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How to Introduce Yourself in an Email (With Examples!)

The average professional spends over two hours a day1https://www.mckinsey.com/industries/technology-media-and-telecommunications/our-insights/the-social-economy responding to emails. If you are introducing yourself to someone in an email, there is a reasonable chance they won’t open it or will delete it before responding. But if you take the proper steps, you can significantly increase your likelihood of getting a response.

In this article, we’ll go over how to write a masterful introduction email that can help the relationship start on a positive note. 

What Is a Self-Introduction Email?

A self-introduction email is a way to meet someone virtually. Think of it as the email version of shaking someone’s hand and telling them a few sentences about yourself. Often, people send self-introduction emails when they want to ask for something—to apply for a job, offer a service, get feedback, etc. Here is a template of a typical self-introduction email:

Subject: Pleasure to meet you!

Hi ___!

It’s so great to meet you virtually. My name is ___. I specialize in / My role is ___.

I want to reach out because ___.

My goal is for us to grab coffee / hop on zoom / connect on LinkedIn.

Next step is ___.

Best,

[Your name]

Depending on the person you’re “meeting,” you would probably mention different details. For example, if you’re meeting a new team member, you might tell them a bit about your role and how long you’ve been at the Company, whereas if you are meeting a potential client, you might focus on the product you represent and how you believe it could benefit them. 

Just like an in-person meeting, keep the introduction short and to the point. You don’t need to say everything in the first minute—more details can emerge as the conversation progresses. 

Watch our video below to learn 7 tips for better emails:

Here is a quick 9-step guide for introducing yourself in an email.

  1. Seek to build a connection; don’t just ask for something 
  2. Make the subject line clear 
  3. Set the tone with a friendly email greeting 
  4. Open with a genuine compliment
  5. Be clear and upfront about what you want
  6. Share something valuable
  7. Give a (non-pushy) call to action
  8. End with a pleasant signoff
  9. Always proofread the email

Now, let’s dive into each tip with more detail and go over some example scripts.

10 Tips for Writing a Great Introduction Email 

Introducing yourself can be stressful, no matter the context. One nice aspect of doing it via email is that you can take the time to reread and edit as much as needed to make sure it sounds exactly how you envision it. 

Use it to demonstrate your competence and charisma (yes, you can show appeal via email!) even if you feel like Anne Hathaway when she first walks into the office in The Devil Wears Prada

#1 Build a connection; don’t just ask for something

This is a mindset to write from. The rest of the tips are more practical, but if you approach the email as trying to create a connection with a new person, it’s more likely to feel good to both of you and to bear mutual fruit in the future.

I’ve received plenty of emails from people who pasted my name into a pre-written template. When I get emails like this, they feel insincere and unprofessional. Like the other person just wants something from me.

Don’t write emails like that! Come from a place of connection.

A generic email to avoid might be:

“Hi, Mike! I came across your website and thought you had some great content. Do you think I might be able to write a guest post?”

A more personal email might look like:

Hi, Mike! I just finished your article on the meaning of love, and I was thoroughly impressed! Especially when you went into the Greek ideas about love—that gave me a lot to think about. I actually enjoy writing about similar topics, and I was wondering if you accept guest posts on your site?”

With that said, let’s get into some more specific tips.

#2 Make the subject a specific one

Only 21.5% of all emails2https://www.campaignmonitor.com/resources/guides/email-marketing-benchmarks/ get opened. So, a good subject line is crucial!

The subject of your email should give the email recipient a good idea of what to expect when they read your email. It should also be relatively concise. People read over 40% of emails3https://www.litmus.com/blog/email-client-market-share-august-2021/ on mobile devices, and it’ll help the reader if they can see the entire email subject line. 

