First impressions matter, which is why introduction emails are so important. Whether you’re reaching out for more information or submitting your resume, you have to know how to write a great introduction email.
In this article, you’ll learn tips to help you write an introduction email. We will also provide a few samples to help guide you as you write.
What is an Introduction Email?
An introduction email is any email you send with the purpose of introducing yourself. This type of email may be used to submit a job application or resume, inquire about an open position, request other information, or sell a product or service.
It’s important to introduce yourself. It lets the other person know who you are and why you’re contacting them. Although you may use an introduction email to sell a product or service, the remainder of this guide will focus on emails about open job positions.
How to Write an Introduction Email (Step by Step)
Introduction emails vary but often have the same elements. Follow the four steps detailed below to create your own introduction email.
1. Use a Clear Subject Line
Your subject line should be clear. Using a clear subject line will help the reader determine whether or not your email is spam. Never leave the subject line blank.
2. Make a Connection
Let the email recipient know how you found their information. If another employee recommended the position to you, let them know. You might say something like, “Amy Jones recommended that I reach out about the open sales position.”
If you don’t have a personal connection to the company or recipient, make a short statement about how you found the job opening. You might say, “I found information about the open sales position on your company’s website.”
3. Issue a Polite Request
Make sure you phrase your request in a way that is both clear and polite. If you’re submitting a resume, you might ask, “Would you be willing to take a look at my resume if time permits?” A statement like “Please review my resume and get back to me” may come across as rude.
You should not be making a demand. This first email needs to make a good impression, so it’s important that you don’t sound pushy or rude.
4. Include a Closing and Signature
Use a professional closing like “Sincerely,” followed by your name and personal information. Include your full name, email address, and phone number. If you have a LinkedIn profile or personal portfolio website, you may also include these in your signature.
Sample Introduction Email Subject Lines
The following are a few possible subject lines for your introduction email:
- Open Sales Position
- Information Request
- Introduction from James Smith
- Referral from Amy Jones
- Resume Submission
Sample Subject Lines When Introducing Two People
The following are a few possible subject lines for you to use when introducing two people through email:
- Intro: Andy and James
- Introducing James Smith
- Andy, Meet James Smith (Marketing Coordinator)
- Introduction: James Smith
Sample Introduction Email
Subject: Referred by John Smith
Hello Mr. Jones,
John Smith let me know about the open position in your sales department and recommended I reach out. I have attached my resume and cover letter.
Would you please look over my resume if you have time? I would be happy to answer any questions you may have.
Email @ web dot com
Sample Introduction Email (Introducing Other People)
Subject: Introduction: Andy and James
James Smith was just hired to be one of our new sales representatives. He will be working on your team, so I wanted to reach out and make the introduction.
James, Andy Jones is one of our senior sales representatives. Although you’ll still report to me, Andy is on your team and can help you with any questions you may have.
Email @ web dot com
Introduction Email (Word Template)
Key Elements for Introducing Yourself in an Email
When introducing yourself through email, there are several key elements to remember:
- Formal address. Your email should start with a greeting like “Hello” or “Dear,” followed by the person’s title and full name. For example, your greeting may read “Hello Mr. Smith” or “Dear Ms. Jones.”
- Clear and professional introduction. Your introduction email should only be two or three paragraphs. You should include information about yourself and why you’re reaching out.
- Contact information. Your email signature should include information to help the recipient get in contact with you. An email signature should include your first and last name, professional email, and contact information. You may also provide your LinkedIn profile and personal website.
Typically an introduction email will require you to use your name. You may exclude your name if you’re reaching out in an official capacity. For example, you may introduce yourself as “the marketing coordinator for RandomCorps.” In these cases, it may be appropriate to exclude your name.
Email introductions will usually have some sort of call-to-action. If a sender has asked you to look over your resume, you may respond with a promise to look it over. If there is no clear call to action, you may send a response with an introduction of your own. At the end of that email, you may ask them how you can be of assistance.
It should be no more than two to three paragraphs. Each paragraph should be no more than two to five sentences long.
Introduction emails can leave a lasting impression, which is why it’s so important to learn how to write them. With the information, tips, and samples above, you’re ready to write your next introduction email.