Why do businesses benefit from knowing the do’s and don’ts of introduction emails to new clients?

Understanding the do’s and don’ts of introduction emails to new clients can help you earn their confidence and establish positive working relationships with them. Especially since so many common scenarios require introductory communications, you can apply your understanding of successful introductory emails frequently. You might write them in common business scenarios such as:

• Introducing a client to a new employee
• Introducing a new service
• Arranging a meeting with someone you met outside the office
• Gaining new contacts
• Establishing relationships

New clients are often highly observant when interacting with a company for the first few times. They pay attention to the consideration you give them and how you communicate with them, confirming you can give them excellent service despite their being a new account of yours. An excellent introduction email can subtly address their concerns while providing them with key details they need to benefit from your services.

How to write an introduction email

Here are the steps you can follow to make sure potential customers enjoy your first communication with them:

1. Write your subject

The subject line is a critical element of an introduction email since it’s the first thing a new client will see when the email arrives in their inbox. Successful subject lines are informative and succinct. To encourage your recipient to open your message, aim to make the subject line engaging.

2. State your purpose

Introduce yourself by stating your role, organization, and why you’re emailing the client. Use a professional tone to communicate respect toward them, addressing them by their title and surname. Include personalized phrases such as “I’ve noticed you enjoy” or “After learning about your situation.”

3. Provide greater detail

In your next paragraph, provide greater detail about the person or service you’re introducing. Highlight any benefits the client can expect from working with the new individual or product. You can also include any important information regarding logistics or dates in this section, such as when the person you’re introducing begins their role in full.

4. Close respectfully

Close your message by thanking the client for their time and letting them know how to contact you. State your hopes for the future, such as arranging a meeting with the client or working together soon. Use a traditional professional sign-off such as “Kind regards” or “Sincerely.”

Introduction email template

Here is a template you can use the next time you’re preparing to make an introduction with a new client:

Subject line: Introducing [job title]

Dear [Client’s name],

[State your reason for writing and introduce the specific individual or product].

[Offer further background about the reason for the change in personnel, service, or policy. Explain how the new client can expect to benefit. Provide any key dates or logistical details].

[Give the recipient your contact information and specify any next steps. Thank the recipient for their time.]

Sincerely,

[Your name]
[Position]
[Company]

Introduction email example

Here’s an example of an introduction email that follows the above template:

Subject: Your new account manager

Dear Mr. Smith,

I am pleased to inform you that we have appointed a new account manager to your case. Effective next week, Sarah Rogers is going to be working with you and your team.

Sarah joined us recently, after working in marketing for 15 years. She has helped companies in various industries better reach their audiences and provided impeccable service when managing individual accounts. I’m confident she can readily answer any of the questions you have and serve as a reliable point of communication between your staff and ours. You can reach me at 888-888-8888 if you have any questions about the transition.

If it would be of interest to you, Sarah and I would like to arrange an introductory call with you next week. I’d be grateful if you could let us know a specific day and time that works best for you. Thank you for your time.

Warm regards,

Mandy Jones
Sales Manager
Towne PLC

Introduction email FAQs

Here are some frequently asked questions about finding the best approach for writing an introductory email:

How should I begin an introduction email?

How you begin your email largely determines whether the client continues to read it. Spend some time online researching the best email openers, and study the strategies great email marketers use to engage clients. Try to balance providing clarity and sparking curiosity in your content.

How long should an introduction email be?

The length of an introduction email to new clients may depend on what you need to say and what kind of business you run, but you might aim for between 300 and 500 words. Try to avoid unnecessarily long communications, while still including all the crucial information your new client needs. Craft your email to get your point across as succinctly and clearly as possible.

How can I write a successful introduction without a referral?

In some cases, you can send an introduction email to a new client without a referral. If you do, make sure to share how you found the potential client so they’re comfortable reading the rest of your message. Consider providing additional background about yourself and your business as well.

Introduction Emails to New Clients Templates for PDF & Word

Use these introduction emails to help you make a great first impression on new clients.

*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.