choice, but feel free to adapt your greeting based on the formality of your industry. In casual settings, “Hi” or “Hey” may be appropriate and even expected.

How to write an effective introduction email with examples | AImReply

Introduction of Yourself

Your opening paragraph should briefly introduce who you are. This isn't the time to get long-winded or do a hard sell of all your achievements or offerings. However, you should provide enough information to give context to the conversation and explain why you’re writing. Mention your role and how you came to know about the person or opportunity.

How to write an effective introduction email with examples | AImReply

The Ask

This is where you explain why you’re reaching to begin with. What are you trying to accomplish? Be specific but concise in outlining why you are connecting. Whether you’re seeking a job, partnership, or client relationship, make it clear how both parties could potentially benefit.

Call to Action

This is where you explain what you’d like the recipient to do next. Whether you’d like a follow-up meeting, a phone call, or something else, be clear about what you want. You could say something like, "I'd love the opportunity to discuss this further in a quick phone call," or "Could we meet to further discuss this?"

How to write an effective introduction email with examples | AImReply

Closing

This is your opportunity to end strong. A simple "Best regards" or "Sincerely" followed by your name is standard. However, you can add value and authenticity to your introduction email by also including important and contact details like your job title, your company name, and links to websites or professional social media profiles.

Attachments

If you mentioned an attachment in your introduction email, be sure to include it! Don't include more than what’s necessary as you don’t want to overwhelm the recipient or waste their time.

How to write an effective introduction email with examples | AImReply

Tips for Writing the Perfect Introduction Email

Here are some tips on how to write an introduction email so it makes the right impact:

  • Research the recipient:Before you even start writing, take a moment to research the person you're reaching out to. Understanding their role and interests can help you tailor your message more effectively.
  • Get to the point quickly: Busy professionals appreciate you being concise. Clearly state the purpose of your email in the first few lines to keep the recipient engaged.
  • Personalize the message: Use the recipient's name and make mention of any mutual connections or something specific you admire about them or their work. Personalization shows that the email isn't a generic mass mailing to multiple people.
  • Highlight mutual benefits: It’s human nature — people are more likely to engage when they see what's in it for them. Ensure that you articulate not just what you’re looking for, but also how the recipient can benefit from interacting with you.
  • Stay professional: Maintain a professional tone throughout your email. Avoid slang or overly casual language unless you're certain that it's appropriate for the relationship and industry.
  • Make it Easily Digestible: Break up long sections of text to make the email easier to skim. Bullet points are particularly effective when listing benefits or skills.
  • Proofread: Spelling and grammatical errors can undermine the professionalism of your email. Take a moment to proofread your email carefully before hitting send. Ideally, you should already be using a spellchecker, but if you’re not, install one today.
  • Follow up: If you haven’t received a response within a reasonable time frame (typically a week or two, depending on the urgency), it's acceptable to send a polite follow-up email.
How to write an effective introduction email with examples | AImReply

Free Introduction Email Templates

Below are four introduction email sample templates. These detailed templates are perfect for sending in a variety of situations, but be sure to carefully review them to be sure they fit your specific purpose. They’re a great launching point if you're not sure how to write an introduction email or are struggling with wording.

If you use one of these templates, please be sure to carefully proofread it to ensure you didn’t introduce any typos or leave any placeholders, like [Date].

How to write an effective introduction email with examples | AImReply

Introduction Email to New Colleagues

When you start a new job, you may not immediately get the opportunity to meet all the people that you’ll be working with. However, an easy way to get to know them is through an introduction email. Introduce yourself and explain your new role at the company, and ask that they reach out with information about themselves. Depending on your role or the industry, an invite to coffee or lunch can be a smart way to strengthen your relationships with your new coworkers.

Dear [Team/Department],

I hope this email finds you well. My name is [Your Name], and I'm thrilled to be joining [Company's Name] as the new [Your Position] in the [Department/Team Name]. I officially start on [Your Start Date], and I'm eagerly looking forward to meeting each of you and contributing to our shared projects.

