How to write an email introduction (with samples) – Ladders

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Sending emails is so common today that you might not think much about it. Still, knowing how to write an email introduction is essential, especially if it’s going to a new business contact. You don’t want to jump right into an email without a formal introduction, because that can come across as rude or abrupt. On top of that, people are deluged with emails daily and may not take the time to read yours if it doesn’t make its case properly up front.

An email introduction should be professional and straight to the point. You need to leave the person you’re sending it to with a good impression. Additionally, a good opening can lead the recipient to read through to the end, whereas if you get off to a rocky start, the person may not finish reading your email.

Check out this guide on how to introduce yourself in an email.

An email introduction serves two purposes. It lets the reader know the basic facts about who you are, and also briefly states the reason for the email. Sometimes an email introduction introduces another person. In this case, the recipient already knows you, so you would forgo introducing yourself. Instead, jump right into introducing the other person and then state the reason for doing so.

The following tips will ensure you get the best results when writing and sending your email introduction:

You should always be mindful of people’s time. Some may not read through an entire email if they see that it’s lengthy. By making the introduction brief, you’ll be ready to get right to the matter at hand. Besides, an introduction isn’t supposed to tell the whole story. It only needs to be a few sentences that lead the reader to the body of the email.

Some people delete emails without opening them because they don’t think they are important. You can avoid this happening to you by creating an appropriate subject line. Make sure to let the recipient know in the subject line who you are, if that would help your case.

Sometimes, bringing up a mutual connection can boost your introduction. You only need to use a connection if you don’t know the person, or don’t know them well. That way, they will be more apt to continue reading.

Your email will most likely be written to solicit something from the recipient. Whether you want a meeting, are looking for information, or want to connect with one of their contacts, you have a goal. Achieve your goal by forming the introduction and remainder of the email politely. Don’t word your content in a way that comes across as pushy, aggressive, or imposing.

Make sure you know who your email should go to. You may have to do some checking so you get the right person. You don’t want to make someone else forward your email to the appropriate person because they may not do it, and it will look like you were unprepared.

After you complete the email, check it over for any mistakes. Make sure to correct any spelling or grammar errors before sending it out.

Start your email by using the proper format and font. You want to keep the format simple by using a plain font that is easy to read. Don’t forget that your subject line for the introduction email needs to be clear. If you are writing a business email, begin your introduction using a formal greeting, such as “Dear.” A casual email could begin with “Hi,” Hello,” or the recipient’s first name.

Start by introducing yourself or your mutual contact. Next, briefly state your goal or mission for writing the email. By putting it in the introduction, you don’t waste any time letting the reader know what to expect in the body of the email. If your introduction is superfluous, the reader may not finish reading the rest.

At the end of the email, use a proper closing. For a formal ending, write a couple of sentences before signing off. You can thank the recipient for their time and let them know you are available if they need to contact you. Another option is to close by telling them you look forward to hearing from them or meeting them (if the email request is for a meeting). Be sure to use a formal closing right before your signature.

If you are sending a casual email, you can forgo the ending sentences and write a simple closing and signature.

These subject lines are appropriate for formal introduction emails:

The following includes sample email types you might send with appropriate subject lines and email introduction statements:

Subject line: Introduction From Matthew Owens

Dear Ms. Sanders,

My name is Matthew Owens, and I’m writing to inquire about job opportunities at ABC Finance. I have experience and education that would make me a good fit for your company.

Subject line: Event Launch

Hi [First Name],

My name is Robyn, and I’m the marketing manager at XYZ Digital. I’d love to touch base with you about an event we’re launching next month.

Subject line: Referral From Tonya Litton

Dear Mr. Johnson,

Tonya Litton gave me your name and mentioned you were hiring. She suggested I send my resume to you since I am qualified for the position.

Subject line: Introducing Sarah

Dear Jeremy,

I trust you are doing well. I’m reaching out today to introduce my colleague, Sarah Burton. Sarah has just joined the Human Resources department in our company.

Always follow the basics when introducing your email by thinking of what a recipient is likely to be thinking when viewing an email waiting in their inbox:

A good subject line and introduction should take care of those questions in brief, simple language every time.


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