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How to Introduce Yourself in an Email
As convenient as email is, it can also be complex. Tone can’t easily be conveyed in text, which means you need to be cautious when preparing polished, professional communications. How to introduce yourself in an email may not necessarily be how you introduce yourself in a phone conversation: you need to think carefully about the appearance that you give.
It’s important to make a positive impression with every email you send; after all, first impressions are lasting. Your professional introduction email is going to have an impact on all of your networking and your connections, and will determine whether you are able to forge business partnerships and work closely with managers, colleagues, vendors, and customers.
Further, your professional emails say a lot about your business, too: representing your business in the wrong light could have some very real consequences for your reputation and your career. It’s difficult for someone to get past a negative impression, and it can ultimately lead to your company losing sales, or to you losing potential jobs.
Whether you’re writing an introduction email to colleagues or trying to figure out how to formally introduce yourself via email to new clients, it’s important to consider what they see from their perspective. When in doubt, many people have a tendency to assume the worst. If an email is vague or could be perceived as rude, it often will be. If there’s any room for interpretation, the interpretation is likely to be negative.
At the same time, email is intended to be brief. There’s not a lot of room for banter, and meandering is only going to frustrate an audience. And it goes without saying that spelling and grammar are important.
Additionally complicating issues is the fact that professional communications have drifted over time. What was once seen as appropriate and professional is now often seen as stilted and cold. These are things that need to be tracked: the evolution of office discourse and communication, and the current, modern standards of business writing.
With all of that in mind, let’s discuss how to introduce yourself and how to re introduce yourself in an email, how to introduce yourself in an email for a job, and how to introduce yourself throughout your professional correspondence. There’s an art to creating an email that is both brief and inviting, and that properly represents you as a professional. Let’s begin with the subject line.
Introduction Email Subject Line
Where do you start when introducing yourself? The subject line, of course. An email is composed of a few major parts:
- Subject line.
All of these need to work in tandem to create a professional appearance, but it all starts with the subject line. Most email clients only show subject lines; they control whether someone is going to click on an email at all. Thus, your introduction email subject line is actually the most important part of your email.
An email subject line should:
- Greet an individual personally and warmly. If an email is generic, then it’s likely to be considered spam; people want to be addressed by their name, if they’re getting one-to-one correspondence.
- Describe the content of the email. A subject line should always be an accurate and clear representation of what is in the email; otherwise, it’ll be considered to be misleading or spam.
- Be casual but professional in tone. If your email is too professional, it will often come off as being rude. Instead, you need to walk the fine balance of business casual, remaining direct and professional but friendly.
- Neither be too short or too lengthy. Email subjects that are too short are likely to be dismissed, while ones that are too long aren’t going to be read at all. A single statement or sentence is enough.
Here are some professional email subject lines examples:
- “Hi Susan! I’m your new account manager, and I’d like to introduce myself.” This tells the recipient that you know them personally and are connecting with them.
- “It was nice to meet you, Tom. I wanted to follow up on my interview today.” Again, this is a whole sentence and describes the email adequately.
- “Update Regarding Today’s Meeting on 5/05/2019.” While this doesn’t directly refer to a name, it refers to an event that the individual took place in.
Meanwhile, here are some bad email subject line examples:
- “Hey.” This is too short and gives absolutely no information about the email itself.
- “Valued Customer, I’m Here to Offer You a Great Deal.” This looks generic rather than introducing itself.
- “Tom, Per Our Meeting Last Tuesday, The Notes.” While professional, this is a little too formal.
These self introduction email subject line examples underscore the need for personalization, friendliness, and detail. Your email subject line should not give any doubt as to the content of the email, while still enticing someone to open it.
Introduction Email to Client
There are few things as important as a company introduction email to client contacts. An introductory email with a client sets the tone for the entire relationship, and determines whether they will be interested in working with you in the future.
