There are many situations when you need to email someone you don’t know. You may be looking for a job, seeking collaboration, or making a new connection. Unlike your acquaintances, strangers have far fewer incentives to open and reply to your message. That’s why it’s important to put some thought and effort in your introductory email. Fortunately, it’s not that hard.
If you’re wondering how to introduce yourself in an email, this article will guide you step by step. Below, you’ll also find a number of introduction email samples that you can customize for your needs.
How to introduce yourself in an email: 7 steps to succeed
1. Write a catchy subject line
When you send an introduction email to a stranger, the subject line is everything. It defines if a recipient opens your email or just moves it to Trash.
Make the subject line clear and compelling, such that a person is interested in opening your email.
If you have a mutual acquaintance, mention their name. If you’re emailing a potential employer, indicate the position you’re interested in. If you’re willing to collaborate, write what your proposal is about or how it’s helpful for them. If you admire something in their work, express that. Just don’t make your subject line too long.
Here are a few nice examples:
[Name] suggested asking your advice
Let’s make a giveaway on your Youtube channel | From [Company Name]
[Name] suggested contacting you about [Job title]
Thanks for a great article in [Media name]
2. Start with a proper greeting
Address a recipient by their name and include a suitable salutation. Make sure to pick the right tone and level of formality. For someone from a conservative industry like government or banking, you’ll want to use “Dear,” while “Hi” works great for people from more laid-back industries like tech or media.
If you need help with picking an appropriate salutation, check our guide on email greetings.
3. Explain why you’re getting in touch
You may have seen a bit of advice to start your introductory email like this, “My name is Jack, I’m from ABC Consulting.” Don’t do it.
We believe it’s not the best way of introducing yourself in an email. The recipient will see your name in the email signature anyway, so there’s no need for an introduction in the first sentence.
Instead, go straight to the point and explain why you’re reaching out. Tell a person why you’d like to work with them or why you want to connect. Mention your mutual connections as it will greatly increase your chances to get a reply.
Here are a few examples of how to start your email:
My colleague Lisa Brown has told me a lot about your glorious Product Hunt campaigns, and I was really impressed. As I’m going to launch my first app soon, I’d love to learn more about your approach.
Our whole team reads your blog on game design, and we’d love to invite you to speak at our Game Development Conference in April.
I’m an avid user of your Spark email client. I’ve seen you’re looking for a UX designer, and I’d love to help you build the future of email.
Then, you may want to provide some additional details a person may need to reply. For example, if you’re inviting someone to an event, explain what they’ll get from participation. Or if you’re writing to a potential employer, add a few words about your motivation and experience. Just make sure to stay brief and concise. Your goal is to pique a recipient’s interest, and once you get a reply, you’ll be able to provide more information in subsequent emails.
4. Add a call to action
Let the recipient know what you want from them. Make the ask clear and specific, so it’s easy for them to reply. Ideally, they should be able just to reply with “Yes” or “No.”
As you’re writing to a stranger, it’s important to pay attention to your tone. You should sound confident, but avoid being pushy and demanding.
Here are some examples:
Would you be able to meet next week?
Would you like to speak at our conference?
Please let me know if you need any additional information.
5. Close the email and sign off with your name
Use an appropriate email closing followed by your name. Depending on the level of formality, your choice may vary from “Kind regards” to “Best” or “Thanks.” If you need help, check our guide the best and worst email endings.
6. Proofread everything
Reread your email, putting yourself in the recipient’s shoes. Answer these questions: Is it clear who’s writing to you and what do they want? What is the overall tone of the email? Does it sound polite?
Then, make sure your text is free from grammar and spelling mistakes. Double-check the recipient’s name and email. Now, you’re ready to hit “Send.”
Introduction email samples
It’s time to put it all together and have some practice. We’ve prepared a bunch of examples to give you an idea of how to introduce yourself in an email. Please keep in mind these templates are for reference only. You should always personalize and adjust them for your needs.
If you frequently send introduction emails, you can add these templates to Spark and reuse them whenever needed. Learn how templates in Spark work.
1. Introduction email to make a connection
Subject: [Name] suggested asking your advice
Hi [Name],
My colleague [Name] has told me a lot about your glorious Product Hunt campaigns, and I was really impressed. As I’m going to launch my first productivity app soon, I’d love to learn more about your approach.
Would you have time to meet for a coffee next week?
Best,
[Your name]
2. Introduction email to a potential employer
Writing a friendly introduction email to a recruiter or hiring manager is often the first step in landing your dream job. Mention why you’d love to work with them and why you’re a good fit for a role. 1-2 sentences are enough to express your motivation behind applying. A recipient will learn all additional details from your resume and cover letter.
Subject: Applying for a UX designer
Hi [Name],
I’m an avid user of your Spark email client. I’ve seen you’re looking for a UX designer, and I’d love to help you build the future of email.
I’m pleased to share my resume, portfolio and cover letter. With 5 years of experience in the software industry, I’ve created interfaces for such productivity apps like [Name] and [Name].
If you need any additional information, please let me know.
Thank you for your time.
Best regards,
[Your name]
3. Introduction email to a potential client
In your introduction email, briefly describe how you can help with solving your potential customer’s problem and why you’re a good fit for them. To create a connection, show that you follow their work or share something you have in common. It’s important to personalize your email, so it doesn’t sound like a generic message you send everyone on your long list.
Subject: Loved your recent article! Need help with German localization?
Hi [Name],
Thank you for a comprehensive guide on user acquisition. I’ve shared it with my clients, and they’ve found it really insightful.
I’ve seen you mentioned plans to launch your app in Germany, and I believe our team can help you with localization. We’ve helped companies like yours acquire 10x more German users. Here’s the story of one of our clients: [link].
Please let me know if you’re interested in collaboration. I’d love to share more details with you.
Best,
[Your name]
[Company]
[Contact details]
Introducing yourself in an email may seem tricky, but everyone can master it. Just make sure to write a compelling subject line, be clear about your reason for writing, include a specific call to action, and proofread everything twice.
Sending a perfect introduction email is easier with Spark. This email client lets you use email templates, so you can save time when writing similar emails. It also provides advanced features like snoozes, email scheduling, and follow up reminders to help you conquer your inbox.