Here are a few different subject lines you can use for an introduction email: 

  • [Your name]: Letter of Introduction
  • Hello from [your name] at [company name]
  • Greetings from an English 201 Student
  • Introducing: [Person one] to [Person two] 
  • Confirming the Time and Location of our Interview

Pro Tip: If you’re having difficulty writing a compelling subject line, wait until the very end. Write the body of the email first, read through it, and think about what the core idea of your email is. 

And there you have it—your email subject! 

#3 Set the tone with your email greeting

The first sentence sets the tone of your email correspondence. For an introduction email, it’s best to err on being more formal. This is one way to show respect and create an excellent first impression. If you can, try to add a small positive word. This kicks off the email with some optimism.

Here are some email greetings you can use: 

  • A pleasure to meet you, [name],
  • Good morning/afternoon/evening,
  • I hope this email finds you well, 
  • Happy Monday, [name]
  • [Mutual connection’s name] gave me your contact info and recommended I reach out. 

#4 Open with genuine compliments

While you’ll want to cut to the chase as soon as possible (which we’ll get to in the next tip), it can be helpful to open with a genuine appreciation for the other person’s work.

Maybe you resonated with a blog post they wrote or have long admired their marketing campaigns.

Starting with a personal touch can build trust and rapport from the get-go. If done well, the recipient will feel more open to the rest of your email.

But be careful because if you send a generic or insincere compliment, then you might come off as sleazy, and this can cause the recipient to put the guard up.

Here are a few examples of a genuine compliment that works:

Dear Steve,

First, I want to express gratitude. I took your online course Amplify last year, and it completely rewired how I think about creativity and productivity. I’ve recommended it to several friends.

Here’s another:

Dear Tanya,

I LOVED your recent webinar on negotiation. I legitimately had 5 or 6 lightbulb moments. So, I wanted to thank you for the work you’re putting out into the world and attest to your positive impact.

Pro Tip: If you already know this person’s work, share a specific way how it has impacted you. 

If you don’t yet know their work, take some time to research them online before sending your email, and then give a compliment that is specific and genuine enough to show that you’ve actually taken in what they’ve put out.

#5 Be clear and upfront about what you want

Take inspiration from the BLUF method (Bottom Line Up Front), which is how military personnel communicate. 

Very few people will thoroughly read a 2,000-word introduction email. In the best-case scenario, they might skim over it, but depending on how busy they are, they might not even have the time to do that. Writing a concise email demonstrates your respect for their time.

Try to keep the email to two or three paragraphs max. And clearly state the purpose of the email as soon as possible. In some cases, this will be right after you say hello, and in other cases, you might want to build rapport with a sentence or two first. 

Here are some non-BLUF method communication practices and how you can transform them to make the communication stronger.  

Don’t: “Hi Dan, I have a quick question. Do you have a minute?”

Don’t: “Hi Dan, could you send me the research you quoted in the meeting today?” 

Do: “Hi Dan, I was wondering if you would be willing to share the research on ABC you cited in the meeting today. I think it will be helpful to me with a project on XYZ that I’m working on. 

Why did that help? In the first instance, you’re creating extra work for you and the recipient by necessitating additional communication. There is no way for Dan to know if your question is quick or if you’ll end up calling him for 30 minutes. 

The second option is better, but still not great. Dan doesn’t know why you’re asking for the research, so he might get confused and send you the wrong files.

The third option is the strongest. Notice how it starts with the request followed by some context, all while staying short and sweet! 

Don’t: “Hi Anne, Jaimie and I were talking about you earlier today and were wondering if you would consider helping with a bake sale we are planning for next week. The proceeds would go to help refugees.”

Do: “Hi Anne, Would you like to participate in a bake sale next Saturday from 3-5 pm? All proceeds go towards helping refugee families acclimate to the US. If you’re willing, we could use a few gluten-free desserts.”

Why did that help? Notice how, in the first instance, Anne wouldn’t know what you’re talking about until the end of the message—the fact that you and Jaimie were talking about her is pretty irrelevant to the end goal of the correspondence. 

