Human Resource

FINDING A JOB

How to Introduce Yourself Over Email January 26, 2020 Indeed.com

Email is an efficient and cost-effective way to reach future employers, clients and other

business contacts. Sending an email to introduce yourself as a potential employee, new

network connection or service provider is an opportunity to present yourself as a qualified

professional. To write an introductory email that yields a positive response, you should be

authentic, clear and engaging. In this article, we’ll show you how to best introduce yourself

in an email and provide an example.

What is an introductory email?

An introductory email is a correspondence that makes initial contact with potential

employers, clients and collaborators, explaining who you are and how you can help them.

You can use an introductory email to apply for a job, contact a potential client or meet a

helpful professional in your field. A good introductory email should be clear, concise and

free of grammatical errors.

HOW TO WRITE AN INTRODUCTORY EMAIL

Here are 11 steps you can follow to write an effective introductory email:

1. Do your research

If you’re not sure who should receive the email, review the target company’s websites and

social media to identify which recipient would yield the best results for your purpose. If they

have written a book, article or blog post, try to read them for reference if necessary. If

they’ve spoken at a conference, you might be able to watch their speech on a video hosting

site.

Knowing the specific intended recipient will help you craft a more authentic and interesting

email than if you write to a general audience.

2. Start with a clear subject line

In your subject line, consider mentioning a common acquaintance or suggesting a way to

meet in person. Try to keep it short, since many people read emails on their mobile devices,

and a long subject line might not appear on their screen. If you are introducing yourself for a

potential job, mention the position title in the subject line.

Examples: “Louise Comacho suggested I contact you,” “Sales manager position— Alejandra Ruiz” or “Lunch this week?”

3. Write an appropriate salutation

You can use a simple greeting, such as “Dear,” in any situation. If you are writing to someone

in a more traditional industry, such as banking, finance or medicine, you can use formal

terms like “Dear Mr. Lee.” In a more casual industry, such as lifestyle blogging, you could opt

for a greeting with their first name, like “Hello Jamel.” Be careful to spell your recipient’s

name correctly, and avoid using generic greetings such as “Dear sir” or “To whom it may

concern” so your email is more personalized.

4. Explain your reason for writing

Once you have gained your recipient’s interest and described who you are, concisely explain

why you’re emailing them. If you’re reaching out about a job opportunity, you might also

include how the recipient could benefit from your qualifications. Be sure to read the job

description and incorporate keywords that align with your background.

Example: “I am writing to see if you are interested in featuring Blue Wave Agency in our 2020 full-color catalog of Miami advertising agencies. We have over 75,000 subscribers and are planning to expand into the Florida west coast market this year.”

5. Provide a call to action

Toward the end of your email, offer a direct call to action. This will make it easier and more

likely for the recipient to respond to your email. This call to action can range from providing

a link for them to subscribe to your newsletter to a more personal invitation to meet.

Example: “If this sounds like an exciting opportunity for Blue Wave, please fill out this form, and we will contact you to determine whether you’d like a two or four- page professionally photographed, full-color spread.”

6. Include a professional closing

The closing of your introductory email is the final impression the recipient will have of you,

so be polite and professional. When closing your email, “Sincerely,” “Yours sincerely” or

“Regards” are appropriate for any industry. The objective is for the recipient to respond to

your email, so include several ways that they can contact you. Add your telephone number,

email and a link to your professional networking site or company profile.

7. Check for clarity and accuracy

Before you send your email, check the message for clarity and length. Review the tone to

ensure that it fits the recipient’s company culture and isn’t too casual or formal. Finally,

check your document for spelling and grammar to ensure you present a professional image to

your recipient.

8. Follow up on your introductory email

If you don’t receive a response for several days, it is usually appropriate to send a follow-up

email. If you decide to send a second message, thank them again for their attention and

include another call to action.

Example: “Hello Ms. Kalaidjian, I understand that you have a lot of commitments, but I wanted to follow up on my earlier email. Have you had a chance to review my marketing proposal? If you require any information from me, please let me know. I look forward to your response.”

Related: Follow-Up Email Tips for After the Interview

INTRODUCTORY EMAIL TIPS

While you should certainly craft your email based on your reason for writing and the person

you’re writing to, here are a few tips you might consider for optimizing your message:

• Explain why you can help them.

Briefly discuss how you have made a relevant impact so the recipient thoroughly

understands the benefits of your product, service or personal professional background

(if applying for a job). This part of your email can show that you have researched the

firm you are contacting, so use any applicable data that measures your successes.

• Focus on the recipient

Try to focus on the recipient at the beginning of your email to gain their attention. For

example, instead of writing, “I am a sales assistant at Stellar Shoe Company with 14

years of experience,” try, “I enjoyed listening to your interview on The Sales Pitch

podcast.” This approach will demonstrate that you have done your research and have a

genuine interest in developing your professional relationship.

• Find mutual interests

When introducing yourself, try to mention commonalities between you and the

recipient. For example, if you attended the same college or if they’re a member of a

shared service organization, detail the relationship. Having common interests can

make your initial interaction more friendly, which could make your recipient more

likely to contact you in the future.

SAMPLE INTRODUCTORY EMAIL

Message line: Helen O’Brien suggested I contact you about the assistant position

Dear Ms. Tanaka,

I am writing to you at the suggestion of our mutual friend, Helen O’Brien. Helen and I both attended the Sales Max Conference in Miami in October at which you spoke. When I mentioned to Helen how useful I found your presentation, she mentioned that you were hiring a new assistant.

I have worked as an assistant to Laura Coleman, CEO of Shoes Forever, for the past six years and found the experience of being a personal assistant both enjoyable and rewarding. I moved to Florida for family reasons and am looking for a similar position in which I can employ my excellent organizational and interpersonal skills. During my time with Ms. Coleman, I reduced the length of her working hours by three hours per week by reorganizing her schedule. In addition, I saved the company $1,500 per year in office supplies by consolidating suppliers and negotiating better terms, and improved morale and goodwill with incentive programs.

I would love to send you my resume and Ms. Coleman’s contact information so she can provide a reference. Please let me know if this is acceptable. I am also available to meet in person any morning next week between 9 and 10 a.m.

Thank you for your time. I look forward to meeting you.

Sincerely, Beth Costello