How do you introduce a company in an email?
Doing a quick search for "how to write a great intro" on any job board will yield millions of results, but how many of those result actually show you the best way to introduce your brand or organization?
It's one thing if you're applying to a small firm that has no branding at all, but when it comes to companies that have established reputations (and need someone new), you want to make sure they know who you are before you even get started.
There are plenty of ways to go about introducing yourself—including using emails as part of your overall marketing strategy—but we'll focus specifically on what goes into writing a good email about your own company here.
This post assumes some familiarity with basic HTML code and formatting skills. If not, check out our guide to creating content online with Microsoft Word first.
How can I write about my company?
Whether you've been working for years or just created your startup, there's still much to learn about how to properly introduce a company in an email. Here are five things to keep in mind while crafting your pitch.
1) Your opening is crucial. You only have so much room to describe everything about your company, which means your reader needs something compelling right off the bat. The most important element is your name, followed by your tagline. It should be easy to recognize without having to read anything else. This is also where you explain why readers should care about reading more from you. Then include two sentences describing your mission and goals. And finally, tell them what makes you unique compared to other similar organizations. If you take this approach, remember to use action words instead of passive ones like "was founded."
2) Keep paragraphs short. When you're trying to grab attention, long-winded descriptions aren't necessary. Instead, sum up your point and then move onto the next idea. Don't forget to include subheadings within each paragraph!
3) Use bullets and lists whenever possible. Bullets and numbered lists help break up information flow and add visual interest. They also create a clear structure for anyone skimming over your message. Lists are especially helpful if you're talking about multiple different topics. Bullet points work well too, although they may look less professional than bulleted items.
4) Avoid jargon and industry lingo. Sure, sometimes certain terms might come across better than others, but generally speaking, sticking to plain language helps people understand what you're saying without needing to Google it later. Likewise, avoid acronyms unless absolutely necessary. While these shorthand versions of phrases are useful, they often confuse readers unfamiliar with such terminology.
5) Know your audience. Just because you think everyone interested in your product would find value in your work doesn't mean they will. Before sending out your introductory email, consider their age bracket, gender, education level, interests, profession, etc., and tailor accordingly. For instance, don't assume that doctors will appreciate your medical research newsletter.
In fact, once you start looking around for examples of successful pitches, you'll notice that most follow pretty standard rules—even though the specifics vary depending on the situation. We took some time to dissect several generic business introductions to see how they differ. By doing so, hopefully we were able to give you some insight into what works.
Let's dive into a few sample situations below. Read through them and ask yourself whether you'd feel comfortable following suit.
How do you introduce a company email template?
As mentioned above, most businesses have names and brands already set, meaning you probably won't need to change very much aside from perhaps adding a logo somewhere, making text bolder, and adjusting font size. But since almost every company follows basically the same pattern, you could simply apply the general layout provided below.
The headline of course includes your contact info, including phone number and website address. Depending on the type of business, you may wish to highlight specialties or services offered. Some types of companies put emphasis on the kind of person they cater to, such as women, children, seniors, millennials, etc.
Next, you'll likely include a brief description of your expertise or experience. Be careful not to sound arrogant or boastful. Rather, try to paint yourself as humble and ready to serve your future clientele. Afterward, list accomplishments or achievements related to your field. Finally, mention any awards you may have received. Remember to proofread thoroughly before hitting send!
Sample Business Introduction Email Template 1
Business Name: [Company]
Email Address: [Your Contact Information]
Subject Line: Hi There! Let me Introduce Myself
I'm excited to say that after meeting with Mary last week, she said she really likes what I wrote. She was impressed by the quality of my article and believes I am the perfect candidate to handle her project. In light of that feedback, I wanted to reach out personally and thank you for taking the time to review my material.
Mary told me that you were struggling with finding qualified employees. That’s exactly why I hope you enjoy this newsletter. I want to share some valuable insights with you on how to select top talent. To ensure you receive relevant articles throughout 2018, please let me know if I haven't reached your inbox yet. Otherwise, I'll continue providing fresh content regularly. Thank you again and happy holidays!
