What to Include in Your Introduction Email
A friendly and engaging subject line A good subject line stands out in your new colleagues’ or prospective business contacts' crowded inbox and motivates them to open and read your email. Be specific and concise to explain why you’re writing in just a few words (and, if you're a new employee or new member of a team, include your name and position so your colleagues know who you are right away. For example: Excited to meet my new team A bit about myself Exploring opportunities at your company [Your name, your title]: E-meet and greet
A personalized greeting It may seem obvious, but a personal greeting shows you’ve researched who you’re contacting and makes your email seem handcrafted (instead of copied and pasted from a template). If you’re cold-emailing an individual, politely address them by last name with an appropriate title (like Mr., Ms., Dr., etc.). Or, if you’re writing to a new colleague on your team or at your company, feel free to use their first name if it fits into your work culture. Address groups or teams as a whole. For example: Dear Ms. Kensington, … Dear Dr. Smith, … Hello, Henry, … Hi, marketing team!
Who you are and why you’re reaching out This is your opening line and the main purpose of your email, so include this information right at the beginning. Clearly state your name and why you’re communicating(it may be tempting to add some personality here, but keep it simple and save humor or flair for later sections of your message). Go for a clear but friendly tone and be specific about why you’re writing: My name is [your name] and I wanted to introduce myself to discuss arranging an informational interview. I hope you’re doing well this afternoon. I’m [your name] and I’m writing to introduce myself. Let me introduce myself. I’m [your name] and I’m your new department manager. I’m [your name] and I’m pleased to introduce myself before I begin working with the team on Monday.
An explanation of how you know or connect to the recipient(s) If you’re cold-emailing someone you don’t know or who works outside your company, mention how you found their contact information and why you’re interested in making an introduction. Try to make a connection with the person; this can make you more memorable and help build a stronger potential relationship with them. It also makes your email feel more personal and less insincere or unprofessional. For example: I got your email address from our mutual connection, Sheila, who let me know you may be searching for an administrative assistant. I found your contact information on LinkedIn and admire the work you’re doing to fight homelessness in the city. It’s something I’m quite passionate about as well! I received your email address from the HR department and wanted to share how much I admire your graphic design work. As a designer myself, I find your projects fascinating! It’s a pleasure to e-meet you! We have several mutual contacts who’ve told me about your upcoming projects, and I’d like to offer my services. Tip: If you know who to contact at a company but can’t locate their email address, try reaching out to the company’s HR department or any mutual connections you have to see if they can forward you their contact information.
Some brief background information about yourself Share something that makes you unique, memorable, or that highlights your experience. You don’t have to share anything too personal; a fun fact about where you’re from or went to school, your pets, or a project you’re working on is plenty to make you seem approachable. If you’re inquiring about a potential job or business inquiry, pick something related to the field that highlights why you’re a good fit. If you're introducing yourself to new colleagues or a new team, you can share something less work-related (just make sure to keep it appropriate). A bit about myself: I graduated from Northwestern University with a degree in economics and have lived in Portland for the past 6 years. Outside of work, I love baking and trying new recipes. Right now, I’m trying to master a chocolate soufflé, but I definitely need some more practice! I’ve always been engaged in local politics, from being Student Body President at my undergrad university to serving on my town council for the past 2 years. That’s why I’d be thrilled to work for your campaign. You’ll probably see photos of my dog Peanut on my desk when you walk by. I’m a huge animal lover and would enjoy seeing and hearing all about your pets, too!
A call to action You’ve stated why you’re writing in the beginning of your email, so the end is the place to ask for what you want or state what you’d like the recipients to do. You might ask for details about a position, a reply to your email, or the answer to a question you have. Make your call to action (CTA) specific, clear, and easy to follow without sounding intense or demanding. The simpler you are, the more likely you are to get the response you want! Try framing your request as a guided suggestion, like: Feel free to reply to ask questions or tell me a bit about yourself. I’d love to hear from you! I’d appreciate your thoughts on my work if you have the time to review the attachments below. Any feedback you can provide would be invaluable! If you’re amenable, I’d like to schedule a brief chat to learn more about your organization. I’m available Monday and Tuesday between noon and 4pm. If those times don’t work for you, please suggest an alternative and I will do my best to accommodate. Stop by my office any time to say hello. I can’t wait to meet you all in person! Tip: Acknowledge how busy your recipient(s) is and share that you appreciate them taking the time to read and act on your message.