The second message gives her all the information she will need—the date, time, and type of baked goods you want her to bring. She would be able to respond to that message with a definitive yes or no response. 

#6 Share value

If you can do so in a way that doesn’t feel forced, consider sending something valuable to the recipient.

There are a few good reasons to do so.

  1. To support the other person. Being generous is always a good idea. If you are able to share something that could benefit another person (whether in this email or any email!), then why not?
  2. The reciprocity principle4https://news.wpcarey.asu.edu/20061206-gentle-science-persuasion-part-two-reciprocity. This is a psychological observation that states that when we receive something from another person (even if we don’t want the thing they give us), we feel compelled to give something back to them. 
  3. It shows you to be generous. Offering something valuable in a cold email demonstrates that the interaction isn’t just one-sided. It shows that you’re not only seeking help but also willing to provide something in return. 
  4. Differentiates your email. A cold email that offers something valuable stands out in a crowded inbox. It shows that you’ve done your homework and are genuinely interested in creating a meaningful connection, not just asking for a favor.

So, with that said, here are a couple of things you could consider sending:

  • Industry insights: Share a recent study, article, or trend report that is relevant to the recipient’s industry or field of interest. Make sure it’s something they might not have come across yet.
  • Helpful tools: If you know of a tool, app, or resource that could benefit their work, mention it. But don’t send something they’ve probably already heard of.
  • Offer an introduction: If there’s a contact you have where you think both parties could benefit from knowing each other, consider trying to connect the two people (if your other contact has already agreed, of course)
  • Rate their book on Amazon:  You could try something like, “By the way, I loved your book and was happy to give it the 5-star Amazon review it deserved.”

If you send them something valuable in your email, do so with no strings attached.

If you choose to send something their way, make sure it feels like a natural part of the conversation, not a forced insertion. You don’t want it to feel like you’re offering a trade and that you’ll only do something nice if they fulfill your request first.

Make sure that you’re willing to provide value to them whether or not they give you anything in return.

#7 Give a (non-pushy) call to action

Finishing your email with a clear call to action (CTA) can help guide the recipient towards your desired response.  

The clearer you are on what you want in a response, the more likely you are to get it! Without a CTA, your email might be well-received but may not lead to action.

A good CTA is specific and easy to follow. It could be as simple as requesting a brief reply, scheduling a call, or asking for feedback on a specific question.

But make sure not to be pushy with your CTA! You don’t want to come off as demanding or entitled.

Pro Tip: Try to frame your CTA as a suggestion or invitation rather than a demand. Use phrases like: 

  • “I’d appreciate your thoughts on…”
  • “Would you be open to…”
  • “I’d be honored if…”

#8 End with a memorable signoff

While the email greeting sets the tone of the conversation, the signoff determines the final tone you leave the email recipient with. 

“A race isn’t won until it’s over.”

– Niki Lauda

So don’t write a great letter and let it flop at the last moment! 

Try a professional closing from the list below in your email:

  • Thank you, 
  • Sincerely, 
  • Kind regards, 
  • Have a great rest of your week,
  • With gratitude, 
  • Best regards,
  • Let me know if you have any further questions about [topic discussed in the email], 
  • Enjoy the snowy weekend! 

For more professional introduction emails, add your contact information, LinkedIn link, and job title at the end of the email. 

Here’s a template you can use to create a comprehensive email signature: 

[Email sign-off], 

[Your full name]

[Job title], [Company name]

[Phone number] 

[LinkedIn link]

[Personal portfolio website—if relevant] 

#9 Proofread before you send! 

Before you hit send, always take a moment to reread and spell-check what you’ve written. We all make mistakes! By reading through the email one more time, you can fix any typos or other errors.

Sending an email with typos, grammatical errors, or (possibly worst of all) a misspelled name can hurt your credibility or offend the email recipient.

