How To Introduce Yourself In An Email (With Examples)

An email introduction must be concise, informative, and professional. Remember that whoever you’re emailing likely receives a lot of emails every day, so you want to be clear about who you are and what you’re asking of them.

Email has arguably become the primary form of business communication nowadays. That means that you may end up in a situation where you have to introduce yourself professionally via email. As with introducing yourself to someone face to face, there are specific rules of etiquette to follow in an email introduction.

Key Takeaways:

• Use a short, descriptive subject line.

• Use a standard greeting like “Dear” or “Hello,” followed by the recipient’s name.

• Introduce yourself with your full name, job title (if relevant), and any other details that the recipient should know about you.

• Early in the email, provide your reason for writing.

How to introduce yourself in an email

The primary consideration when introducing yourself in an email is respecting the other person’s time. People receive a lot of professional emails, so it’s important to be upfront about who you are, why you’re contacting them, and what you’re hoping to get out of the interaction. You need to be clear, concise, and put relevant information at the beginning of the email.

1. Subject line. The first thing your contact is going to see in their email inbox is the subject line. It’s common for people to scan their inboxes and delete unimportant emails. This means you should pay extra attention to what you put into your subject line. Craft a subject line that persuades your recipient to want to click on your email and read it.

   A quick tip to remember when creating a subject line is to keep it short. Think about how the subject line is cut off, especially on mobile phones, so try to keep it under 30 characters if possible. Be specific, and don’t use generic lines that might be mistaken as spam. Consider mentioning a mutual acquaintance, what you might have in common, or offering a specific suggestion.

   Examples:

   • Introduction to Angela Crowley

   • Reaching out regarding Project Zen

   • Antony Larson suggested I reach out

   • Hello from a fellow blogger!

   • Loved your article in Pharmaceutical Executive

   • Curious about what working at Pfizer is like

   • Are you looking for a Marketing Manager?

   • Long time fan, first-time emailer

2. Use the proper opening. Depending on who you are contacting and the circumstances of your email, your opening may differ. Always begin the email with a greeting that’s specifically tailored to your recipient. In a more formal format, it’s best to use their full name.

   However, if you’re in a more casual work environment or industry, a more casual greeting, like “Hello” or “Hi” with their first name, works just fine.

   Avoid generic phrases, like “to whom it may concern.” Instead, consider using phrases like, “I’m so inspired by your work, not to mention the bestselling book you released last year.” Or, “Just saw your post on LinkedIn about the best marketing questions to ask in an interview.”

3. Introduce yourself. When you’re emailing someone you don’t know, it’s important to place your introduction at the beginning of your email rather than waiting until the end. This will give them a clear understanding of who you are, where you come from, and establish credibility for yourself.

   Be clear and concise about who you are and include details that you think are relevant to your recipient.

   Examples:

   • My name is Lara and I’m Senior Director, Product Marketing at Apple, Inc.

   • My name is Lara and I’m the coordinator of our Apple TV Event in November.

   • My name is Lara and I’m a fellow Penn State University alumni working in the marketing department at Apple, Inc.

4. Focus on them. After you’ve introduced yourself, use the first paragraph to focus on the person you are emailing. This will ensure you immediately capture their attention, and they’ll be more likely to read on.

   Try mentioning something specific about what you admire about them, their work, or their team. You could consider opening with mutual interests or a mutual connection as well, if possible. People are often more receptive if you mention you’ve been referred by someone they know.

5. Make the ask. In a concise manner, explain why you are emailing the recipient. Be clear about your request but be sure you’re not coming off as too demanding. This should be a brief call to action.

   The more they can see what’s in it for them, the more likely you’ll be successful in getting what you want. If the ask is too big, too needy, or too confusing, you may not even get a response at all.

   Examples:

   • Example Answer 1:

     I’m considering a career shift to engineering and I would love to grab a coffee or lunch with you so that I can learn more about what this career shift might entail.

   • Example Answer 2:

     I’d love to interview you about the work you’re doing on Project Zen. I think there might be a potential to turn this into a blog post that could reach an audience of over 100,000 pharmaceutical professionals. Are you available later this week?

   • Example Answer 3:

     I’ve just come across the Marketing Director position on LinkedIn. I have twelve years of experience in the technology field and I think I could be a great fit for your company. I’ve attached my resume and portfolio for your consideration.

   • Example Answer 4:

     I’m applying for a job in the medical field, and I was hoping I could ask you for your advice on what applicants can do to stand out.

6. Close appropriately. In your close, make sure you thank the person you’re emailing. Show understanding that they may have a lot on their plate, and you appreciate them taking the time to read and hopefully respond to your email. Use a closing line such as, “Sincerely,” and be sure to include your contact information in your signature.

   Examples:

   • Thanks in advance!

   • Thank you for your time,

   • I appreciate your time,

   • Thanks so much for your consideration. I hope to hear from you soon!

Example introduction email

Tips for introducing yourself in an email

Writing an introductory email takes some refinement to get right. Here are some tips to help make sure that you’re checking all the right boxes with your draft.

• Write a snappy and descriptive subject line. You’ll never get a chance to introduce yourself if your pre-introduction (the subject line) doesn’t sell the recipient on opening your email.

• Address your email appropriately. Always aim to address your email to a specific person rather than using a generic greeting. People have no qualms ignoring a stranger who doesn’t even know their name.

• Mention references early. If you have a connection to the recipient via a mutual acquaintance, state it loud, clear, and early on in your email. People feel better connecting with others who have already been vouched for in some way.

