Starting a new job?
Making a good first impression is essential when joining a new team. And writing an introduction email is an excellent way to break the ice.
An introduction email is a message you send (via email) to introduce yourself to an individual or a group. An effective self-introduction email has a compelling subject line, a greeting, a clear purpose, a closing remark, and a sign-off.
Wondering how to nail an introduction email that will grab the recipient’s attention and get a response? We’ve got you covered.
So, let’s get started.
What’s an introduction email?
An introduction email, also known as an ‘introductory email’ or a ‘self-introduction email,’ is an email an individual or company sends to introduce themselves.
Research finds that 47% of employees use emails, making it an excellent tool for building rapport in the workplace. So an introduction email will help you start on the right foot when reaching out to new colleagues, your supervisor, or a new client.
A self-introduction email sets the pace for a healthy business relationship. And this reduces anxiety, builds trust, and improves your performance at work.
You can also use introduction emails when:
- cold pitching for new clients
- enquiring about an open job position, product, or service
How to write an effective self-introduction email: 7 easy steps
Here are easy steps to help you craft an effective self-introduction email:
1. Start with a compelling subject line
Writing a catchy subject line will compel your target to open the mail. So make it short and sweet, capturing the purpose of writing the email.
A quick ‘hello’ from [your name], your new [job title]
The subject line is the first thing your recipient will see when they receive your email. But it’s disheartening if it doesn’t trigger them to open your email, which ends up in their trash or spam box.
2. Write a personalized greeting
The tone of the greeting (and the rest of the email) depends on the situation or the company’s culture.
For example, a friendly or informal greeting like “Hi Jayden” is appropriate for introducing yourself to a new colleague.
You can also use “Hello” or “Hey” if the person is in an easygoing industry like travel, media, or fashion.
Contrastingly, “Dear Ms. Hellen” is an ideal greeting in a formal setting or when emailing someone in a conservative industry like banking, teaching, or government.
Greetings are a cornerstone in building relationships. And you want to make a great first impression. Hence, start your introduction email with a personalized greeting.
3. Hook the recipient by mentioning something about them
In the first sentence, you can mention an interesting fact about them that will make them smile.
- “I loved your presentation at the gala event held at [specific venue] on [the date].”
- “Your article on [topic] and published on [website] caught my attention.”
- “I’ve just learned you’ll be my supervisor at [company’s name].”
Your recipient could have several emails in their inbox. So you want to give them something to entice them to keep reading your email.
Research the recipient’s credentials or achievements on LinkedIn or the company’s website if the person is a stranger. Alternatively, check your mutual connections and use that as an opening line.
After triggering your recipient’s interest, introduce yourself and tell them why you’re writing the email.
4. Explain the purpose of writing the email
Make your explanation brief and direct by excluding any irrelevant information. You could also mention something that adds value to the recipient so that the email is not all about you.
“We haven’t met yet, so I want to introduce myself beforehand. I am [your name], and I will be taking up the [new role] at [company name]. I checked your LinkedIn profile and was inspired by your career journey.”
5. Show enthusiasm
If you’re starting a new job, show your colleagues or manager you’re excited to join them. You could give a few details about what you’re looking forward to in your new position.
“I’m excited to start working with you and would like to get to know all of you on whichever platform you’d like. I look forward to using my skills and expertise in helping the department achieve its goals.”
If emailing a prospective client, include a call-to-action (CTA). However, avoid appearing desperate or aggressive. So strike a balance between courtesy and confidence.
“Are you open to sharing more information about your achievements? Chatting with you over the phone or email would be great.”
If writing a cold email, it’s best to avoid links because your email could end up in the spam folder, and most people are skeptical about clicking on links from strangers.
6. Sign off courteously
Sign off by including your name and contact information (depending on the situation).
- “Warm regards”
You can also express your gratitude to the recipient for taking the time to read your email.
“Thanks for your time and consideration.”
7. Respond to replies or follow-up messages.
If your colleagues reply and invite you to start a conversation, go ahead. Also, give prompt responses to any questions to start building your business relationship right off the bat.
8. Use AI to consistently generate converting emails in minutes
If you keep staring at a blank screen looking for the right words to start your email, you could use an assistant! Our Cold Email generator helps you craft 3 different emails in a few seconds. You simply give it all the information you want to convey, and watch it produce a coherent email. You can also choose the tone of voice, whether professional, witty, or friendly.
How to write good subject lines for introduction email
A great introductory email is nothing without a catchy subject line. After all, it may end up unread in the recipient’s trash box. So it helps to craft a subject line that will hook the reader.
Here are a few tips to help you write good subject lines for introduction emails:
- Personalize the subject line. Every email (and recipient) is unique. So personalize every subject line, ensuring it is relevant and speaks to the recipient directly.
- Trigger the recipient’s curiosity. Pique the recipient’s interest by including a teaser line or an intriguing statistic. You can also give a catchy illusion to a story or pose a thought-provoking question.
- Make it short and sweet. A precise and enticing subject line will compel the recipient to open the email. You can be a punny, but don’t overdo it.
- Create a sense of urgency. A deadline triggers people to react. And you can use one in your subject line to create a sense of urgency. For example, use “Now” or “Never,” or include a window period to compel the recipient to read your email or act within that timeframe.
- Give a clear call to action. Your subject line can reflect what you want the recipient to do. For instance, if you want them to subscribe to a service, give them a clue immediately.
