Purpose and types of introduction emails
By sending a well-crafted introduction email, you can set the tone for future interactions and demonstrate professionalism. You can use introduction emails in various situations, such as:
- Contacting a prospective client
- Following up on a referral from a mutual connection
- Introducing a new employee to an existing client during the onboarding process
- Introducing yourself to a client
- Following up after meeting an individual at an event
- Introducing a new product or service
- Sending a brief description of your role or company to a new contact
How to write an introduction email
To write an effective introduction, consider focusing on one key element of a business email at a time.
1. Subject line
The subject line sets the tone for your message and encourages the recipient to open and read it. You can choose a title that briefly summarizes your message. For example, you could use “Introduction from [Your Name].”
2. Greeting
Because you’re establishing a connection with the client, your greeting should be professional. Here are several things to consider:
- Start your greeting with “Dear”
- Consider using the client’s full name to avoid vague honorifics and misgendering the recipient
- Name a specific recipient, rather than using “To Whom It May Concern”
- Use academic titles such as “Dr.” when appropriate
3. Body
The body of your introduction email may vary based on your message’s purpose. It typically explains the reason for your email and, if applicable, includes a call to action (CTA) that encourages the recipient to take the next step. For example, you might end the body with a link that directs the client to schedule an appointment.
4. Final message of appreciation
At the end of the message, express appreciation to the recipient for reading your email. This also helps demonstrate your positive company culture.
5. Closing
Just like the greeting, your closing should maintain professionalism that matches the email’s body. Consider using phrases such as “Sincerely,” “Best regards,” or “Thank you.” After the closing, provide your name, email address, phone number and company name.
Introduction email templates and samples
To simplify writing, you can choose the email template that best fits the purpose of your client introduction email.
Introduction email for a new employee
This email template may be used when writing a new employee announcement for a customer:
Subject: Introducing the new [Job Title] at [Company Name]
Dear [Client Name],
I’m reaching out to inform you of recent changes in our company. I am thrilled to introduce you to [Employee Name], who will be joining your account as a new team member and [Company Name]’s new [Job Title]. Please join me in extending a warm welcome to [Employee Name] as they become part of your team.
[Employee Name] has been at [Company Name] for [length of time] and has worked hard to grow within our [department name] department by assisting customers with their concerns. We are very excited about this transition into a new role.
We are confident [Employee Name] will handle their new responsibilities with their usual professionalism and enthusiasm. During this transition, we are committed to providing support to ensure everything goes smoothly for you.
Starting on [date], [Employee Name] will be taking over your account with our company. You can reach out to [Employee Name] with any questions or concerns via email at [email address] or by phone at [phone number]. Thank you for your time.
Warm regards,
[Your Name]
[Your Job Title]
[Company Name]
[Email address]
[Phone number]
Sample using the new employee template
Subject: Introducing the new Customer Success Manager at Beta Experts
Dear Roberta Morris,
I’m reaching out to inform you of recent changes in our company. I am thrilled to introduce you to Sofia Barbosa Costa, who will be joining your account as a new team member and Beta Experts’ new Customer Success Manager. Please join me in extending a warm welcome to Sofia as she becomes part of your team.
Sofia has been at Beta Experts for two years and has worked hard to grow within our customer care department by assisting customers with their concerns. We are excited about this transition into a new role.
We are confident that Sofia will tackle her new responsibilities with the same professionalism and enthusiasm that she has continually shown in the past. During this transition, we are committed to offering assistance to ensure everything goes smoothly for you.
Starting on August 5, Sofia will be taking over your account with our company. You can reach out to Sofia with any questions or concerns via email at sofiabc@betaexperts.com or by phone at (212) 555-9898. Thank you for your time.
Best regards,
Naveen Head
Customer Success Supervisor
Beta Experts
naveenh@betaexperts.com
(212) 555-9899
Self-introduction email template
When introducing yourself to a new customer, you might use this template:
Subject: Your new [Job Title]
Dear [Client Name],
I want to introduce myself as your new [Job Title] at [Company Name]. My name is [Your Name].
I am eager to work with you and your company as we strive to [mention customer goal]. If you have any questions or concerns, feel free to contact me via this email address or by phone.
Thank you,
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
[Email address]
[Phone number]
Sample using self-introduction template
Subject: Your new Account Manager
Dear David Altuve,
I want to introduce myself as your new account manager at Wavewood. My name is Valentina Klaric.
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 this email address or by phone. Thank you.
Best regards,
Valentina Klaric
Account Manager
Wavewood
vklaric@wavewood.com
(403) 555-9320 ext. 224.
Prospective client email template
This email template can be used for contacting a prospective client who has expressed interest in your company.
