How to Introduce Yourself in an Email
Some of the most common types of emails that you may face in your career include a promotion, newsletter, partnership, follow up email, and many others. Each of them is different and, thus, requires a different approach. And, then, there is also an introduction email that might be one of the hardest ones to write.
Although this kind of email is rather common, there are still very few things that we know about it. Many professionals don’t know how to write effective self-introduction emails. But, don’t worry if that sounds like you because the team of LeadsForce has you covered!
In this article, we will give you the answers to the main questions, including:
- What is a self-introduction email?
- How do you introduce yourself in a professional email step by step?
- What is the best self-introduction email sample template?
Also, at the end of this guide, you will find several email introduction examples for different purposes. Let’s dive in!
Self-Introduction Email Definition
In business and professional landscapes, people use email as one of the main channels of communication. According to stats, an average user can send/receive about 126 business emails in a day. With such a staggering number of daily emails, what are the chances that every contact person you are trying to reach for business purposes will be someone you know? - Not so big. And that’s where you need to understand what an email introduction is.
In a nutshell, a self-introduction email is pretty much any message that was sent to a person you’ve never met before and that delivers information about who you are.
Such emails can serve numerous purposes. It can be a polite request for information, for example, about a job. Also, it can be a self-introduction email to client to whom you are attempting to sell a product or service. You might also need to write an intro to new team email. Or it can be an email requesting advice from someone you don’t know.
As you can see the purposes of a self-introduction email are pretty broad. But, the idea is always the same. You are reaching out to someone who doesn’t know you yet and you want to introduce yourself to that person and, at the same time, capture their attention to ensure that your email is not left unanswered.
How Do You Introduce Yourself in a Professional Email Step by Step?
Now that you have a clear definition, you are probably wondering how to write an introductory email. Below, you will find a comprehensive step-by-step guide that you can use for this purpose:
Step 1: Find a Mutual Contact
First of all, before reaching out to someone you don’t know, it is always a good idea to find a mutual contact. Businesspeople and professionals across all industries, as well as regular consumers, receive loads of emails every day. Therefore, it can be easy for them to overlook an email from a stranger. However, if you can find a shared contact person (someone who knows both you and the person you want to connect with), this person could be willing to introduce you to the recipient beforehand. This way, the recipient will be familiar with you in absentia and, thus, will be more likely to read and respond.
In case your shared contact won’t be willing to introduce you, you can at least ask them to mention their name in your self-introduction email to build trust with the recipient and create a better rapport.
Step 2: Create an Effective Email Subject Line
When it comes to business communication, as well as communications with customers, subject lines matter a ton. Regardless of the purpose of your writing, an email subject line is that tiny but very important detail of your message that can make recipients want to open your email and read it. And, if you get it wrong, it can also be the reason for throwing your email into a spam folder or bin. Thus, you have to be very thoughtful about the subject lines of your emails.
A good self-introduction email subject line has to meet several requirements. It has to be informative, concise, and professional. At the same time, it has to serve your purpose of writing. For example, an introduce yourself to a new team example subject line should include your job title and state that you are new to the team. A cover letter or open position inquiry subject should state something like “Job Title + Application” or “Information Request on Job Title.” When writing a sample letter introducing yourself to clients, you want to use a catchy subject that hints at the product or service that you offer, and so on.
Regardless of the purpose of writing, your email subject line should align with that purpose.
Step 3: Personalize Your Greeting
Every professional email starts with a formal greeting. An introductory email is not an exception. However, there are a few personalization tricks that you want to keep in mind when writing this kind of email:
- Personalize your greeting to the recipient’s industry - If your recipient is from a formal industry or it is a new client, the best choice would be a formal greeting like “Dear Ms./Mr.” But, if it’s someone from a more informal industry, you might want to stick with more casual greetings like “Hello.”
- Add the recipient’s name - Adding a person’s name is a good way to personalize your emails. For more formal greetings you should add a recipient’s last name and for more informal ones you can go with the person’s first name.
- Research - If you are not sure what kind of greeting will be the most appropriate, take some time to research the person you are trying to reach. A lot of things in your email will depend on the recipient’s profile, position, industry, and other personal details.
Step 4: Keep the Focus on the Recipient
Of course, one of the core purposes of a self-introductory message is to formally introduce yourself to a new contact. This is something you will typically want to do right at the beginning of your message. In the first line of your message, you should include your name and job title. Nevertheless, the rest of the opening paragraph of your letter should put focus on the recipient.
