How to Introduce Yourself in an Email

Learning how to introduce yourself via email professionally is always a useful tool to have in your arsenal. Email is still the number one way to communicate in the digital world, and a good introduction is just as important here as it is in real life. Proper email etiquette is especially crucial if you are a remote worker and email is one of your main ways of connecting with clients and coworkers.

When you want to strike up a conversation, begin a collaboration, check in on a project, or get access to important information, the trick is to nail the introduction. You want to engage the person reading your email and get directly to the point.  Especially if you’re in sales, your introduction is your digital foot in the door, and you know what people say about first impressions.

Here, we take a look at how to write the perfect introduction email whenever you need to crank up the professionalism, get your email read, and take your email engagement to the next level.

How to Introduce Yourself in Email – Checklist

1. Write a Killer Subject Line
2. Write to a Real Person
3. Use a Formal Greeting
4. Mention Your Connections
5. Be Succinct (think Facebook Status Update lengths)
6. Use a Professional Closing
7. Proofread (twice). Use a service like Grammarly if you aren’t sure.
8. Included Promised Attachments
9. Schedule your Email

Key Elements For Introducing Yourself in an Email

There’s a wealth of conflicting information available online on how to write an introduction email, but we’ve condensed the most important points down for you, so you can dive right in. Following each step logically and methodically will help you develop a foundation from which you can build the perfect introductory email for a range of applications, and from here, you can begin to refine your content to your specific requirements.

Write a killer subject line

This is the first thing your recipient will see, so it’s got to grab their attention. However, don’t be tempted to drift into the shady world of spam subject lines. You need to concentrate on concrete information detailing what your email contains, while ensuring it is succinct.

Write to a real person

The first question you should consider when asking how to introduce yourself via email, is who am I writing to? In a world where finding someone’s name is as simple as a minute or two on Google, there’s really no excuse for falling back on “to whom it may concern”. If you can get a little information on who you are writing to and address your intro email directly to them, it will help you tailor the content and make for a more compelling read.

Use a formal greeting

When asking how to introduce yourself in an email professionally, then a formal greeting is key. Formality is important as it provides a neutral way to say “hi” without assuming the receptiveness of your recipient. Even in today’s world of instant messaging and casual communication, formality still has a place when introducing yourself.

Name drop your connections

If you are contacting someone for the first time through a mutual friend or colleague, then make sure you mention them in the email. Referrals are among the best ways to get your foot in the door and get a quick reply, and the ideal way to introduce yourself in an email.

Get straight to the point

Today, people are busier than ever—in both their professional and personal lives. No one has time for long and rambling emails, so make sure you get to your point straight away. Increasingly, people tend to skim emails to get the gist, so don’t be afraid to bold your most important points and use bullet points when introducing yourself in email.

Write a professional closing

When learning how to write an introduction email, you’ve got your formal greeting and your professional closing. These are the two bookends to your content, and they underpin a professional first impression.

Spell check and proof

It should go without saying that spelling mistakes and typos are a big no-no. This is your chance to make a good first impression, so proofreading your message at least twice is the absolute minimum when introducing yourself in email. Use a service like Grammarly if you don’t trust your proofreading skills.

Included Promised Attachments

If you are emailing someone for the first time or even the 100th time, be sure to double-check that you’ve included any attachments that you promised. One of the easiest ways to make yourself look unorganized is to promise an attachment with more information, but fail to include that attachment in the email.

Scheduled Your Email

Sending an email on Friday at 3:00 PM is probably not the best time to get it read and acted upon. Using an email app that included the options to schedule your email is going to improve your open rate. You should research when people in your field likely read their email and schedule it for that time. If you’re trying to reach busy executives, sending an email first thing on Monday morning isn’t the best time as they are starting their week. Do executives in your field tend to catch up on email over the week? Scheduled it for 6:00 AM on Saturday morning to get to the top of their inbox. Don’t forget to confirm time zones as well.

How to Write an Introductory Email – Samples

Now that we’ve covered the core concepts of how to introduce yourself in an email, here’s a few samples you can use as inspiration. Remember, keep it concise and friendly without being too casual, and pay attention to the opening and closing greetings.

How to Introduce Yourself via Email — Sample

How to Introduce Yourself to a Potential Employer via Email — Sample

How to Introduce Two People via Email — Sample

How to Introduce Your Company via Email — Sample

Whatever the reasons you want to learn how to write email introductions, you need an app that helps you get things done in a more efficient manner. Spike has pioneered a new way to use email. We’ve simplified your Inbox. It’s email, but as easy as chat. It’s Conversational Email!  Spike lets you chat just like you do in a messaging app. It clears the clutter. It’s easier to talk. Conversational Email puts real conversation at the heart of your communications. Both in the office and out of it.

Spike also included Collaborative Notes that are always synced and backed up, so you can easily take notes about your conversations with potential clients so you can easily reference back to previous conversations.