Expanding your skills, entering a new field, getting a great job, growing your business are all great things. But they will all involve introducing yourself to new people at some point. After all, you cannot grow if you do not step outside your current circles.
Enter the introduction email. The building block of every great career, network and company. So how do you write an introductory email that gets a response? That makes a good first impression?
In this post, I’m going to share some simple tips for writing a great introduction email and then provide examples and templates for six different scenarios.
Table of contents
How do you write an introductory email?
There are many different scenarios in which you may need to introduce yourself or others, but there are a few important basics when it comes to writing an introductory email that apply across the board.
Keep it short
Unless you are pouring out your soul to a dear friend, NO emails should be long. No marketing emails. No sales emails. No introductory emails. Period of time! Think of your introductory email as the advertisement and the subsequent meeting or phone call as the product. It should contain enough detail to spark interest while being short enough to prompt a response.
Be clear with your goal
This is an email best practice for any scenario. Whatever the introduction, you reach out because they have something you want. And that’s okay. Make it clear that you are reaching out because you are in X position/scenario and looking for Y, and they have Y. By providing this context directly, you can keep the email short and make it easy for the recipient to process and respond to it quickly. .
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Ask a specific question
âI’d like to pick your brainâ isn’t specific enough. Also not: ‘Would you be open to a conversation?’ Be specific about the time frame, the method of communication, and even the goal, and frame it as a yes or no. For example: âI have some questions about it [topic] and would love to hear your insights. Would you be available for a phone or Zoom call next week?â
Add a detail about them
At the heart of every introductory email is a request for that person’s time. Time to read the email, time to meet you, and so on. You can (and should) ask about ways to give back once you’ve met, but you can pay it forward a little by just taking the time to learn about it beforehand and include it in your email .
This is NOT flattery. Simply saying, “I noticed
Introducing email templates and examples
Here are some introductory examples and templates for different purposes that incorporate the email writing tips I shared.
Introductory Email #1: Career Network Outreach
Template
Subject line: [Relevant connection/topic of interest]
Hi [name],
My name is Kristen McCormick and I [found you on X/was referred to you by X]. [Statement about yourself that gives context about why you are reaching out]. [Say something specific about their specific value/achievements]. Do you have time for a telephone or Zoom call with me this week? I would like to ask some questions about your experiences [for X purpose] and also find out if there are any ways I can help you.
If so, please feel free to specify a day and time that works for you and I can send you a calendar invite.
Thank you!
[name]
Example
Subject line: Dartmouth alumni / content marketing
Hello Garett,
My name is Kristen and I found you when I searched LinkedIn for fellow Dartmouth alumni who are in the marketing world. I’m currently working on marketing but want to focus more on content, and I’ve noticed that you have a range of content experience, from ads and email to SEO and even design work. Do you have time for a telephone or Zoom call with me this week? I’d like to ask some questions about your experiences that might help me determine my path, and also find out if there are any ways I can help you.
If so, please feel free to specify a day and time that works for you and I can send you a calendar invite.
Thank you!
Kristen
Please note that we have plenty of networking email templates and subject lines here.
Intro email example #2: Business networking outreach
Template
Subject line: Contact us via [person who referred you]
Hi [name],
My name is [Name] and I got your name from [Name] by [relevant origin]. I am [state what you are trying to accomplish] and I want to talk to others who have done that successfully â and I see you have too! [State specific detail you appreciated about them.]
Do you have time for a telephone or Zoom call this week? I would like to learn more about your path in general and get your insights on some questions I have.
If you are available, let me know what days or times work for you and I will send you a calendar invite. Thank you!
Honestly,
[name]
Example
Subject line: Contact Valorie Jackson
Hello Leslie,
My name is Susan Moor and I received your name from Valorie Jackson of NASM. I’m in the process of starting my own senior move management company (Clear Paths for Seniors) and would like to talk to others who have done this successfully – and I see you have too! I also found that I liked the âMy Philosophyâ page on your website. Do you have time for a telephone or Zoom call this week? I would like to learn more about your path in general and get your insights on some questions I have.
If you are available, let me know what days or times work for you and I will send you a calendar invite. Thank you!
Honestly,
Susan
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Introduction email example #3: Introducing two people
Keep in mind that you may be more on the âflatteringâ side with this type of introduction, as you’re trying to quickly tell everyone why it’s worth connecting with the other person.