From: [Your Full Name]
P.S. Please note that this letter is written entirely based on the information shared via e-mail between us. Should there arise questions regarding specific projects or positions, please refer back to this document.
Now compare that to the below version:
Sample Business Introduction Email Template 2
Business Name: [Company]
E-Mail Address: [Your Contact Information]
Subject Line: Hello & Welcome
Thank you for giving me the opportunity to meet with you today. As you requested, here is a copy of my resume. Since we met briefly earlier this morning, I thought it appropriate to provide you with additional details about myself and my qualifications.
First, I’d love to reiterate my enthusiasm and excitement about joining your team. I truly believe that I possess the knowledge and skill sets required to assist your organization achieve its full potential. Having worked in various industries for nearly 10 years now, I’ve gained extensive experience helping clients build strong relationships with customers. Throughout the duration of my career, I’ve consistently demonstrated superior problem solving abilities and analytical thinking capabilities. These traits allow me to adapt quickly to changing circumstances and develop creative solutions to problems.
Additionally, I’m passionate about learning and growing continuously. Over the past year alone, I completed numerous courses and certifications in order to increase my competency levels. During this period, I became proficient at planning strategies and setting objectives associated with data analytics. Moreover, my commitment to personal development has allowed me to improve communication skills, leadership ability, time management, and multitasking proficiency. All of which contribute greatly to my success in achieving organizational goals.
Finally, I would like to emphasize that I’m thrilled to join your team. I plan to bring my vast background experiences and knowledge to bear on any task given to me. However, prior to beginning employment, I’ll need to complete training focused on the specific role(s) desired. Therefore, if you require further clarification, please contact me directly. Lastly, I invite you to view my portfolio page linked below. From there, you’ll gain access to samples of previous work performed. Feel free to browse through them and request copies of pieces that appeal to you. Additionally, please visit the link below for my LinkedIn profile. Through this platform, you’ll be able to explore my credentials and track updates concerning recent posts.
Once again, welcome aboard! Looking forward to hearing from you soon. Have a wonderful holiday season and New Year ahead.
From: [Your Full Name]
P.S. Attached is a file containing resumes and portfolios. Enjoy!
Depending on the type of position you’re seeking, you may choose to craft your introduction differently. Perhaps you want to stress particular qualities needed for a customer service representative role versus another type of position requiring technical skills. Or maybe you want to convey that you’re open to relocating rather than staying local. Whatever the case, always tailor your initial pitch according to your target audience.
If you’re curious about the differences between both approaches, here’s a breakdown.
How do you introduce a company in an email example?
What does “Hi There” entail?
When you receive a response from a stranger on social media asking to chat, you typically respond with a simple greeting. A common choice is “hi,” however, it’s worth considering alternatives. Another option is “hello,” while variations include “good afternoon,” “good evening,” “kindly,” and “thank you kindly.” Still others opt to skip greetings altogether and begin straightaway with a question.
If you're working on the launch of a new product or service, there are many ways that you could be introducing it to people—whether they’re potential users, investors, journalists, influencers or others interested in hearing about what you have to offer.
But if you’ve never introduced a brand before, how would you go about doing so in an email? What is the best way for someone who doesn’t know much about marketing to reach out to prospective buyers without seeming like an amateur? We reached out to experts around the world to get their advice. Here's what they said...
How do you introduce your company?
"The first thing to remember when introducing yourself as the owner/founder/CEO of your company is this isn't just some job interview where you need to sell yourself. You want to create a connection with anyone reading your intro," says David Klaussmann, founder & CEO of The Marketing Agency. "This should come naturally. If it does, then great! But if not, don't worry."
It may also help to think of introductions from different perspectives. “In sales we call them 'warm' prospects,” he adds. You might consider approaching someone you already work with as part of your warm market, but if you haven’t yet been able to strike up a relationship with them, try reaching out to somebody who has no prior knowledge of your industry at all.
Klaussman suggests creating emails that highlight both sides of your story —your expertise and experience along with any unique selling points, such as perks (like unlimited data plans) or benefits (such as lower prices). He also recommends using humor in your opening paragraph to ease into the conversation.