I'd love to hear about each of you and what you're working on, either via email or in person. I’m open to grabbing coffee or lunch during my first few weeks to get to know everyone a bit better.

Thank you for the warm welcome, and I can't wait to get started and meet everyone in person. Here's to a successful and collaborative experience together!

Best regards,
[Your Name]

How to write an effective introduction email with examples | AImReply

Introduction Email for a Job Application

Sending an introduction email when applying for a new job is a great way to connect with a hiring manager or interviewer. Taking this extra step, and including your resume, portfolio, and other relevant materials, will put you in the forefront of the manager’s mind and differentiate you from those who may simply fill out a job application and move on to the next one.

Dear [Hiring Manager's Name],

I hope this email finds you well. I recently came across the opening for the [Job Position] role at [Company's Name], and I'm excited to submit my application for your consideration. The innovative work your team is doing in [Industry] caught my attention, and I’m enthusiastic about the opportunity to contribute my skills and experience to your company.

Attached to this email, you'll find my resume and cover letter, which offer further details about my professional background. I’m confident that my skills in [Skills] would make me a strong fit for this role.

I am very eager to bring my dedication and passion for [Industry] to the [Job Position] role at [Company's Name] and would be thrilled to further discuss my application with you in an interview.

Thank you very much for considering my application. I am looking forward to the possibility of working together.

Best regards,
[Your Name]

How to write an effective introduction email with examples | AImReply

Introduction Email to a New Client

Whether you’ve started a business or find yourself working on a new project, reaching out to a client to introduce yourself opens a pathway for communication. It allows you to talk about yourself, your skills, and your offerings before the business dealings get underway.

Dear [Client's Name],

I hope this email finds you well. My name is [Your Name], and I'm the [Your Position] at [Your Company's Name]. I recently learned about [Client's Company], and I'm reaching out to introduce our company and the solutions we offer.

We specialize in [Specialty], and our team has helped companies like [Client's Company] achieve [Specific Goals] through our [Products/Services].

I've attached a [Attachment] that provides more details on how we've helped similar organizations achieve their objectives. Would you be open to a brief call on [ Date] to discuss how we could potentially collaborate? I'm also flexible with scheduling if that date doesn't work for you.

Thank you for considering [Your Company's Name] as a strategic partner for [Client's Company]. I'm looking forward to the possibility of working together and contributing to your continued success.

Best regards,
[Your Name]

How to write an effective introduction email with examples | AImReply

Email for Introducing Someone Else

There may be times when you’ll be responsible for introducing people to each other. This might occur with new hirings at your job or when you’re referring a friend or colleague to a position. The template below can be edited for a variety of uses, but at its essence, it introduces two strangers and lets them know how knowing each other may be beneficial.

Dear [First Person’s Name] and [Second Person’s Name],

I hope this email finds you both well. I'm reaching out because I believe you two could greatly benefit from knowing each other, and I wanted to introduce you.

[First Person’s Name], meet [Second Person’s Name].

[Second Person’s Name] is a [Job Title] at [Company] and specializes in [Skills].

[Second Person’s Name], meet [First Person’s Name].

[First Person] is a [Job Title] at [Company] and has extensive experience in [Skills].

I believe you would both benefit from a conversation about [Shared Interest]. [First Person’s Name], you could provide some valuable insights into [Topic]. [Second Person’s Name], you bring a wealth of knowledge in [Topic], which I believe could be invaluable to [First Person’s Name].

I'll let you both take it from here to coordinate a time to speak or meet.

Looking forward to hearing great things about your collaboration!

Best regards,
[Your Name]

How to write an effective introduction email with examples | AImReply

There’s a lot to remember when writing an introduction email. This is why templates are so helpful — they’re the perfect starting point to help you convey your thoughts. However, an even better tool is an AI email writing assistant like AImReply.

Built using GPT technology, AImReply can generate the perfect introduction email in seconds. You only need to set a few parameters such as length, tone, and vocabulary, and your email writing tool does all the work. Need a longer message or to include a specific detail? Add this input, and AImReply will produce an email that will net you the results you seek much better than a template ever can.

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