Introduction Emails to Clients (With Free Template Downloads)

Writing an email when you lack a relationship with the recipient can be difficult and stressful. First impressions are extremely important, and a well-crafted introductory email can set the tone for all further communications. This article explains what an introduction email is, lists the steps for writing one, provides a template and example that will help guide you as you craft your own introduction email and answers frequently asked questions regarding this type of initial correspondence.
Related: Onboarding Best Practices
 
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A quick overview of introduction emails

Introduction emails are messages that are sent to initiate communication with a professional contact. They can be used in a wide range of situations, such as:

  • Introducing a new employee to an existing client 
  • Introducing yourself to a new client
  • Contacting a prospective client
  • Following up on a referral from a mutual connection
  • Following up after meeting someone at an event
  • Introducing a new product or service

Regardless of the scenario, introduction emails play an important role in business because they set the tone for most professional relationships. Additionally, the ability to effectively craft an introductory email can result in more clients.

 

How to write an introduction email

In order to write an effective introduction email, you will need to carefully craft each element. The elements of an introduction email are:

  1. Subject line
  2. Greeting
  3. Body
  4. Closing
  5. Sign off

1. Subject line

In many ways, the subject can be the most important aspect of an introduction email because it is what convinces the recipient to open the message. The subject of your email should provide the reader with a short summary of what the message is about. A catchy subject line can help grab the recipient’s attention and give them a good impression.

 

2. Greeting

Because you are establishing a connection with the client, you should keep the interaction professional. That means using “dear” with the participant’s correct title, paired with their last name. For example, “Dear Dr. Jones.” Here are some other things to keep in mind while crafting your greeting:

  • Avoid using the client’s first name. It’s important to keep an air of formality as you make your initial introduction.
  • Always be aware of the name and title held by the person you are contacting. That means always avoiding using the phrase “to whom it may concern.” 
  • Use titles like “Dr.,” “Ms.,” “Mr.” and “Mrs.”
  • If you are unsure of the marital status of a female recipient, default to “Ms.”

 

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, make sure to communicate appreciation for the recipient taking the time to read your email. This will ensure that your email ends on a positive note and solidify a welcoming feeling for the client. It is also helpful to reinforce that you are happy to have made the connection and that the recipient 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. Possible options to use are things like “sincerely,” “best regards” or “yours faithfully.” In addition to your name, make sure to include any other relevant information, such as your position, email address, phone number and the name of the company that you work for.

 

Related: New Employee Announcement

 

Introduction email template 

Here’s a template that you can use if you are introducing a new employee to a current client:

 

Subject: Introducing new [job title]
 
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 and 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].
 
Best regards, 
 
[Your name]

[Position]

[Company]

 

New client introduction email template for PDF & Word

Check out our new client introduction template to help you start off on the right foot with clients.

 

Download PDF for Free

 
Download Word for Free

 

*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

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 you can reach me directly by phone at 403-555-9320 ext. 224.
 
Best regards, 

Cassandra Walsh

Account Manager

Marketing Solutions

 

Introduction email FAQs 

Here are some answers to frequently asked questions regarding introductory emails:

 

How do you reply to an introduction email? 

If you receive an introduction email, it’s important to handle it in a manner that is professional and that will leave a good impression. First of all, make sure that you respond within a business day. Additionally, if you use a template, take a little extra time to personalize your response. Finally, show your appreciation to the person that referred you by contacting them to thank them and let them know how it went.

 

What should the subject be for an introduction email?

You can increase the chances that your introduction email will be opened by crafting a subject line that is both specific and concise. The recipient should be able to infer what the message will be about from the subject line. For example, you could use “Introduction from [your name].”

 

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*Indeed provides this information as a courtesy to users of this site. Please note that we are not your career or legal advisor, and none of the information provided herein guarantees a job offer.