A warm “thank you” and a professional sign-off Professionals are often busy, so briefly thank them for taking the time to read and reply to your email. Then, choose a professional closing that matches the tone of the rest of your email, followed by your name. Options like “sincerely” or “best/kind regards” sound more formal, while “best” or “thanks all!” are great for more casual environments: Thank you for your time and consideration.Sincerely,[Your name] I appreciate you taking the time to read my message and I look forward to hearing from you.Best regards,[Your name] Thanks for reading, and I look forward to working with you!Best,[Your name] Thank you for your time, and feel free to reach out with any questions.Kindly,[Your name]
Introduction Email Examples & Templates
Introducing yourself to new colleagues: If you’re joining a smaller office or work environment with just a couple of employees, consider sending an email like this one to everyone before your first day to break the ice: Subject: Introducing myself: [Your name, your position] Hi everyone,My name is [your name] and I wanted to introduce myself to you.I'm excited to start as the [your title or position] at [company name]. I'm joining the company from [your old company, school, or other details about your past experience].My first day is [your start date]. I'm looking forward to getting to know you all!If you need to reach me about anything, contact me at [your contact information].Thanks,[Your name]
Introducing yourself on your first day of work: Reach out to introduce yourself to your coworkers generally, or to a specific manager or colleague you’ll be working with closely (whichever makes most sense for your situation). Explain that you’re new and that you’re open to advice or guidance as you navigate your new position: Subject: Saying hello on my first day Good morning [recipient's name],I’m writing to say hello on my first day! My name is [your name], and I've joined [company] today as the [your title].I’m sure I'll have questions, so please bear with me as I learn the ropes! I'm a fast and eager learner, so I hope to be up to speed very soon.I can’t wait to work with you [or “you all” for a group]. Feel free to send me a message anytime or stop by my desk and say hey!Best,[Your name]
Introducing yourself to a new team: If you’re new at work and haven’t met anyone on a team or department you’ll be collaborating with yet, use this template to introduce yourself and tell them a little bit about you: Subject: Introducing myself to the team Hi [department] team,I hope you’re all having a great day!I’m [your name] and I’ve recently joined [company name] as a [your job title]. I wanted to reach out to introduce myself since we’ll be working together in the near future.I just moved to town from [previous location] and I’ve enjoyed exploring all there is to do here. I love reading, art, and film and am always looking for new people to talk literature or pop culture with, so reach out if you’re open to a chat anytime!I’m excited to start working with you all on [your start date].Best,[Your name]
Introducing yourself to a new manager: If you didn’t interview with your new manager or haven’t met them yet, send them a message telling them a bit about you, how excited you are to work together, and asking if there’s anything important you should know as you start your new job: Subject: Looking forward to working with you Hello [name of manager],I’m [your name] and I’ll be working on your team as [your position] beginning on [start date]. I’m excited to get started and grow under your leadership. I’ve recently graduated from [school or program] and look forward to applying my skills at [your company].I’ve received a warm welcome from the team and believe I’m caught up on all current projects. I wanted to reach out to let you know I’m ready to get hands-on and contribute to the [project or assignment].Let me know how you like to communicate. I’m happy to use [your company messaging platform], email, or phone and video calls—whichever works best for you.Thank you![Your name]
Introducing yourself as a new manager: Send an email to the employees you’ll be managing to share a bit about yourself, your experience, and any important updates or information about your role or plans for the position they should be aware of. Be professional but approachable so your new team feels comfortable communicating and collaborating with you: Subject: Excited to work with the [team or department] Good morning [team or department],Today is my first day at [company name]. I'm joining as the new [your title] and will be leading the team going forward.I've worked as a [your job or field] for [X] years. Recently, I worked at [company name], where I was the [your old title] and collaborated with a similar team. I look forward to bringing my experience here and learning even more!I'm excited to start working with all of you. I'm planning to meet with each of you one-on-one to get to know you a bit, so look out for a calendar invite coming this week.If you have any questions or concerns about anything (or just want to chat!), you can contact me at [your contact information].Sincerely,[Your name]
Introducing yourself for a job (with a connection): Sending an introduction to a hiring or recruiting manager is a great way to make a good impression and hopefully get your foot in the door. If you have a connection to the company, definitely mention them in your message; this signals to the recruiter that you may have the right skills or qualifications for the job. Subject: [Your name], a referral from [your connection’s name] Good morning, [recipient's name],I hope your day is going well!I was speaking to my good friend, [your connection’s name], who works in [their department] at [the company’s name]. They mentioned that you may be looking for an additional member to join the [team or department]. I’m a recent graduate from [your school] with a degree in [relevant field], and they recommended I reach out to you to hear more about the role and whether I would be a good fit.Thank you for your time and consideration. I appreciate any details or guidance you can provide!With gratitude,[Your name] Expert tip: Professional life and career coach Amber Rosenberg says, “Explain that you’re in a career transition and interested by what they’re doing. Ask to set up a 20 minute informational session to talk about the industry or their company. Most people love to talk about their jobs and are happy to take 20 minutes to speak with you. This is a great way to find out about the 80% of jobs that are never advertised (there’s a lot less competition for these jobs, as well).”