Pro Tip: Read your email out loud. This can help you notice little errors that might slip by if you’re just reading it in your head. If you’re more tech-savvy, you can download a grammar checker like Grammarly to correct your errors in real-time.

Bonus Pro Tip: If the email doesn’t need to go out immediately, wait an hour or two after writing it to read through it again. Sometimes, fresh eyes can help you notice little mistakes that would otherwise slip past. 

#10 If you don’t succeed at first, try again!

If all you got back from your email were crickets, don’t be afraid to follow up!

After all, most corporate employees receive over 120 emails per day1https://www.mckinsey.com/industries/technology-media-and-telecommunications/our-insights/the-social-economy. So it’s possible that you simply got lost in the sauce.

A follow-up serves as a gentle reminder and increases the likelihood that your email will get read and responded to.

And if they did read your first email but weren’t impressed, your follow-up could show both persistence and give you another chance to make your case. 

If you’re going to send a follow-up, wait a minimum of one week. And consider more time if you’re intersecting the holidays.

To write a follow-up email, consider these tips:

  • Politely reference your first email: “Last week I mentioned…”
  • Include a new piece of information that wasn’t in the first email
  • Be brief!
  • Share your call to action again.
  • Close on a positive, non-pushy note like: “hoping to connect soon” or “keeping the door open for future communication.”

Bonus #11 Professional development

Sending a good introduction email is a key skill in your professional toolbelt. And if you want to cultivate more skills and advance your career, you might appreciate this free training to help boost your professional development.  

Ready to start planning your professional development?

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Scripts, Templates, and Examples  of How to Introduce Yourself by Email for Any Situation

There can be so many different types of introduction emails. Here’s a range of settings you might find yourself in, with some tips and email templates for each!  

How to pitch your service

One of the most common introduction emails is if you are reaching out to a potential client to offer them your service or product. 

Try to work this template around your specific needs.

Subject: A crazy idea for [Company]

Hi Paula!

First, I want to tell you that I’ve been a fan of your personal brand for years. Your recent newsletter on growth tactics gave me a real ah-ha, so thank you 🙂

I’m working on an email productivity app that can save you 2.3 hours a week (that’s what we’ve found from our clients).

If you’d like to hear more, let me know, and I’d love to set up a time to share more. 

PS I was thinking a lot about [Company] recently and thought you might be interested in this tech development I just came across.

Warmly,

[Dev]

This email works because it creates a personal connection and gives a compliment to start. It then goes right into the ask with a CTA. And it closes with a value offer.

How to introduce yourself in an email for a job

Sending an introduction email to the hiring manager or recruiter for a job that you’re interested in can help you give an excellent first impression. 

If you have a mutual connection who told you about the job posting, mention that to the hiring manager. This can help you get your foot in the door. 

Here’s a template you can use to introduce yourself with a referral: 

Subject: [Michael Smith], a referral from [Margie Sullivan]

Good morning, Annette, 

I hope your week is going well. 

I am a recent graduate from [UCLA] with a degree in [business marketing]. I was speaking with my friend, [Maggie], who works in the [IT department] at [this Company]. She told me you might be looking for a few new team members to join the [marketing department]. 

She recommended that I reach out to you to learn more specifics about the position to see if I’m a good fit for it. 

Thank you for your time. I appreciate any insight and direction you can offer me. 

With gratitude, 

[Michael]

It’s common to send a job application without a mutual acquaintance—that’s okay!

You can still make a great first impression by sending a quick introductory email to either the head of the department or the hiring manager.

It’s typically best to address the email to a specific individual, but sometimes it’s hard to find that information. 

If you don’t know who will be handling the interview process, try checking LinkedIn. If you can’t find the information there, try using one of the following formal email greetings that don’t require a name: 

  • Greetings, 
  • I hope this email finds you well, 
  • Hello, 
  • Good morning/afternoon/evening

Here’s a template you can use to introduce yourself for a potential job if you don’t have a shared contact:

Subject: Introduction from [Caroline Oliveros], [Creative Director Applicant]

Greetings, 

I hope this email finds you well. 

