How to Introduce Yourself in An Email: Best Practices and Templates

November 24, 2023
Reading time7 minutes
Jaqueline Corradi
Jaqueline Corradi
Content Manager

Knowing how to introduce yourself in an email may seem simple, but the challenge is writing an introduction that convinces the recipient to read the entire message. When it's the first contact, for example, if it's the first email to your new boss, to the company you wish to work for, or to a new client, a compelling introduction can make the whole difference. 

The subject line, the greeting, and the tone of voice you use: all influence how someone perceives your message. It's fundamental to pay attention to the details to achieve good results. Check out the tips and examples separated for you to avoid the feared writer's block. 

7 Best Practices to How to Introduce Yourself in An Email Professionally

1. Write an Attractive Subject Line

The first challenge on how to introduce yourself in an email is the subject line, after all, you need to convince the reader it's worth taking their time to open the email. 47% of email recipients will decide to open an email based on the subject line alone. 69% will report spam based on the subject line too. 

The statistics show how important it is to choose the words carefully, the subject line needs to be appealing. One tip is personalizing it by adding the name of the person. You may also try to drive the readers' curiosity with an interesting question or create a sense of urgency. 

2. Adapt Your Greeting Based on the Situation

Always use a greeting that is adequate to the context of the email. Don't forget to keep the reader in mind when writing the email. If you are sending an email to someone who works in a more conservative sector, like a bank or the government, it's recommended to opt for a more traditional greeting such as "Dear". 

On the other hand, if the recipient works in a less formal industry, such as a media or fashion company, you can use greetings such as "Hi", "Hello", or even "Hey" can be suitable. After that, address the person using their first name, it personalizes the message and shows attention to the recipient. 

Greetings like "Good morning", "Good afternoon", or "Good evening" are always a safe choice in both cases above. If you are going to address more than one person in the message, you can use "Hello everyone" or "Hi team".

3. Explain Why You Are Getting In Contact

To keep the email short and direct, after the greeting, start explaining the reason for the email. Use clear language, go right to your objective, don't stall. Remember the person may have many other things to do, if the message is too long, they are likely to not read the entire email. 

 

Avoid starting with sentences like "My name is (...), and I'm reaching out because…", or "We've never met, but …". They aren't appealing, and the goal is to drive the reader's attention and show your email is relevant. 

Instead, you can use:" I've never learned so much from (...)", "I noticed you manage the (...) team…", or "Have you ever thought about…?". Get to know the person you are writing to so you can begin talking about your purpose in an interesting way. LinkedIn may be a good source of information.

4. Provide Value for Them

Why should the person keep reading your email, what's in it for them? Try to answer those questions in the message to encourage the reader to dedicate their time and attention to your message. 

If it's a sales email, you can do that by offering a discount on the product or free shipping. If you are addressing someone from your team at work, you can compliment them sincerely. If you are applying for a job, highlight how you can contribute to the company.  

5. Write a Compelling Call to Action

Besides knowing how to introduce yourself in an email, you need to enjoy the attention you get thanks to a good introduction to achieve your purposes. Therefore, you should write a convincing call to action (CTA), so the reader will be convinced to do what you expect them to.

First, you need to have a well-defined goal, then think of the best way to communicate it with a short phrase. You may add a call to action button to redirect the reader to your online portfolio, a specific product page, or to download an ebook, for instance. 

6. Pay Attention to the Grammar

Before sending the email, review not only the introduction but the entire message to make sure there aren't any grammatical errors. A misspelled word can cause a bad first impression and indicate you aren't attentive to the details. Pay extra attention to how the recipient's name is spelled.  

7. Show Your Appreciation

Be kind and show you appreciate the time the person is taking to read the email by thanking the recipient at the end of the email. You can just say "Thanks" or "Thank you for your time", for example. Then sign off with your name, and leave your contact information as well.

6 How to Introduce Yourself In An Email Templates

To make it easier for you to know how to introduce yourself in an email, here are some templates you can use. Remember to adjust them according to the context of the message you will send. 

1. Introduce Yourself to a Group or Business

Hi all,

I'm the new (position) for the (team name). I wanted to take a moment to say an official hello.

The work you‘ve done and the numbers you’ve hit have been key factors in our successful year. And I'm thrilled to work with you more closely over the coming months.

In the future weeks, I‘ll be reaching out to everyone so I can meet you all. If you have any questions or concerns during this time, don’t hesitate to reach out to me directly — my door is always open.

Looking forward to working with you all.

Thank you,

(Your Name)

2. Introduce Someone via Email

Hi (name),

Please meet (name), a (position) for our top-performing,  (name of the organization). They previously (previous role), and have (tell briefly what the person will do). They're interested in our ( mention company activity) and would love to learn more.

I‘ve copied (name) on this email so you can connect about  (what they will work together with)— and I’ll let you two take it from here.

Best,

(Your name)

3. Introduce Yourself to a Recruiter

(Your Name) — Candidate for (role)

Hello (name of the recruiter),

I‘m pleased to share my resume and cover letter for the position of (position) at (company name). I’m confident my background as a (role) for (previous company) has equipped me to succeed in this position, and I'm excited to submit my application.

If I can provide you with any further materials to illustrate my fit for this role, please don't hesitate to reach out.

I appreciate your time.

Regards,

(Your name)

4. Introduce Yourself to a Gatekeeper

Can I make your week easier?

Hi (name),

I know you likely get a lot of emails from salespeople trying to get through to your boss. I'm no different — except that I want to earn the right to be passed along to (name).

My name is (name), and I help companies like yours (explain your service). 

Have I earned a few minutes with [Name]? If so, feel free to book time on my calendar, here: (Insert calendar link)

If not, I've got more up my sleeve.

Regards,

(Your Name)

5. Self-Introduction Email to Colleagues

Hi (name),

My name is (your name), and I wanted to introduce myself to you.

I'm starting as the (job title) at (company name). I've joined the business (provide some details about where you've come from).

My first day is (date). I'm looking forward to starting and getting to know you all.

If you need to contact me about anything, you can contact me at (insert details).

Thanks,

(Your name)

6. Self-Introduction Email to a Client

Welcome from (company name)

Dear (name),

My name is (your name), and I am (job position) at (company name). First, I would like to formally introduce myself to you and express how excited we are to work with you.

I would welcome the opportunity to discuss our ongoing relationship. Please get in touch with me to arrange a suitable date and time for a meeting.

If you have any questions or require any additional information or support, please don't hesitate to contact me at any point.

Yours faithfully,

(Your name)

Focus on Who You Are Talking To

The main point when it comes to how to introduce yourself in an email is to consider who is the recipient. When you know who you are talking to it gets easier to think of ways to catch the person's attention, and you can write a personalized message instead of a general one, which wouldn't be so appealing. 

Try to put yourself in the person's shoes and imagine what would compel them to open your email, read it, and follow the CTA. This way it will be much easier not only to write the introduction but the entire message.

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