"You'll want to start off strong by sharing something personal, which will allow the reader to relate to you more easily," explains Alex Degenkolb, co-owner of SaaS startup studio Startup Muster. "Then share the most important information, followed by the main reason why the person wants to hear from you." Once you've shared these three things, end your email with a clear next step. This could mean requesting feedback or asking for an appointment time.
Another expert suggested writing short sentences, rather than paragraphs, to keep the attention focused on one idea at a time. She advised against including too much text and instead focusing on key words that grab readers' interest.
When crafting your introduction, it may also serve you well to draw inspiration from other successful emails. One example she gave was a recent campaign by Spotify that encouraged listeners to join a listening club. It used simple language and included the name of the program. Another good place to look is LinkedIn Pulse, which allows authors to upload articles directly to its platform. These posts often include links back to the original source material, making it easy to find related content elsewhere online.
As far as graphics go, experts agree that keeping images to a minimum will ensure that the message comes through clearly. They recommend sticking to one image per page. And perhaps the easiest option is adding an attachment to make sure the recipient opens the document. However, if you must use photos, make them relevant to the topic being discussed.
How do I introduce my company to my clients?
When you send emails to existing clients, you probably know exactly whom you’re addressing and can tailor your pitch accordingly. For those looking to contact non-clients, however, sending generic messages can feel impersonal. So how do you write a professional introduction that makes enough of a splash to land the sale?
One suggestion offered by multiple sources is to avoid talking about your products directly. Instead, focus on providing value by offering assistance or guidance. “Your goal here is to build trust and rapport,” advises Klaussmann. “By letting [prospective clients] know that you’ll take care of them, you’ll gain their loyalty.”
Start by explaining how you can solve problems for your target audience. Then provide helpful resources or tips. Afterward, encourage them to follow up with you if they still have questions. Finally, remind them that you’d love to stay connected whether it’s to discuss future projects or simply catch up over coffee.
Alexandra Levit, CMO of Branding Society, offers another approach to building relationships that works equally well for both current and potential clients alike. First, she advocates thinking outside the box, referring to herself only as Alexandra. Next, she asks her recipients to respond with a question. By returning an emailed response, she hopes recipients see themselves reflected within her reply.
She also encourages entrepreneurs to show vulnerability. “I'm happy to chat via phone, Skype, etc., because sometimes that feels less formal and vulnerable,” she writes. “Let me know if that works better for you.”
Finally, she shares two pieces of advice regarding what not to say in an introductory letter. Avoid telling prospective clients anything negative about competitors, nor should you ever describe your own product as inferior compared to the competition.
How do you introduce a company to a client examples?
Whether you're trying to secure additional funding or promote a new venture to the masses, writing effective emails requires careful consideration of tone and structure. Before drafting your introduction, ask yourself a few basic questions, such as: How long am I supposed to spend on each section? Which parts of my message are most critical? Is it okay to refer to myself throughout the entire piece?
A general rule of thumb: Keep your copy under 500 words. That means shorter sections with fewer bullets, subheads, and illustrations. Your ideal length depends largely upon your intended purpose. A fundraising appeal, for instance, shouldn’t last longer than four pages, while pitches targeting specific industries or audiences can extend beyond five. As with everything else, stick to the facts whenever possible. In addition, limit the number of attached files to one. When in doubt, err on the side of caution and leave attachments out altogether.
For extra versatility, check out Pitchbox, a tool designed specifically for pitching startups. Users can craft custom letters based on prewritten templates. While Pitchbox won’t necessarily add hours to your turnaround time, it’s particularly useful if you’re struggling to decide between several similar ideas. Simply fill in your details and click Create Letter Template. From there, you can edit the template to suit your needs. To save even more time, select Multiple Letters and choose from dozens of readymade options.
How can I introduce my company in presentation?
Sometimes it takes more than an appealing logo and snappy tagline to really set a business apart. Other times, all you need is a compelling video to prove your worth. Regardless of what medium you prefer to communicate your offerings, you need to put together a polished presentation worthy of public consumption. Fortunately, there are plenty of tools available to help you achieve that goal.