Introducing yourself for a job (without a connection): Although knowing someone at the company is a plus, it’s very common to send an inquiry email about a job without an in. Make a great impression by emailing the hiring manager or head of the department you’d like to work for. If you don’t know exactly who to address in your email, use a generic but professional greeting like “I hope this email finds you well, “Greetings,” or a simple “Good morning/afternoon.” Explain a bit about your background and experience to show you’re a good fit for the role. Subject: Introduction from [your name], [desired position] applicant Greetings,I hope this email finds you well.I’ve just completed my application for the [your desired role] position at [company name]. My past work experience is well-suited for this position, and I would be ecstatic to be considered for it. Although I already submitted a formal application, I’m also attaching my resume below for your convenience and reference.I would be an excellent fit for this position: I love working as a team, I have excellent time-management skills, and I’ve used all the relevant software extensively. I’m a genuine fan of the products you produce and would love to be a part of your organization.Thank you for your consideration, and please let me know about any next steps or questions you may have for me.Sincerely,[Your name] Expert tip: If you land an interview, professional life and career coach Amber Rosenberg says to “send a thank you email within 24 hours to each person who interviewed you. Start by thanking them for their time and reference something that you learned in your conversation or something that impressed you about the organization or role. Restate your interest in the role and tie back your experience to the main responsibilities of the position.”
Introducing yourself to an existing client: In some cases, you may take over a position and have a client who has been working with your company for some time, but not with you. In this case, assure them that you’ll provide the same quality of service as your predecessor to put them at ease and start the new relationship off on the right foot. Tell them a bit about yourself and let them know you’re fully up to speed and ready to work for them during and after the transition. Subject: [Your name], your new point person at [company name] Dear [client’s name],We haven’t had the chance to meet yet, but I’m one of [your colleague]’s coworkers. My name is [your name] and I will be your new point-person now that [your colleague] is [retiring, leaving the company, etc.].I’ve worked with [company name] for [X] years and during that time, I’ve helped out on several projects for [client’s company name]. We have a very collaborative office environment, which helps us serve our clients to the best of our ability, no matter who manages their accounts.I’ve read through your file and would like to arrange a time to chat so that I can address any questions or concerns you may have about this transition.I look forward to working together!Sincerely,[Your name] Tip: You can write an email similar to this to introduce yourself to non-client contacts who have a relationship with your business, such as local government officials, law enforcement, or school representatives.