Subject: Following up on your interest in [Company Name]
Dear [Client Name],
Thank you for your interest in [Company Name]. I am excited to tell you more about us.
[Company Name] has been in business for [time period], and we pride ourselves on [key selling points]. We have extensive experience in [highlight areas of expertise]. Our team can help you [name a challenge the client might be facing].
I am available to answer any questions about our [products/services]. Feel free to contact me by email or phone at any time. We can also set up a [meeting/video conference/demo, etc.] at your earliest convenience.
Thank you for your time.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
[Email address]
[Phone number]
Sample using a prospective client email
Subject: Following Up on Your Interest in Champion Solutions
Dear Steven Glasco,
Thank you for your interest in Champion Solutions. I am excited to share more about what we offer.
Champion Solutions has been in business for over 10 years, and we pride ourselves on our quality workmanship and customer service. We have extensive experience with residential new construction, renovations and storm preparation. Our team can help you address any issues you’re experiencing with your roof.
I am available to answer any questions about our services. Feel free to contact me by email or phone at any time. We can also set up an introductory meeting and estimate at your earliest convenience.
Thank you for your time.
Sincerely,
Savannah Oster
Champion Solutions
soster@championsolution.com
(555) 555-5555
Referral response email template
When a current customer or other contact offers a referral, you can use this email template to connect with the prospective client.
Subject: [Referral Source Name] Suggested We Connect
Dear [Client Name],
[Referral Source Name] suggested I reach out to you. I understand you [description of client’s needs].
At [Company Name], we [brief description of products or services]. We have expertise in [list two or three key specialty areas].
I am confident we have solutions that can meet your needs, and I’m eager to share how we can help. Would you be interested in scheduling a [call/appointment, etc.]?
Thank you for your time. I look forward to hearing from you soon.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
[Email address]
[Phone number]
Sample using referral response email
Subject: Charlotte Burt Suggested We Connect
Dear Bernard Smith,
Charlotte Burt suggested I reach out to you. I understand you are new to the area and looking for a veterinarian to care for your two dogs.
At Gardenia Valley Veterinary Services, we have been providing preventative care and treating all breeds for more than 15 years. We have expertise in canine internal medicine, dermatology and surgery.
I am confident we have solutions that can meet your pet’s needs, and I’m eager to share more about them. Would you be interested in scheduling an appointment?
Thank you for your time. I look forward to hearing from you soon.
Best regards,
Alisa Pazos
Gardenia Valley Veterinary Services
office@Gardeniavalley.com
(555) 555-5567
Best practices for introduction emails
These best practices can help ensure your introduction emails are effective:
Set a clear objective
Before writing your introductory email, determine your objective. Are you providing contact information for a new employee, or do you hope to initiate a future meeting or call? Defining your end goal can help you craft an effective message.
Personalize your message
When possible, customize introductory email templates to reflect the recipient and your organization. Adding personalized details, such as mentioning specific goals and needs, can help make your message more impactful.
Be brief
Write a clear, concise message that shows you respect the recipient’s time. Using several short paragraphs instead of long blocks of text can encourage the recipient to read the entire email. When conveying large amounts of information, consider presenting it in a bulleted list for easy readability.
Focus on building relationships
A customer introduction email is often an important first step in the customer acquisition process. However, your message shouldn’t focus too heavily on sales. It’s generally best to avoid discussing prices from the beginning. Instead, build trust by providing information about your organization’s experience and strengths.
Proofread carefully
Before sending your email, review it for grammar, spelling and punctuation errors. Consider asking a member of the leadership team to review the message and provide feedback. Reading your email aloud may also help you improve its flow.
Follow up appropriately
After sending your introductory email, give the recipient several days or weeks to respond, depending on the urgency of your message. If they don’t contact you, consider following up with another email or a phone call.
Measuring the success of your introduction emails
Monitoring how your introduction emails perform can help you improve their effectiveness. Some key metrics to track include:
- Open rates: Low open rates may indicate your subject lines aren’t clear or engaging enough
- Response rates: If response rates are low, revise the body of your emails, ensuring you include a clear CTA.
- Conversion rates: Knowing how many people follow through on your CTAs can help you assess whether you need to rework the email’s body
- Client satisfaction scores: Tracking satisfaction scores before and after sending an introductory email for a new employee can help you assess whether the message strengthened the client relationship
New employee introduction email template for PDF & Word
Check out our new client introduction template to successfully connect with potential customers. We also offer various email introduction templates and ready-to-send emails for different business scenarios, making it easy to establish positive first impressions and streamline your outreach. The downloadable resources include a self-introduction email sample to help new employees introduce themselves effectively.
*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.