I just completed my application for the [Creative Director] position you are looking to fill at [company name]. I believe my past work experience has prepared me well for this position, and I would be honored if you consider me for it. Although I already submitted it in the application process, I am attaching a copy of my resume to this email as well. 

This position would be an excellent fit for me because I love working in teams, have strong time-management skills, and have experience using all relevant software. I enjoy the products you all create and would love to work alongside you. 

Thank you for your time, and please let me know of any next steps in this process. 

Sincerely,

[Caroline]

How to introduce yourself in an email to clients

When you’re introducing yourself to a new client, they likely fall into one of three categories: 

  • Someone who has already been working with your Company but is working with you for the first time
  • Someone who has reached out to your Company
  • Someone you are cold emailing in hopes of working with them

Let’s say your coworker is retiring, and as a result, they will pass some of their clients to you. That’s awesome! In this instance, you’ll be introducing yourself to a client who has already been working with your Company for some time but is working with you for the first time. 

You want to start this new client relationship off on a good foot. 

Think about how they may be feeling. They could be feeling: 

  • Nervous 
  • Disoriented
  • Uncertain
  • Curious
  • Or otherwise! 

Use the introduction email to put their nerves at ease. Tell them a little about you, mention your retiring coworker, and let them know that you’ve been briefed on their file and look forward to working with them. 

Here’s an example of what that could look like: 

Subject: [Janice], your new point person at [company name]

Dear [Javier], 

We haven’t had the privilege of meeting yet, but I’m one of [Ryan’s] coworkers. My name is [Janice], and I will be the new point person working with you now that [Ryan] is retiring. 

I have been working with [company name] for three years now, and throughout that time, I have helped out on several projects for your Company. We have a very collaborative office environment, which helps us serve our clients to the best of our ability.

I have just finished reading through your file and think it would be nice if we could arrange a time to chat on the phone so that I can answer any questions you may have about this transition. 

I look forward to working together. 

Sincerely, 

[Janice]

In the second instance, when you’re introducing yourself to someone who has reached out to your Company, you have the benefit that you don’t need to convince them that they need your service or product. 

Use your email to show them why you’re the person they want to work with. After all, they may have also reached out to your competitor!

Subject: [Billie], responding to [SEO] request

Dear [Annalise], 

I’m writing in response to your request about [optimizing your website for SEO]. You’re right—optimizing your website can make a huge difference and help to increase sales. 

I’ve had over [five years] of experience in this space and have optimized around [100 websites]. I am proud to say that my clients are happy with the work I provide for them. I am attaching a link to my portfolio to look at some of the fantastic businesses I’ve had the privilege to work with. 

If you’re interested in discussing what working together could look like, I’d be happy to arrange a call sometime later this week. Let me know what works for you. 

Warm regards, 

[Billie]

When sending a cold email introduction to a prospective client, try to tailor the email specifically to them! 

Remember that this will be a professional introduction email, so lean towards more formal language. Also, where relevant, include industry-specific jargon to demonstrate that you know what you’re talking about. 

Here’s an example of what that could look like: 

Subject: [Adam] from [Company name] 

Hello [Lyzette], 

I am writing to you to discuss the possibility of working together. 

I work as part of a [data analyst] organization that takes pride in seeing our clients’ businesses grow as they reach more of their ideal clients. I’m attaching a link to my portfolio to see some of the fantastic people I’ve had the privilege to work with.

I love what you at [their Company] are doing with [product/service they provide] to help people better [specific aspect of their product]. 

I hope to hear from you soon. 

Best, 

[Adam]

Pro Tip: You may not know much about someone’s product or service before you begin working with them. It’s still good to name something specific that you notice about their work—it helps the reader know that you took the time to personalize the email. 