• Give a clear call to action. You’re introducing yourself for a reason — make sure that reason is 100% obvious and is brought up quickly in the email. Don’t be too demanding, but do be precise about what you want. The easier your “ask” is to accommodate, the more likely the recipient will actually do it.

• Be brief. People have to go through plenty of emails every day. It’s imperative you get to the point, or you’ll likely lose the reader’s interest and fail to get the response you want.

• Proofread. Don’t send your email without proofreading or spellchecking what you’ve written. This is an important step, so don’t overlook it. Typos and grammar mistakes can tarnish your credibility.

• Send a test message. If you so choose, send yourself a test email with what you’ve written. This way, you can read it the way it was intended and make any last-minute tweaks.

How to introduce two other people to each other

Introductory emails don’t always have to be self-introductions. You can also end up introducing two people to one another via email. In most cases, you will know both parties, however, you may end up knowing one better than the other. This is also a great way to network, as you’ll be doing at least one of them a professional favor.

1. Write a brief, descriptive subject line. As with a self-introduction, be sure to make the subject line clear and something that’ll catch the recipients’ attention. You want to make sure your message isn’t overlooked or deleted unread.

2. Mention who you are. As you know both people, there’s no need for a lengthy introduction. But just in case they don’t know you well, make sure to describe yourself a bit, such as what you do and where you met. If this is a friend or coworker who knows you well already, you can omit this step.

3. Introduce the two parties. Explain who the two people you’re introducing are. It’s best to mention some sort of connection between them so that it’s clear why you’re making the effort to introduce the two of them to each other.

4. Say why you’re sending the email. This is where you make the ask. This may be something for you, such as you need their expertise and for them to work together. Or it may be as a way to help one of the people you’re introducing.

5. Mention benefits. Don’t be effusive in this section, but it’s a good idea to make it clear to both parties what they get out of the introduction. That’ll make them much more likely to respond and forge a professional connection with one another. It’s usually a good idea to put a call to action in with this, too, to give them a nudge in the right direction.

6. Sign off. Thank everyone for their time and close the letter in a professional manner.

7. Follow up. This is optional, but if you want to make sure that the email was effective and that the introduction worked out the way you hoped, then it’s a good idea to follow up. Usually, this will primarily be with the person you know better — unless you know both of them well.

Example Subject Lines:

Introduction: Karen Martin to Brad Erhlich

Introducing Lily Hannings to Brad Erhlich

Connection: Karen Martin to Lilly Hannings

Brad Ehrlich and Lily Hannings Introduction

Example email introducing two people to each other

Subject Introduction Archana, meet Ravid

Good afternoon,

Hope you’re doing well, Archana. I know that you were looking for someone interested in a long-term career at Technology, Inc., and I thought that Ravid Klein might be a great fit. He’s worked in IT for the past five years but is looking to settle into a long-term career with the right company.

Ravid and I are both outdoors enthusiasts and have been friends for five years now. I even worked with him at my last job, and I’ve found him to be responsive, helpful, and patient when dealing with helping his coworkers deal with IT issues.

Ravid, Archana is the COO of a smaller company called Technology, Inc. They prioritize taking care of their employees and having employees stay for the long term. I know that you’re interested in working for a company long-term and getting to know a smaller team, and I think that Technology, Inc. might be exactly what you’re looking for.

Archana, would you be willing to send Ravid an email or set up a phone conversation with him? He’s been actively looking for a position to suit his needs, and I thought that the senior IT associate position would be perfect for someone with his skill set.

Thank you both for taking the time. Both of you are hard workers with long-term vision and it’s been my pleasure to introduce you to each other.

Regards,

Jaime Sullivan

Final thoughts

Making a good first impression is crucial in professional relationships. Make sure that your email introducing yourself sets the right tone by declaratively stating who you are and what your background is in the context of the email. Then, get straight to the point of your email in a way that clearly leads the recipient to take some action.

Whether you’re introducing yourself to a potential client or reaching out to a hopeful mentor about landing an informational interview, these tips will ensure that your email introduction is sharp and well-received.

Introduce yourself in an email FAQ

1. Is it professional to introduce yourself to someone via email?

   Yes, introducing yourself to someone via email is considered professional. There are certain rules of etiquette you should follow in order to maintain professionalism, but there’s nothing wrong with emailing someone a self-introduction.

2. What is the purpose of a professional introduction email?

   Professional introduction emails are typically a vehicle for a request. They can be used for networking, asking a favor, or gathering information. Usually, an introductory email is sent to a specific person for a specific purpose, such as information in a field, building connections for later career advancement, or trying to secure a position.

3. What do you do if you don’t get a response to an introductory email?

   Generally speaking, if you don’t get a reply to an introductory email you should let it go. In most cases, you’re cold emailing someone and they were unable or unwilling to fulfill your request, so they didn’t reply.

   If you have reason to believe that the email wasn’t received, noticed, or read, then you could try revamping the email and sending it again, after a suitable period. It’s also possible that the person in question simply forgot to respond. However, excessive persistence could put the receiver off from helping you.

References

1. Harvard Business Review — A Guide to Cold Emailing

2. Grammerly — How to Properly Introduce Yourself in an Email

Author

Caitlin Mazur

Caitlin Mazur is a freelance writer at Zippia. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research. Caitlin holds a degree in English from Saint Joseph’s University in Philadelphia, PA.