Introductions can happen for a few reasons: a new client may come on board, a new employee may connect with existing clients, a client may be assigned to a new team, and so forth. However, an introductory email always serves the same purpose: to tell the client who their new point-of-contact is, and to reassure the client that they are still in good hands.
This underscores the importance of an introductory email to a client. The right email should:
- Address the client by name, so they feel valued as a client.
- Specify some information about the client, such as their purchasing and their future goals.
- Let the client know how best to contact you.
- Invite the client to discuss their relationship with you.
- Assure the client that their level of service won’t change (or will improve).
All of these factors are at the core of how to introduce yourself in an email to clients. A self introduction email to client contacts has to be professional and clear, and it must tell the client that you already have knowledge of their needs. Otherwise, the client may feel as though they are no longer being taken care of with the business.
Example of a company introduction to a client:
Subject Line: Welcome to ABC Corp, Katherine!
Welcome to the company! We’ve got a lot of exciting things going on at ABC Corp, and we’re excited to have you join our family. Let us know if you have any questions in the future, and feel free to email me at any time.
Example introduction email to client for new employee:
Subject Line: Hi Katherine, I’m Your New Account Rep at ABC Corp
I’m Lee, and I’m going to be your new account representative! I wanted to touch base with you regarding your account and what I can do to make sure that you get everything that you need.
Example product introduction email to client:
Subject Line: Hey Katherine, Have You Heard About Our New Product?
It’s your account manager, Lee. At ABC Corp, we’re excited to announce a new product, which you can find information about here. I know that purchasing is one of your major pain points, and this new ERP solution can help. Let me know if you want to try the new demo!
Whether you’re writing a self introduction email to existing clients or even handing off your clients to someone else, it’s important to have the right components: a solid subject line, a positive introduction, a clear and concise body, a friendly sign off, and a branded email signature. After reading an introduction mail to client sample, you should get a feel for what the client needs to know.
You can always look up a company introduction email to client sample, a how to introduce yourself in an email to clients sample, or an introduction email to client sample to pattern your email off of it.
Business Introduction Email Sample
Are you still trying to figure out how to write the perfect email? Sometimes you just need some samples or templates for it to really click. A good business introduction is going to be fairly brief, so it shouldn’t be too hard to create something suitable. Consider this example of a business introduction email sample:
Subject Line: Hi Joe, Welcome to ABC Corp! Here’s What You Can Expect
Thanks for signing up! At ABC Corp, we’ve got a lot of exciting stuff in the works. I’m Suzanne, and I’ll be your account representative. Let me know if you have any questions about our product line. I was reviewing your file, and I think I have some great suggestions for you. Call me at 555-555-5555 between the hours of 8:00 AM to 5:00 PM to discuss.
It’s brief, tells Joe what the next step is, and ensures that he’s able to contact his account representative if he needs to. Now, consider this email:
Subject Line: Welcome to ABC Corp
To Whom It May Concern:
Thank you for signing up with our company. At ABC Corp, we pride ourselves on our customer service, value, and quality. We have many different products and services for you to try, check them out here: ABC Corp Product Link.
This is still a professional and polite email. But it has some critical flaws as a “how to introduce yourself in an email” example. It talks about the company, but doesn’t discuss the customer’s needs, and it doesn’t give the customer a point-of-contact or what they should really do next: it just invites them to take their own initiative and look at a link.
Here are some additional resources:
- The Balance’s Email Resource, featuring a how to introduce yourself in an email example and a how to introduce someone via email sample.
- Sample Templates. You can view and use a company introduction letter sample PDF or template rather than drafting your own.
As you can see, if you’re struggling to draft an email, you can always look up something specific like a self introduction email sample first day work, or a business introduction email template, and go from there.
When drafting the perfect introductory email, you need to emphasize that you’re there to meet the customer’s needs, as well as providing them with key information regarding how to contact you and what their next step should be. However, you don’t have to start from scratch. There are many resources online where you can review templates and samples.