How to Write an Effective Email Introduction (With Examples)
By Indeed Editorial Team
Updated September 14, 2022 | Published July 26, 2021
Updated September 14, 2022
Published July 26, 2021
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
Knowing how to write a perfect email introduction is an essential skill, as email has become the most common means of written communication today. Instances of when you need to write an email include applying for a job or internship position, seeking advice, networking, selling a product or service or addressing your coworkers. Knowing how to write an effective email introduction increases the chances of the recipient reading and responding to your email. In this article, we discuss how to write a memorable email introduction, and we share some email introduction examples to help you write your own.
How to write an email introduction
Here are the steps you can take to write the perfect email introduction:
1. Craft a compelling subject line
The subject line is the first element of your message that a recipient notices. The decision to open, read or reply to your email depends on how interesting and informative they find the subject line. To achieve this, keep the subject line professional to grab the reader's attention. Give the recipient a reason to open your email by including the purpose. For instance, if you are applying for a job, include the position and the job reference number in the subject line.
2. Customize your greeting
After the subject line, choose an effective greeting. Depending on the recipient's industry, tailor your greeting to match the level of formality for that industry. For instance, if you are emailing a government official, using “Dear” is more appropriate than “Hey,” or “Hi," which may be more suitable for industries like tech, media and fashion. The second part of the greeting is the recipient's name. The widely accepted norm is to use the recipient's first name if you know them personally. For recipients you don't know, or for formal communication, use their last name.
Avoid impersonal statements like "To whom it may concern." Regardless of the industry, it's beneficial to do some background research about the company or the person you are contacting to enable you to address them appropriately.
3. Start by writing about the recipient
Starting by writing something about the recipient draws them into reading the text. Start the opening paragraph with a compliment or an observation about their work or company. Another idea is to identify areas of mutual interest and use them to engage the recipient. Here are some great openers that are email introduction examples:
“I noticed your company is looking to diversify into…”
“Just saw your post about how much time your company is wasting time on…”
“Your work at XYZ is enviable, and I would like to…”
“I'm inspired by the story you shared about ….”
“I just completed reading your masterpiece on customer service excellence….”
Starting your email this way makes your message more palatable and builds rapport with the recipient. An impressive start to the email increases the chance of the recipient getting to the core subject of the email.
4. Explain the reason you are sending your message
After capturing the recipient's interest, you can now explain your reason for contacting them. Write a concise explanation and keep it relevant to the recipient. Examples of a professional explanation include:
“I noticed your company is looking to diversify into medical device sales. I'm a highly experienced medical sales rep and would like to be part of your team.”
“Just saw your post about how much time your company is wasting on training new hires, and I would like to meet you and see how my training company can help you save time and money.”
“Your work at XYZ is enviable, and I would like to find out whether you have time to come and inspire my sales team.”
“I'm inspired by the story you shared about your millionth customer and I would like to find out whether we can publish the story in our quarterly in-house magazine.”
You can also provide a brief explanation about how you got their email, such as through a mutual contact. This creates confidence that you are not total strangers.
5. Give value to the recipient
Show what value you provide to the recipient. While your opening compliment might appeal on its own, you can go further to convince the recipient why you are worth their time. Giving value makes it easy for the reader to remember you. It also makes subsequent correspondence easier and more relaxed.
Ideas to give value to the email recipient include:
Recommending a book or an article
Suggesting an app or software they might find helpful
Offering to introduce them to someone who would benefit them
Following them on social media or sharing their posts with your followers
6. Close with a call to action
The last section of the email introduction is to write a brief request to the recipient. Make the call to action appealing and polite, with less friction possible. For instance, if you want to meet them, include a link to a calendar or diary to enable them to assess when you could arrange a meeting day convenient for both of you. If it's a job application email, request them to read your resume and consider you for the position.
7. Show appreciation
State your appreciation to the recipient for taking the time to read your email despite their busy schedule. Use a professional closing such as "Sincerely" or "Regards" and write your name and contact details. If you have an online professional profile, you can provide a link that the recipient can follow to learn more about you.
Related: How to End an Email
8. Proofread and send
Sending an email with grammatical, spelling, or formatting errors might diminish your request in the eyes of the recipient. Proofread the email before sending it. Take a break and read it later from top to bottom to ensure you identify any mistakes. You can also ask a friend or colleague to read it and provide a second opinion. Sending it to yourself is a great way to test how it appears in the recipient's inbox. Once through with proofreading, enter the recipient's email address and send.
Tips for writing an email introduction
Here are tips for writing an effective email introduction:
Find a mutual contact
Introducing yourself through a mutual contact is a great way to ensure your email gets attention and to receive a reply. Check whether you have a common acquaintance with the recipient and ask them to introduce you. Alternatively, you may ask them if you can mention their name in the email to the recipient. Using mutual contact creates a much deeper connection with the recipient and makes them more likely to open your message.
Show enthusiasm and confidence
Show enthusiasm in your email to elicit a deeper interest in the recipient to meet your request or arrange a meeting. If you are looking for a job, demonstrate how eager you are to work for the company. Find a balance between being polite and confident in your call to action.
Keep it short
When drafting the email, keep in mind the recipient may have many emails to read in their inbox. Increase the likelihood of having your email read by keeping it brief. Remember, if you impress the recipient, you will have other opportunities to go into details.
Avoid demanding language
The tone of the language is just as important as the content of the message. Use persuasive language to direct your request. When rereading your message, ensure your message suits your intended tone.
Use simple font
The email introduction is a form of business communication. Use common fonts such as Times New Roman, Arial or Calibri font size 11 or 12, so it's easy to read. These fonts are easiest to read and present you professionally, keeping the reader focused on your message.
Include a signature
Include a signature at the bottom of the email to make it possible for the recipient to reply or contact you. An ideal signature includes your full name, phone number, office mailing address and email address. If you're looking for a job, you can also include a link to your social media channels or online portfolio.
Make a follow-up
Sometimes even a well-crafted email may not attract a response. When this happens, you can send a follow-up email. Here a few suggestions for writing an effective follow-up:
Summarize your previous points and why they benefit the recipient
Share industry-relevant news with the recipient
Follow and respond to their social media posts
Invite the recipient to an event
Reference their blog posts in your follow-up emails
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