Template
Subject line: [Name] <â> [Name]
Hi [name],
I would like to introduce you to [Name], [include relevant details/highlights about this person]. [He/she] is currently looking for opportunities and that’s what I immediately thought of [company]!
[Opportunity seekerâs name], [name] is the [role] bee [company]. [Call out relevant details/highlights about this person]And [he/she] is the best person to talk to to see if you are a good fit.
I’ll let you guys take it from here!
Best,
[name]
Example
Subject line: Justin <â>Olivia
Hello Justin,
I’d like to introduce you to Olivia Channing, a content marketer with five years of experience in SEO, SEM, social, email, and more in the B2B space. She is currently looking for opportunities and I immediately thought of Sparkwise!
Olivia, Justin is Marketing Director at Sparkwise. He’s the brains behind all their great content and the best person to talk to to see if you might be a fit.
I’ll let you guys take it from here!
Best,
Kristen
Introduction email example #4: Sales email after downloading content
Template
Subject line: [Goal] made easy
Hi [name],
I saw you recently our [guide name]. The people who find this guide useful are usually the ones who try [achieve goal].
If this appeals to you, [business name] could be a good match for you. [One sentence about how your business solves that problem and why itâs better than the rest].
Are you free to talk about you this week? [area of specialty] goals?
Best,
[name]
Example
Subject line: Easily optimize advertising budget
Hello Brianna,
I saw that you recently downloaded our PPC Pro Tips Guide. The people who find this guide useful are typically those trying to reduce wasted spending, stretch their budgets, or both.
If this sounds like you, AdPro might be right for you. It’s a platform we built specifically for small advertising agencies like yours that automates budget optimization using a wider range of data than what’s available only in Google Ads.
Are you free to talk about your PPC goals this week?
Best,
Kristen
Intro email example #5: Sales prospecting
Template
Subject line: A better way to [achieve goal]
Hi [name],
I saw on your website that you use [tool] for [purpose]. While [tool] is great for [persona] watch [achieve this small goal]it is not suitable for that [readerâs persona] [that does this larger function/with this larger goal].
[Your product/business] was built for [the larger function], [acheiving this bigger benefit/goal]. Do you have time for one this week? [X-minute demo/call]?
Let me know,
[name]
Example
Subject line: A better way to text
Hi Naomi,
I noticed on your website that you use Chatter for business texting. While Chatter is great for small businesses that want to receive feedback and reviews, it’s not a good fit for larger businesses that text with customers throughout their journey.
Bizchat is built for multi-channel communication with customers at every stage of the journey, improving funnel retention and ultimately increasing the bottom line. Do you have time for a 20-minute demo this week?
Let me know,
Kristen
Intro email example #6: Business-to-business outreach
Template
Subject line: [Offer] for [Business name]
Hi [name],
My name is [name] and I’ll be in touch to introduce myself and explore opportunities to… [company name] brand.
I run my own business [industry] agency called [agency name]specialised in [state your relevant and unique specialty]. I have helped several companies in the… [industry] space to [achieve this benefit] and would love to see how I can help you too.
Let’s make an appointment at a time that suits you to discuss this further. Are you available this week?
Cordial greetings,
[name]
Example
Subject line: Video ads for BizMaven
Hello Angela,
My name is Cody and I’m reaching out to introduce myself and explore opportunities to help strengthen the BizMaven brand.
I run my own video advertising agency called CodyReel, which specializes in social video advertising with emotional impact. I’ve helped several companies in the B2B marketing world take their brand to the next level and improve ROI, and I’d love to see how I could help you too.
Let’s make an appointment at a time that suits you to discuss this further. Are you available this week?
Cordial greetings,
Cody
Professional introductory emails made easy
If you want to grow in life, whether it’s in your skills, your perspectives, your personal brand, or a business, you’ll need to tap into resources outside your network. And you need a professional yet personal approach. Master the art of the introductory email using these tips and examples, and you’ll find yourself building a network to draw from and contribute to that makes your goals possible!
When writing an introductory email, keep the following in mind:
- Keep it short
- Be clear with your goal
- Ask a specific question
- Add a detail about them
Looking for more email writing tips and templates? We’ve got you covered:
