How to Introduce Yourself in an Email

Introduce Yourself in an Email | How-to, Tips & Examples |

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An email introduction is necessary when you’re connecting with someone for the first time. To make this initial connection as effective as possible, be clear about why you’re reaching out and the value you can provide them. This article explains how you can formally introduce yourself in an email to help establish a strong connection with the recipient early on in your professional relationship.

Why is introducing yourself in an email important?

Introducing yourself in an email is critical if you’re trying to establish a connection with a potential employer or another member of your professional network. The quality of your introductory email can interest the recipient and motivate them to contact you. Your introductory email can also reveal the type of person you are and gauge if the recipient is interested in engaging in an in-depth discussion. You can work to improve your introductory email writing and refine the content to receive a more effective response from the next person you send one to.

How to introduce yourself in an email

Follow these steps to write an introductory email:

1. First, write a clear and concise subject line

The subject line is important because it quickly summarizes what the recipient can expect when they open your email. Aim to craft a subject line that generates further interest and convinces them to open your email.

In your subject line, it’s best to include a few-word summary of the main point of your email followed by your name. The summary phrase can indicate to the recipient the purpose of the message, and including your name can help them quickly determine who the message is from. Recipients are more likely to trust messages from email addresses they don’t recognize or that are not in their contact list if the subject line contains the sender’s name.

Examples of subject lines you can include for your introductory email: 

  • Marketing Coordinator Position – James Warner
  • Referral – Mandy Collins
  • Informational Interview Opportunity – Diane Palin
  • Follow Up Meeting Request – Jim Simon

2. Second, select your greeting

When you’re greeting a connection for the first time, use the formal salutations Mr., Mrs., Ms or Dr. Since you do not know this person well, using formal salutations is a professional courtesy that can ensure your relationship starts respectfully. However, you can choose to be more casual with your greeting if you know them through a mutual connection. In this case, you can start your greeting by using their first name.

3. Third, identify the connections you share

If you have a mutual connection, make sure you state the relationship you have with them and why they told you to contact them. The mutual connection you have with the recipient increases the likelihood for them to engage with you because they may feel more comfortable replying to someone who’s built a relationship with people they know. Contact your connection to get more tips on how to greet and demonstrate your value to the recipient. You’ll enhance your chances of getting an opportunity to speak with them and improve your relationship.

4. Then, state the purpose of your message

The content of your email should give a meaningful response that advances the conversation. Write two to three paragraphs, stating who you are, why you’re writing, what you can offer to them and how they can help you. State that you’re flexible to work around their schedule to elaborate on your interest in having an in-person meeting with them.

5. Next, close with a call-to-action

Write a call-to-action at the end of your introductory email to define what next steps you’d like to take in the conversation. Including a call-to-action helps the recipient identify how to help you or take advantage of the opportunity you’re offering them. A clear call-to-action may include having them reach out to you by a specific date or responding to the message to schedule an in-person or phone call conversation.

6. Lastly, thank them at the end of the email

After your body paragraph and call-to-action, thank them for taking the time to read your message. Express your eagerness to hear from them to increase the chances of building a long-term relationship. The recipient may take notice of your written communication skills and professionalism, which can exhibit how you conduct yourself daily.

Tips to effectively introduce yourself in an email

Here are a few additional tips to help you prepare and finish an email introduction:

Tailor your email to the recipient

If you have no connections with the recipient, search for their email address online to make sure you’re sending your email to the right person. Locate the contact’s email address on the company website or their professional networking website profile. Send your introductory email to their work email address to increase the chance of them reading it and replying to you. If you have connections, network with another employee at the company to see when is the best time to contact them.

Double-check for errors

Proofread your email, and read it aloud twice to ensure its accuracy. Send the draft to a mentor or colleague to read and give feedback ways to improve the content or tone.

Review the font and text size of your email message

The type and size of font in your email can impact its readability. Keep the font size between 10 and 12 points to keep a standard layout. Some clear, legible fonts you can use include Georgia, Helvetica and Calibri.

Examples of introducing yourself in an email

Here are examples you can use to introduce yourself when writing an email:

Introducing yourself and requesting an informational interview

‘Subject Line: Informational Interview Opportunity – Lance Nelson

Good Morning, Jeff,

My name is Lance Nelson, and I am a junior marketing major at Stanford University. I am reaching out to you to seek more information regarding your experience in marketing and advice on how to get an internship within the industry.

I was wondering what your availability is to answer some questions I have related to my job search. I’d be happy to speak with you in-person or send questions to you via email.

Attached is my resume for your reference

Thank you, and I look forward to your reply.


Lance Nelson’

Introduction email with a referral

‘Subject Line: Referral – Marissa Byers

Dear Mr. Blake,

I am a colleague of Jessica Lyons, and she recommended that I send my resume to you for your help with my job search for a project manager position.

Jessica and I have worked with each other for three years, and we have increased the production of on-time deliverables by 95% over the past year at Marty’s Marketing. I believe that proven my experience as a project coordinator makes me a qualified candidate for a project manager role at your Fortune 500 company.

Please advise if you’re available to speak with me further about your advice and tips to amplify my job search.

Here is a copy of my attached resume for your reference.

Thank you, and I hope to speak with you soon.



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