Introducing yourself to prospective clients: If you’re cold-emailing a potential new client who hasn’t already reached out to your or your company, tailor your email to them and their needs. Use more formal business language if it suits their company culture, and try to use relevant industry terms or jargon to reassure them you’re capable of meeting their professional needs. Subject: [Your name] from [your company name] Hello [potential client name],I’m writing to discuss the possibility of working together.I represent a [your industry] organization that prides ourselves on seeing our clients’ businesses succeed as they reach more of their growth goals. I’ve attached a link to my portfolio and our company website so you can see some of the amazing people and organizations I’ve had the honor to collaborate with.I love what [their company] is doing with [their product or service] to help people improve [specific aspects of their product or service]. I’m confident I will be able to help you grow even more.I hope to hear from you soon to discuss a fruitful partnership.Best,[Your name]
Introducing yourself to a potential business partner or employee: You may have to email an individual or a representative of another company if you’re in need of their services. In this scenario, you can keep your message brief and to-the-point; as someone who could benefit from having your business, they probably won’t need much motivation to reply! Include your position and a brief description of the services you hope they can provide. Subject: New business opportunity – [your company name] Dear [recipient's name],My name is [your name], and I am the [your position] at [your company]. We are currently searching for an external partner [or “additional support” if emailing an individual] to provide additional [type of service needed] for our organization.I would enjoy learning more about the services you provide and your business before starting a conversation about the current opportunity.If you would be so kind as to reply here to arrange a meeting, I would greatly appreciate it! I look forward to speaking with you.Sincerely,[Your name]
Introducing yourself as a professional contact: Need to hone your networking skills? It’s common to introduce yourself to other professionals who you’d like to have in your contacts for potential future projects. In this scenario, it’s OK to use more friendly or somewhat casual language, as you’re not seeking a specific professional outcome and want to be remembered as an agreeable person to work with. Subject: Introduction: [Your name], [your position] at [your company] Dear [recipient’s name],My name is [your name] and I would like to introduce myself to you. I’m the [your position] at [your company] and I’m seeking to grow my network of industry professionals as my organization and I continue to grow in [your field].I would welcome the opportunity to meet and establish a relationship between our two businesses.Please feel free to reply to arrange a brief introductory meeting. I'm looking forward to working with you in the future!Yours sincerely,[Your name]
Introducing yourself as a personal contact: You may know of someone, like a friend of a friend, who shares common interests or values with you who you’d like to connect with (for example, someone who volunteers for similar causes as you or who has a presence in the same “scene” you participate in). Feel free to send them an informal email to introduce yourself and highlight what you have in common; you may end up with a new social contact, or even a new friend! Subject: Hello! Hi [their name],We haven’t met before, but my name is [your name] and I know [mutual contact or friend’s name]. They mentioned that you’re also into [your scene or interest] and I thought I’d reach out to connect!I’d love to pick your brain about your experience with [your scene or interest] sometime. Maybe we could grab coffee soon, or arrange for a quick call?Looking forward to chatting!Best,[Your name]
More Tips for Writing Professional Emails
Write with a respectful but approachable tone. Although you want to write a professional-sounding email, using super stiff or impersonal language can make you seem disinterested or like you’re simply copying from an email template. Instead, think about how you would talk if you were introducing yourself to someone in person. This will help you stay short and direct without being cold or robotic-sounding. A great way to sound agreeable and personable is to show gratitude for the recipient reading your message or doing something for you, like setting up a meeting. This slight vulnerability is especially important if you’re cold-emailing someone who has an advantage over you, like a hiring manager. For example, you could say “I’m really grateful for your consideration” or “Thank you so much for the chance to connect. It means a lot!” Showing a bit of gratitude makes it more likely that the recipient will want to read and reply to your email or help you out if you’re asking for something like an interview or service.
Keep your email to a concise, easily digestible length. Short emails are more likely to be read in full than long ones (think about every time you’ve gotten a long or rambling email and groaned). So, focus on using concise language, clear calls to action, and only including information that’s relevant to why you’re writing. In most cases, your introduction email only needs to be a few sentences or short paragraphs long. However, be careful not to be too curt. Imagine you’re at a party; you wouldn’t walk up to a stranger and immediately ask them for something. You’d probably say hello and introduce yourself, connect over something you have in common, and then transition into a request. Your email should follow the same pattern.
Tailor your email to the recipient. There’s no single correct format or formula for any email, even introductions. So, don’t be afraid to adjust templates or previous email lnaguage to match who you’re writing to. Do some research beforehand on the recipient, the industry they’re in, and the company culture to determine whether a formal email (like if you’re emailing a high-ranking manager in a large company) or something slightly more casual (like if you’re reaching out to someone at a young startup) is appropriate. Try not to be super impersonal in any case. Adding small personal touches can humanize your email and make you seem more approachable and down-to-earth.
Proofread your email before sending. No matter how confident you are in your grammar and typing, always give your email another read-through before clicking send! This will help you catch small typos or awkward wording that could make your message seem less professional. To make sure your writing flows well, try reading your email aloud. If it sounds and feels natural to say, then it will read that way, too.
Comments
0 comment