- Share valuable information or give an offer. Most people won’t open emails if they offer no value. So, let your subject line show that the email has something valuable. But don’t be overly salesy, or your email will end up in the spam box. Also, avoid no-reply email addresses.
- Make the recipient feel special. Use phrases that show you care about the recipient. For example, “Thumbs up for making it this far!”
- Avoid all caps or misusing exclamation marks. Combining the two in your subject line will appear as yelling. And this will rub the recipient the wrong way.
Subject line for introduction email examples
- “Meet [person’s name]!”
- “A quick hello from [new role]”
- “Keep the momentum going!”
- “Epic days are coming. Ready for the next challenge?”
- “[A product/service] unlimited. Yours for the next 7 days.”
- “Long-time fan; first-time emailer”
- “Get 50% off on [product/service] by Sunday.”
- “Your free invite to [an event]”
- “9 quick ideas before you go.”
- “Don’t be overwhelmed by [a specific problem]. I can help.”
Psst, don’t stress while you could use AI to generate a great subject line. Use our Email Subject Line template to get subject lines that get your recipient to open your email.
You simply customize the tone and content and let AI do all the work. You get 3 or more subject lines at once so that you can pick the most impressive one.
Introductory email templates
Writing multiple introductory emails is exhausting. But with a template, you can pull off an excellent self-introduction email in minutes.
Here are introductory email templates for different scenarios:
#5. Introduction email to a client
Subject: Your new point of contact
Hello [Client’s name],
My name is [your name], and I’ve taken the [new position] at [company’s name]. So I’ll be your point of contact moving forward.
I’m ready to help you with anything, so don’t hesitate to reach out. I’m onboarding this week, but I will be happy to collaborate with you once I’m up and running. Before then, I’ll be in touch to highlight our current goals.
I look forward to working with you.
#4. Introduction email to a new team
Subject: A quick hello from [your position]
Hi [specific team],
I hope you’re all doing great!
I’m [your name] and am the new [your new role] at [company name]. I wanted to officially say hello since we’ll work together on future projects.
I’m thrilled to join your department and look forward to meeting you all personally! Please feel free to get in touch if you have any questions about me.
Looking forward to getting to know each one of you!
#3. Introduction email for new employee
Subject: Introducing the new [job title] at [company’s name]
Dear [Client’s name],
I’m writing to inform you of some changes in our company. I’m thrilled to introduce [new employee’s name], our new [their position].
[Employee’s name] previously worked at [former company’s name] and has extensive experience in [specific skills or expertise]. We are excited to have him/her and are confident their contribution will benefit our partnership.
[Employee’s name] is taking over as your new point of contact. I have copied them on this email so you can connect about future projects. And you can reach out to them if you have any questions or concerns.
#2. Introduction email for a product or service
Subject: Introducing [new product or service]
Greetings [recipient’s name],
My name is [your name], and I represent [company’s name]. I am excited to introduce our new release [product/service].
[New product/service] helps businesses [specific details on how it solves their problems]. So, if you’re looking for ways to [solve a pain point], don’t hesitate to reach out.
I’m happy to share more details and address any questions and concerns about [new product/service]. Please notify me if you want to learn more about it.
[Your name and email signature]
#1. New manager introduction email to a team
Subject: Here’s your new marketing manager
Hello Marketing team,
My name is [your name], and I am pleased to introduce myself as the new marketing manager at [company’s name].
I have been briefed about your exemplary performance in the previous financial year. Your commitment and efforts have significantly contributed to the company’s success. So, congratulations on a job well done!
I’m thrilled to start working with such an energetic team. And I believe we’ll have a great time achieving new milestones.
I’ll be reaching out to everyone to know each of you. If you have any questions, please don’t hesitate to let me know right away.
Looking forward to working with you all!
What is the best sentence to introduce yourself?
The best way to introduce yourself in a sentence is by mentioning your name and position or title to which the recipient can relate. For example, you can say, “Hi, I’m Matthew, the new sales assistant at [company’s name].”
How do you humbly introduce yourself?
Use a polite tone and respectful words like “I’d like to introduce yourself; I’m [your name].” Or, “Pleasure to meet you. My name is [your name].” And avoid phrases that show that you’re only thinking about yourself.
How can I introduce myself more confidently?
Use phrases that show your expertise if you’re contacting a prospective client. For example, “Hello, I’m Natasha, Sales Lead at [company’s name].” You’ll also show confidence by using a professional tone and being clear and direct.
How do you introduce yourself formally and informally?
Use formal greetings (including salutations), such as “Dear Mr. Jones,” when introducing yourself formally.
On the other hand, maintain a friendly and relaxed tone in your subject line and email content when making an informal introduction. For example, say, “Hey there.”
How long should an introductory email be?
There’s no hard or fast rule on how many words your introduction email must be. But you can say everything your recipient needs to know in less than 150 words. Also, keep your sentences and paragraphs short and straightforward.
Send compelling introductory emails with customizable templates!
You don’t have to write introduction emails that get no responses longer. Follow our detailed guide to create enticing self-introduction emails.
If you’re struggling with crafting high-converting cold emails, check out our Cold Email Generator/template and the email subject line generator. These super easy-to-use tools will generate cold emails and subject lines that get responses. You only have to write about your product/service and the recipient, choose your tone, and you’ll get several copies to choose from and edit to your liking.