First, plan ahead. Know what materials you intend to present beforehand, and prepare PowerPoint slides that complement your message. Also, consider breaking down large concepts into digestible chunks. Think carefully about what types of visual aids would help convey your point. Perhaps you’re promoting a new app, so presenting screenshots of the interface itself could give viewers a sense of what to expect. Or maybe you’re showcasing a new line of clothing, so showing color samples alongside price tags may speak to shoppers’ desire for quality and affordability.
Next, determine the overall mood of your presentation. Are you trying to inspire confidence in your audience? Do you wish to inform consumers of the latest developments? Maybe you’re hoping to answer common concerns or address criticisms head-on. Whatever your intentions, consider incorporating music into your slideshow to enhance the emotion behind your message.
You've just launched your company, but it's not time for the big reveal yet—you need to start building relationships first.
If you're looking for some tips on how to write emails that will get people interested enough in what you have to offer to take action (and ultimately buy), we've got a few ideas for you! Here are three different types of introductions you can tackle when starting out as a freelancer or solopreneur, and one template each to help guide you through them. Let's dive right into it.
How do you introduce a new company to a client?
This type of situation usually occurs when someone has been working with another person who they really like, but then their relationship ends. It could be anything from a breakup between two friends to a divorce between partners. When this happens, it’s common practice for those former clients to reach out to other potential clients by sending an introductory email. This way, if there was ever any ill feelings about why things ended, these kinds of feelings don't come up again.
When someone reaches out to you after hearing about something you did, whether it was professionally or personally, it shows interest in you. They may even want to work with you more directly at a later date. If so, always respond in kind and send a quick note back letting them know how happy you were to hear about them and let them know how excited you'd be to work together in the future.
Also, make sure you mention any projects you worked on together, especially if they had paid work done previously. Mentioning past successes helps build trust and show that you're reliable and dependable. And if possible, include a link to previous work you completed. Showcasing your skills makes prospective buyers feel confident that they'll receive similar results with you.
Here's our favorite template for this scenario:
"Hi [RECIPIENT NAME],
Thanks for reaching out! I'm [YOUR FULL TITLE] and would love to chat further about [TOPIC]. As you probably already know, my style is very direct and straightforward. So here goes...
[BODY LANGUAGE AND CONTENT]"
That's all she wrote. It doesn't matter where you live or whether you use Gmail or Yahoo Mail because every email should follow this same structure. Your recipient will read this message and say to themselves "this woman seems trustworthy and professional," which means they'll most likely open her message and click through.
Keep in mind though that while this works well for companies that aren't established yet, it might look weird if you're trying to sell a bigger brand. You can still include information about yourself and your background using sentences such as "I am [your full name]," however, without mentioning your role specifically.
The goal here isn't necessarily to give recipients a tour of everything you can offer them, so keep your tone casual and friendly instead of overbearing. Plus, if you're selling a service, such as graphic design services, only share relevant content within your body copy. Don't overload prospects with too much information before giving them a chance to decide if they want what you have available.
And remember, you want to establish a connection with your readers. Keep it simple, but also personalize it a bit. After all, no one wants to talk to robots.
How do you introduce a new company?
Introducing a new company takes a slightly different approach than introducing an existing one. With this scenario, you definitely want to demonstrate professionalism and reliability by keeping your writing concise and to-the-point. A great tip here is to think about what questions others ask when meeting someone for the first time, and answer them in the text. For example, “what does your office look like?" Or maybe, “where do you operate from?" These kinds of questions illustrate exactly what you do, and are easily understood by anyone reading your letter.
It's important to highlight the value you bring to your audience and to emphasize any unique qualities you possess. The best thing about talking about yourself is that it lets you showcase your strengths and abilities rather than simply focusing on what you provide. Think about it — wouldn't you rather learn about the amazing designer behind your logo or website, than being told that they charge $150/hour?
