How do you write an introduction email for sales?
Email is one of, if not THE most effective marketing tool on this planet today (and it's free!). That being said, writing emails that get opened and read can be challenging—especially when they're intended as introductions or follow-ups to something else.
To help you out, we've created templates to guide your next email. We'll cover what to include in your opening paragraph, how to structure each section, and exactly which words to avoid using so you don't come off as spammy.
So let's dive right into it! Here are several examples of different types of sales emails, along with some tips about how to use them correctly...
The first template is meant to open up any conversation. This particular example uses a simple but powerful "how" sentence.
Opening Paragraph Example 1
Thanks again for taking time to chat yesterday. I know you were busy getting ready for our meeting together tomorrow, but wanted to touch base before then just for good measure.
You mentioned wanting to see more information about our services so here’s where I would like to begin. Below is a list of all our available packages and service options. If there’s anything at all that interests you please feel free to reach out via phone call or email anytime. Also, should you have any questions after reviewing these options please don’t hesitate to ask me directly.
I hope this helps answer any lingering concerns you might have had. Again, thank you very much for agreeing to speak with us. Looking forward to connecting soon.
If you want to add even more value to your lead, consider including additional resources such as articles or blog posts that back up your claims. The idea behind this is that by adding extra material you increase the perceived credibility of yourself and/or company while also providing another way for your prospect to learn more without having to contact you directly.
This second example takes things further by offering multiple ways to connect. You can choose from calling, video conference, or Skype calls. It's important to remember that whatever method you decide to go with, you always need to leave room for flexibility depending on the preferences of your recipient(s). Asking someone to participate in a live event vs. allowing them to pick their own date & time could potentially create conflict since everyone will likely have other plans.
Opening Paragraph Example 2
As promised last week, attached below is everything you asked for regarding our upcoming product launch. Please take a look through the materials once you have finished reading and send over any feedback or thoughts you may have. Once again, thanks for reaching out and trusting us with this project.
We appreciate your interest and look forward to hearing back from you shortly. Feel free to reach out to us via either phone number or email if you have any questions. Thanks again for working with us. Have a great day!
Next you can use a similar format to introduce yourself. By doing this, you give potential clients a chance to understand who you are as well as why they should care about what you offer. Don't forget to mention past work experience and credentials too.
Introduce Yourself Example 3
Greetings, [Prospect]. My name is [Your Name] and I am honored to have been selected to represent [Your Company] as part of our team. On behalf of my colleagues, I'd love to welcome you to our organization.
My job responsibilities include managing relationships between vendors and customers resulting in increased profits for both parties involved. To support this goal, I strive to provide top quality customer service whenever possible.
Please find below a brief overview of all current products and services offered by [Company]:
Product A - is used to clean paint brushes and sponges prior to application
Price Range: $10-$20 per month
Products B - are used to polish and sharpen paintbrushes
Price Range: $5-$7 per brush
Service C - provides 24 hour emergency technical support for customers
Who Is Your Target Audience?: Painters, DIYers, Contractors
What Are Some Benefits They Can Expect From Working With You? : Providing exceptional service, increasing business volume, reducing costs, etc.
How Do You Connect Them With Other Resources?: Provide links to relevant websites and social media accounts.
In order to successfully close deals, you must effectively position yourself as a resource. In other words, people buy from those they trust enough to turn to for answers or guidance. One key thing to keep in mind is that many prospects won't bother contacting you unless they perceive you as trustworthy. So making sure your website looks professional and has helpful content goes a long way towards building confidence.
Here's an example of a closing paragraph:
Closing Paragraph Example 4
Thank you for your inquiry. Our office hours are Monday – Friday 9am– 5pm PST. However, due to high traffic volumes we often receive messages late at night or early in the morning. Therefore, we highly recommend setting up auto responder notifications which allows us to reply to incoming inquiries outside of normal business hours.
Once again, please feel free to reach out to us via phone number or email if you have any questions. Thank you for considering our services. Regards,
A final option worth mentioning is a general invitation letter. Using this type of document gives your recipients the freedom to select whichever channel suits best for themselves. For instance, perhaps they prefer speaking over the phone instead of attending a webinar. Or maybe they only check Facebook sporadically and therefore don't wish to appear on your page.
