A quick overview of introduction emails
The first message you send to establish contact with someone is an introduction email. Businesses can use introduction emails in a wide range of situations, such as:
- Contacting a prospective client
- Following up on a referral from a mutual connection
- Introducing a new employee to an existing client
- Introducing yourself to a new client
- Following up after meeting someone at an event
- Introducing a new product or service
Regardless of the scenario, introduction emails are a must for any business relationship because they set a tone of professionalism. Effectively crafting an introductory email can result in more clients.
How to write an introduction email
To write an effective introduction email, carefully craft each element. The elements of an introduction email are:
- Subject line
- Greeting
- Body
- Closing
- Sign off
1. Subject line
The subject line can be the most important aspect of an introduction email. It should be interesting, informative and engaging so the person opening it will want more. A catchy email subject should briefly summarize the message and give the reader a great first impression.
2. Greeting
Because you’re establishing a connection with the client, your greeting should be professional. Here are some other things to keep in mind:
- Start your greeting with “Dear,” the participant’s correct salutation and their last name. For example, “Dear Dr. Jones.”
- Avoid using the client’s first name. It’s essential to keep an air of formality as you make your initial introduction.
- Always name a specific contact. Avoid vague greetings such as “To Whom It May Concern.”
- Use titles such as “Dr.” “Ms.” “Mr.” and “Mrs.”
- For recipients who identify as female, use the “Ms.” salutation unless you have information on how she refers to herself.
3. Body
The body of your introduction email should tell the recipient who you are, where you are from and why you are contacting them. You should include details like your company and your position in it.
4. Closing
Once you have explained the purpose of the message, be sure to communicate appreciation for the recipient for taking the time to read your email. Thanking your recipient will ensure that your email ends positively and reinforces that they can contact you with any questions or concerns.
5. Sign-off
Just like the greeting, your sign-off should maintain a level of professionalism that matches the content of the email. You can use phrases like “Sincerely,” “Warm regards,” or “Thank you.” You should also include your name, email address, phone number and company name.
Related: New Employee Announcement
Introduction email template: new employee
Here’s a template that you can use if you are introducing a new employee to a current client:
Subject: Introducing the new [job title] at [company name]
Dear [Client’s name],
I’m reaching out to inform you of some changes that we have recently experienced in our company. I am thrilled to introduce you to [Employee’s name], [company name] ‘s new [job title].
[Employee’s name] has been with us at [company] for [length of time] and has worked hard to grow within our sales department by assisting customers with their concerns. We are so excited about this transition into a new role. We are confident that [Employee’s name] will tackle their new responsibilities with the same professionalism and enthusiasm that they have continually shown in the past.
Starting on [date], [Employee’s name] will be taking over your account with our company. You can reach out to [Employee’s name] with any questions or concerns by email at [email address] or phone at [phone number].
Warm regards,
[Your name]
[Position]
[Company Name]
[Email address]
[Phone number]
New employee introduction email template for PDF & Word
Check out our new client introduction template so you can get started on the right foot with potential customers.
*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.
Introduction email example: new account
Here’s an example of an email that you would send to a new client:
Subject: Your new account manager
Dear Mr. Roberts,
My name is Cassandra Walsh, and I am your new account manager at Marketing Solutions. I am eager to work with you and your company as we strive to make your brand more visible and profitable.
If you have any questions or concerns, feel free to contact me via email or phone at 403-555-9320 ext. 224.
Best regards,
Cassandra Walsh
Account Manager
Marketing Solutions
cassandra@marketingsolutions.com
Introduction email example: prospective client
Here’s an example of an email that you would send to a prospective client:
Subject: Protect your home from the upcoming storms
Dear Mr. Smith,
Fall and winter storms will be here in just a few months. Is your roof ready? We are licensed contractors providing exceptional roofing services in the tri-state area. Our company has been in business for over ten years, and we pride ourselves on our quality workmanship and customer service.
Would you be interested in learning more about our services? We would be happy to provide you with a free estimate.
Thank you for your time.
Sincerely,
Jeremy Johnston
Owner
XYZ Roofing
jeremy.johnston@XYZRoofing.com
555-555-5555
Introduction email example: referral response
Here’s an example of an email that you would send to follow up on a new client referral:
Subject: Susan Smith Suggested I Reach Out to You
Dear Ms. Roberts,
Susan Smith suggested that I reach out to you. She told me that you are looking for a marketing solutions provider who can help your company make its brands more visible and profitable.
At our company, we help businesses achieve these goals through a comprehensive marketing solutions approach that includes branding, public relations, online marketing and lead generation. We have helped many companies succeed and would love to do the same for you.
Would you be interested in scheduling a call so that we can discuss how we could help your business? Thank you for your time. I look forward to hearing from you soon.
Warm Regards,
Sharon Johnson
Account Director
Marketing Solutions
sharon.johnson@marketingsolutions.com
555-555-5555
Introduction email FAQs
Whether it’s an introduction email or a follow-up, your message should be professional and welcoming. Here are some answers to frequently asked questions that will help you get started:
How do you reply to an introductory email?
When you receive an email introduction, handling it in a professional manner is important. By doing so, you’ll leave a great impression and build trust. Do your best to respond within one business day, and take a little extra time to personalize your response. Finally, be sure to contact the person who referred you to thank them for their support.
How do you make an introduction email subject line stand out?
You can increase the chances that your introduction email will be opened by crafting a specific and concise subject line. Always write your subject lines so the person receiving them can easily guess what you’re talking about. For example, you could use “Introduction from [your name].”