An introduction is the very first impression that you make on the recipient. Email intros need to push a recipient toward wanting to set up a meeting, start business, or even hire you. No matter why you are sending one, it should always follow the same 6 rules.
Like in real life, introducing yourself can seem daunting. But, the good news about email introductions, apart from not having to make awkward eye-contact, is that you have the time to write (and rewrite) an introductory message until it’s perfect.
However, it still needs to be professional, but catchy. As a business owner, a bad first impression can set the conversation off on the wrong foot or, worse, it can cost you important opportunities.
A good introduction email is basically a digital foot in the door. Whether you want to strike up a conversation, begin collaboration, or get access to important information, an introduction email is where it all kicks off. You want to engage a recipient and get straight to the point. The introduction email sets the tone of your further conversation.
To help you get started, here are ready-to-use tips and email templates to successfully introduce yourself in an email.
1. Use a Double-Opt In Method to Show Respect
In email marketing, senders are required to receive permission from a contact before they can send promotional emails to them. As an extension of this Fred Wilson popularized the double Opt-In introduction approach, to help marketers be more respectful of people’s time.
The idea of this technique is that when a third-party is introducing two contacts, it should be common courtesy to ask permission from both parties before green-lighting introductions, giving both a chance to decline if they choose to.
First, you need to ask the requestor to write an intro email that you can forward to their desired contact. You should get straight to the point, drawing the second party’s attention to your request. Make sure you finish it up with a personal note, wishing your acquaintance well. Manners are everything.
We recommend double-opt in for companies who aren't focused on audience growth, or who have had low open rates or abuse complaints in the past.
2. Catchy Subject Line to Grab Their Attention
Just imagine you’re reading the headline of an article. What made you click on that article? Would you have opened it if the heading hadn’t grabbed your attention?
The same principle can be applied when an email lands in your inbox. An introduction email subject line should raise a recipient’s interest and encourage them to open your message.
A subject line should always be an accurate and clear representation of what is in the email, otherwise it risks being considered as misleading or spam. Be specific, and let the recipient know why you are writing. Keep your subject line short, so the recipient can see, at a glance, what the message is about. Be friendly, yet professional.
Take a look at the following subject line templates that are known to have convinced to click:
3. State Your Purpose to Look Professional
This one might seem a little obvious, but you should always know who you are sending an email to. You need to conduct initial research on recipients, understand their pain points, find common ground for engaging in conversation, and work towards building a sustainable relationship.
People are more motivated to communicate with somebody who they feel is similar to them. Keep your greeting personal, because you need to be perceived as a person to establish a real connection.
Next, without having a clear goal, your message doesn’t make sense. Your email message should clearly state who you are, why you are writing, and what you’re requesting from a recipient. Keep your introduction simple and concise.
The following advice is guaranteed to help your recipient feel at ease when they are being introduced to.
- Make it about them. Less bragging about your company; more preaching about benefits for recipient. A compliment in the opening line goes a long way.
“I loved your article”
- Offer value they can’t refuse. Solve a recipient’s problem, free of charge; suggest a tool that could work for them. People care about themselves, and solutions to their own problems. Use this to your advantage.
- Mention a connection. Name-dropping a mutual connection is a great technique to use. People are much more receptive if you’ve been referred by someone they know and respect. Remember that connecting through a mutual acquaintance there’s a difference between a cold email and a warm welcome.
Even if there is no direct link between you and a recipient, mention the similarities you have or strive to have.
“I’ve been very impressed by the youth work your company is doing, and I’d love to be a part of furthering your mission!”
4. Make Your Request Clear
Let a recipient know what you want. The greater the benefit for them, the greater chance you’ll have of getting what you want. Don’t waffle, be explicit and include a clear call-to-action.
A call-to-action lets a recipient know exactly how they can respond to or take action on your email. Whether it’s following a link, or simply replying, your CTA guides the way for your recipient. Take a look at these sample lines:
Don’t forget to finish your email by thanking a recipient for their time. Include a “Thanks in advance” if you’ve asked them to do something. Alternatively, try one of these powerful email closing lines that'll pique the interest of your recipient and improve response rates.
Your closing section is as important as your opening. End your email with a short, professional paragraph. While you don’t want to be demanding or pushy, you want your recipient to know you’re waiting for a response. Something as simple as “I look forward to hearing from you” or “I look forward to discussing this more in-person” works perfectly.
5. Introduce Yourself with an Email Signature
Without your contact information, an email is incomplete. Imagine it as a 21st century business card, your email signature makes it easy for prospects to learn more about you. In our recent blogpost “How To Create A Professional Email Signature”, you’ll find tips to help you write an eye-catching email signature.
6. Follow Up to Engage Your Prospects
If you send an incredible introduction email and the unthinkable happens (i.e., they don't respond), then send a follow-up email they won't be able to ignore. Here are a few things to try:
- Send them actionable advice.
- Send a how-to guide or a tutorial to help use your product/service.
- Offer solutions to their pain points.
- Share relevant industry articles/ news.
- Respond to a social media message, then follow up with more.
- Reference a blog they wrote and ask a question about it.
- Invite them to an upcoming event.
An introduction is the first step in every conversation. Email introductions are crucial in establishing contact and creating new business, and personal relationships. Before clicking on the Send button, make sure you’ve incorporated all the ideas we’ve mentioned above.
Don’t start from scratch every time; use templates to save time. Reach your goals and find success with professional email introduction skills!