Invitation Letter Example 5
Dear [Recipients' First Names],
It's hard to believe that spring is almost upon us. Though winter was certainly tough, it gave birth to new opportunities for growth. Now, we're looking ahead with excitement knowing summer is around the corner. And, because of this exciting news, we thought it appropriate to invite you to attend our annual Spring Event.
Our agenda is currently under development however, rest assured we will share details as soon as they become finalized. All registrants will receive an official confirmation letter within two weeks of registration indicating the exact dates and location of the event. We encourage you to save the enclosed link for easy reference.
Looking forward to seeing you there,
With that done, now it's time to move onto the meatier stuff: crafting letters specifically tailored to sell. Let's talk about how to organize your message across three sections.
First, you'll want to break down your entire pitch into digestible chunks. Next, you'll want to determine whether you're going to approach your reader emotionally or logically. Finally, you'll need to identify specific benefits or features that your readers will gain by purchasing your product or service. After completing all three steps, you'll end up with a clear outline of what you want to say.
Now, lets walk through each step…
1) Organize Your Message Into Chunks
When creating your message, think less paragraphs, and more sentences. Remember, shorter is better. Longwinded explanations tend to bore audiences and put them to sleep faster than short bursts of info.
2) Determine Whether Your Readers Want Emotion Or Logic Behind Their Purchase Decision
Emotions play a huge role in influencing consumer decisions. On the other hand, logic tends to appeal to reason. When deciding how to present your pitch, try focusing on one of the following approaches:
Explain facts and figures. Focus on how your solution solves problems rather than simply explaining what problem exists.
Example: “Since your home needs constant maintenance, especially given its age, we strongly suggest upgrading to our premium package starting at $99 per square foot." Instead of saying "your home needs constant maintenance," focus on how you solve issues related to upkeep.
Letting your audience know you truly listen makes them feel valued. Doing so also shows you genuinely care about their opinions, helping establish rapport. Additionally, asking questions forces you to pay attention to detail. Be mindful of the tone you adopt throughout conversations. Too formal or informal could ruin everything.
Example: “Do you have any questions concerning the proposal?"
Think beyond mere selling. Consider giving away useful content, resources, or discounts. People typically seek solutions to their problems, thus showing them that you genuinely care about solving their challenges. Plus, you never know who may show up to events like these, meaning word gets around quickly. Giving away freebies establishes goodwill, leading to referrals later on.
3) Identify Specific Features That Will Benefit Your Prospective Customers
After drafting your main points, highlight the most valuable aspects of your product or service. Then, explain how your product or service differs from others based on certain criteria. What sets yours apart? What unique qualities does it possess?
For example, if you run a landscaping company, highlighting how your mowers cut grass evenly, leaving no clumps behind, is far more compelling than merely stating that fact.
4) Summarizing Your Points Into An Easy Sell Proposition
You've landed your first big client, and now it's time to set up meetings or sell them on using your services. Email is often used as one of the best ways to start conversations—especially if you're trying to reach someone who isn't super familiar with your brand yet.
That said, writing emails that don't come off like spam can be challenging at times. Here are some tips to help you write effective introductions without coming across as creepy or annoying.
How do you write a professional introductory email?
Before we dive into template options, let's talk about what makes a good intro email. You want your message to sound genuine but also seem approachable. It should convey why you reached out, explain your qualifications, offer value-oriented benefits, and ask whether they'd consider partnering with you going forward. That means no hard selling! If you have trouble getting started, here are several steps you can follow to create a memorable introduction.
1. Keep it short. Your goal shouldn't just be to get their attention, but to keep it so they'll read more from you. They may not need all the information right away, so avoid asking questions until later down the road. The same goes for making promises. Instead, focus on sharing relevant facts and ideas while giving enough context so people understand where you came from and know more about you before moving ahead.
2. Use language everyone understands. A lot of copywriters will tell you that "formal" and "businesslike" words work better than jargon. While this might be true in general, there's nothing wrong with occasionally slipping in industry-specific terms (that way you won't confuse readers). Just remember to include these words only once per email. Also, use proper grammar and punctuation unless you're working with a ghostwriter. Otherwise, you risk sounding unprofessional.
3. Be mindful of length. Most experts recommend keeping messages under 150 characters and paragraphs shorter than three sentences. Longer emails tend to go straight to junk folder faster. And even though most people respond to short texts quickly, try sending your emails early in the morning hours. This gives plenty of time for responses to filter through inboxes before anyone else opens mailboxes.