Go to the Company’s “About” page and read up on its mission and vision. This should give you an idea of the heart of their Company and will help you know what to say. 

How to introduce yourself in an email to a professor

Before you send your professor an email, take a moment to look them up in the school directory or through LinkedIn and see if they have their doctorate or not. If they do, address the email to “Dr. [last name];” if not, stick with “Professor [last name].”

Earning a doctorate takes a lot of time, effort, and investment. It’s good to start the email off by acknowledging their expertise! 

Let’s say you’ll be taking their Anatomy 101 class that starts in a few weeks, and you want to check in and introduce yourself. 

Here’s one way that you can go about that: 

Subject: Greetings from a new student

Hello, [Dr. Howard], 

I hope this email finds you well. 

I have enrolled in the [Anatomy 101] class that you will be teaching [this fall] and wanted to take a moment to introduce myself. I took a [Anatomy] class in high school that helped me see how interesting the human body is. I am currently deciding whether I should major in [Pre-Med] or [Kinesiology]—I love [the idea of being able to help people who are sick or injured]. 

I am looking forward to learning from you this term. Is there any reading you recommend I do before class begins in a few weeks? 

Thank you for your time. 

All the best, 

[Anne] 

How to introduce yourself in an email to a new team

Woohoo—you landed a new job! 

How should you present yourself to the team you’re working with? 

Depending on the industry, this can be slightly less formal than other introductory emails. But you can keep things professional by leaving out conjunctions and slang terms. 

Also, include a few fun facts about yourself. That way, when you meet your teammates, they’ll know what conversations to strike up with you. 

Here’s a template you can use for emailing your new team: 

Subject: Excited to be joining the team

Hello all, 

My name is [Luca]. I am very excited to work with a team of hard-working and creative people! I look forward to getting to know each of you better over the coming weeks. 

When I am not at work, I love [spending time with my family (wife and two kids)], [going for runs], and [traveling to new corners of the world]. I am currently [working on Spanish and am hoping to visit Guatemala in the next year to see some of my wife’s family]. 

I am looking forward to meeting you in person on Monday. 

Have a great weekend,

[Luca]

Final Takeaways

Introducing yourself by email can be a great way to start a new professional relationship. Whether you’re writing to a hiring manager, a professor, a new team, or a prospective client, sending a friendly and professional email can be a great way to start the relationship off on a positive note. 

Here are a few things to remember:

  • Build a connection, don’t just ask for something: Approaching your email with the intent to create a connection, rather than just asking for something, increases the likelihood of a mutually beneficial relationship.
  • Make the subject line clear: This will make it easier for the recipient to know what to expect when they open your email. It can also help them reference back to your email in their inbox later. 
  • Set the tone with a friendly email greeting: The first line of an email will set the tone for how the reader “hears” the rest of the message. 
  • Open with genuine compliments: Starting your email with a sincere compliment can build trust and rapport, making the recipient more receptive to your message.
  • Be clear and upfront about what you want: Using a direct approach like the BLUF (Bottom Line Up Front) method shows respect for the recipient’s time and makes your intentions clear.
  • Share value: Offering something of value in your email, like industry insights or helpful tools, can demonstrate generosity and set your email apart.
  • Give a (non-pushy) call to action: A clear, specific, and respectful call to action guides the recipient toward your desired response without coming off as demanding.
  • End with a pleasant signoff: Leave your reader with a pleasant well-wish at the end of the email. 
  • Always proofread the email: Before you hit “send,” make sure you don’t have any spelling or grammatical errors and are saying what you want to say in the email. Double-check that you’ve spelled the recipient’s name and company name correctly. 
  • Consider reading it out loud or waiting and rereading it after an hour or two has passed. This can help you catch any mistakes that you might otherwise skim over. 

Writing an introduction email can be stressful, but you’ve got this! 

Are you looking to up your communication skills (and not just by email)? Check out these Communication Skills Training Tips.

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