Below is our sample intro template for the second scenario:
"Hello [Your Name],
Thank you for taking the time to speak with me today. My name is [YOUR NAME] and I own [COMPANY NAME.] We specialize in [SOME OF YOUR PROFESSIONAL SERVICES OR PRODUCTS]."
In addition to establishing credibility with your reader, this type of introduction tends to focus less on marketing and sales and more on showcasing your expertise and professionalism. While this strategy might seem counterintuitive, we suggest thinking about your target market first. Who actually needs what you have to offer? In this case, since the majority of entrepreneurs tend to fall under the category of freelancers, it becomes even clearer that having strong branding across social media platforms is essential.
By creating a consistent presence online, you allow customers to see exactly whom they're dealing with. Whether it's a blog post, podcast interview, or video slideshow, your image speaks volumes about you and your level of quality. People will begin associating certain characteristics with your brand based off of what they see on various digital mediums, including images, videos, audio clips, etc.
So, while it might sound strange, try to treat your contacts like actual human beings. Focus less on the products you provide and more on the overall experience of doing business with you. By doing so, you become memorable and leave lasting impressions on your reader.
How do you introduce a small company?
Sometimes, small businesses don't have the luxury of getting featured on major social networks and websites like larger corporations do. But that doesn't mean they shouldn't capitalize on their opportunity to grow! One way to go about this is by offering promotional items during promotions and events. Companies can hand out pens, mousepads, t-shirts, hats, and stickers featuring their logos and product names, allowing them to increase awareness among their current followers and attract attention from potential users.
Another option is to create custom apps designed around your niche. Apps can function as both functional tools and attractive devices. Since your app acts as a virtual billboard displaying your company’s mission statement, philosophy, tagline, contact info, and more, it provides the perfect platform to promote your identity.
Plus, many mobile device manufacturers are now incorporating QR codes into their products. Users scan this code on their phones to access additional information about your organization, product, or service. This feature allows smartphone owners to interact with your app without needing internet connectivity. Additionally, users can download your app onto multiple phone models via iTunes, Google Play Store, Amazon Appstore, and other popular stores.
Lastly, consider hosting meetups and workshops centered around your industry sector. Hosting sessions in public places, such as libraries and museums, gives attendees the ability to network face-to-face while learning about your offerings. Also, if possible, host a giveaway event where participants win prizes for attending. Such events give visitors a sense of community and encourage interaction.
For instance, if you run an ecommerce site, consider offering discounts on selected products when signing up for your newsletter. Customers can opt-in to join your mailing list and receive notifications whenever your deals change. Or, create incentive programs that reward loyal customer members for buying large quantities of specific goods. Just be careful not to confuse consumers who sign up for your newsletters with offers they cannot redeem.
Finally, once your program starts gaining momentum, consider hiring a consultant to manage your outreach efforts. Depending on your budget, you could hire a freelance writer to produce informative articles tailored toward your target demographic. Alternatively, you could pay for monthly SEO consulting services that assist you in improving search engine rankings and increasing traffic to your page.
While crafting these messages, remember to stay true to yourself and maintain authenticity. You don’t want to appear disingenuous or desperate for customers. Be bold and creative, but never sacrifice integrity along the way. Above all else, aim to deliver high levels of satisfaction and happiness for everyone involved.
What is a good intro to an email?
As mentioned earlier, there are several key elements to making a successful intro. First, regardless of whatever industry you belong to, be prepared to discuss your passions and hobbies outside of your profession. Consumers want to relate to real individuals, not brands.
Next, keep your messaging lighthearted and fun. Even if you’re serious about your job, adding humor is vital to connecting with audiences. Finally, refrain from using jargon and acronyms when communicating. Allowing everyday words to flow freely demonstrates your accessibility and willingness to engage with your audience.
With that said, you can find inspiration for your next email by watching YouTube videos or browsing Instagram accounts. Most influencers share snippets of daily life, which often includes mentions of their careers and organizations. Watching other people navigate the world of entrepreneurship can inspire you to experiment with new approaches to old problems.
All in all, introducing a company is easier than you think. Now you just have to put your creativity to the test and figure out ways to stand out. Good luck!