What does this mean? There are a few ways to keep the focus of your opening paragraph on the recipient. It is a common practice to start with a compliment. For example, you could mention one of the recent professional awards, accomplishments, or successes, or state something specific that you like about a specific person’s work. Or, if you are appealing to a company, you can state what you admire about its culture, work, team, etc.
This trick serves several purposes. First of all, it shows that you’ve done some person, company, or market research, which will help you endear the recipient. And, most importantly, starting with a compliment is a great way to capture the recipient’s attention and set a positive tone for the rest of your email.
Step 5: State the Reason for Reaching Out
Now it’s time to formally introduce yourself and explain why you are reaching out. Say a few words about yourself, including your name and job title. Then, include the following key points:
- Why you are writing - to ask for advice/request information/apply for a job/etc.
- How do you know the recipient/company - from a shared contact/social networks/etc.
- How you obtained the recipient’s email address - from your company’s business leads list/the web/shared contact/social networks/etc.
Step 6: Make a Call to Action (CTA)
A call to action or simply CTA is basically a short text message that prompts the recipient to take a specific action. It is a crucial part of every email that has a defined purpose. A CTA should be clear and straight to the point. It also should be brief and, most importantly, go in line with the purpose of your email.
For example, when requesting information or asking for advice, you can include a CTA like this:
“Please, get back to me with more information.”
If you are applying for a job, a sample CTA could look like this:
“I hope that you will consider me for the [job title] position, you can find my resume attached to this email.”
Pro tip: When writing a CTA always ensure that it looks like a polite request rather than a demand.
Step 7: Give Thanks and Close
At the end of your email, you want to thank the person you are reaching out to for their time and attention. It is a good idea to acknowledge that you know how busy their schedules must be and that you really appreciate their time.
After this, include a professional closing, signature, and contact info. In some cases, you may also want to provide links to your social networks, portfolio, and other resources.
Self-Introduction Email Sample Template
Having an action plan for writing your self-introduction emails is a good starting point. Still, it will never hurt to take a look at one introductory email example or a few to have a better idea of what your text message should look like. But, before we move on to complete examples, let’s define a standard template first.
Below is the basic introduction email sample template that you can use for writing your emails.
Subject Line: [Main Subject of Your Email]
Dear Mr./Ms. [recipient’s last name],
I am [Name], the [job title] from [company name], and I admire [a compliment about the recipient’s work]. I am writing to you today for [state a brief but clear purpose]. I hope to [your CTA].
Thank you for your time and consideration.
[Contact information (generic email address, phone number, etc.)]
Email introduction examples
Below you can find three basic sample letters that should help you find inspiration and write your own self-introduction email.
Job Application Email
Subject: Sales Representative Application
Dear Mr. Black,
My name is Eric Smith and I’ve been fascinated by the work of the sales team at Company X for many years now. I found your contact details in the Sales Representative job opening and I am reaching out to you concerning this opportunity. I would appreciate it if you take a look at my resume attached to this email and consider me for this position.
Thank you for your time.
Open Position Inquiry
Subject: Web Developer Position Inquiry
Dear Mr. Jensen,
Recently I found out that Company Y was ranked first among the Top Web Development Companies in 2022 according to Clutch and I would love to congratulate you on this win as the team leader. My name is Hannah Thorn and I got interested in the open web developer position at your company.
I am writing to you to inquire about more information concerning this role. Is it a full-time or part-time position, and what tech stack is required for it? I hope that you can get back to me with more information via email or phone provided below.
Thank you for your time.
Subject: Successful Startups Interview
Dear Ms. Thompson,
I’ve been closely watching the development of your startup and congratulate you on your recent success at the national Startup Fair!
My name is Tom Hammel and I am a senior journalism student. At this time, I am working on a project about successful new startups in the IT industry. I find your company’s story incredibly exciting and would love to interview you for my project. Please, let me know when you will be available for an interview.
I really appreciate your time, and I’m looking forward to hearing back from you soon!
Writing emails to people who don’t know you can be a real challenge. Such recipients are harder to engage and get to read your message. Apart from this, there are so many different types of self-introduction emails that it can be pretty easy to get confused. But, luckily, LeadsForce is always here to give you a helping hand!
In our articles, you can find plenty of handy expert tips, email examples, and step-by-step guides. Stick to us and LeadsForce will help your business succeed!