4. Proofread thoroughly. There are many free tools online that allow users to check spelling mistakes, incorrect word usage, and sentence structure. Grammarly and Heysi Forms both provide powerful proofreading capabilities. Don't forget to double check for typos after editing since things slip past editors' eyes every day. Lastly, always consult a native English speaker if possible, especially with long documents.
5. Make sure your name stands out. When crafting letters to clients, it's easy to overlook important details such as font choice. However, including branding elements like color schemes and logos can really enhance your overall appearance. For example, Google Docs lets you customize colors based on your company logo and choose between two different fonts depending on personal preference.
6. Get creative with images. Since your recipient has likely never seen anything quite like yours, you can play around with adding unique graphics and photos. These visual components can add flavor to otherwise bland text. Plus, you can save files directly in GDocs by clicking Insert -- Image menu item. From there, select any photo and drag it onto open space to adjust its size and position. Then, simply click File -- Save As… to export the changes.
7. Include links. In addition to pictures, embedding URLs within emails works well too. Just highlight specific areas of interest and hit Ctrl + Cntrl+ V to bring up the Paste option. Next, type in the desired URL and/or hyperlink then press Enter. Afterward, edit the text to fit perfectly on screen.
8. Break up large blocks of text. To prevent lengthy emails from becoming overwhelming, break up larger chunks of text with subheadings and bullet points. Not only does this look cleaner, it helps readers scan content easier. Remember, less is usually more.
9. Spellcheck doesn't cut it anymore. Even the simplest formatting errors can ruin your credibility, so make sure everything looks polished before hitting Send. Tools like Microsoft Word's Track Changes feature allows you to see edits made to individual sections of a document. So, if you notice something needs changing, take advantage of those helpful suggestions.
10. Ask for approval. Before drafting anything, send over draft copies to colleagues for feedback. Some companies require review prior to distribution, so it's smart to seek input beforehand. Alternatively, you could hold office happy hours where employees gather together to discuss business communications. But whatever you decide, make it clear to others involved that sensitive topics aren't appropriate for casual chats.
Now that we've covered the basics, let's explore how to effectively introduce yourself via email.
How do you introduce yourself in a professional email?
When writing emails to potential new customers, you probably already know how to address basic etiquette issues like salutations, signatures, and greetings. However, other aspects such as opening lines and closing statements vary significantly. Below are some common scenarios and corresponding guidelines.
Letters to existing clients: First impressions matter, so try to strike a balance between being friendly and professional. Consider mentioning previous accomplishments without singling out specific projects. Focus on talking about mutual goals and values instead of achievements alone. Additionally, think twice about including testimonials. Unless specifically requested, steer clear of self-promotion and vague references to "the team." Finally, avoid bringing up recent events unless necessary.
Introducing Yourself Emails: Like mentioned earlier, this kind of correspondence typically comes after signing up for freelance gigs. Again, aim to build rapport and establish trustworthiness. Feel free to share a little bit about your background and experience, but stay away from hype-worthy claims. Stick with concrete examples rather than subjective descriptions.
Emails Inviting Follow Up Calls: Similar to above, opt for a softer tone. Try complimenting prospective leads on their skillset, expertise, or portfolio. Mention future collaboration opportunities if applicable. Avoid speaking at length about your own credentials unless asked about them.
Closing Statements: Closing statements serve as reminders of how great your service was throughout the process. Rather than focusing solely on results, emphasize growth. Explain how you helped improve a situation or solve problems. Reiterate what value you added. End by letting recipients know you hope to continue expanding upon positive relationships.
What do you put in the subject line of an email when introducing yourself?
As previously discussed, you should generally stick to simple headlines when writing introductions. However, there are certain occasions where you might want to spice up a boring title with extra flair. One scenario would be when targeting prospects outside of your usual demographic. For instance, if you're reaching out to college students interested in coding, you may want to change up the typical "hello" greeting. Another reason might be if you believe the person receiving your email is highly influential in their field.
Keep in mind that subject headings shouldn't contain overly aggressive wording either. Although you may feel confident about expressing yourself, it's still wise to refrain from peppering individuals with emails daily.
Lastly, it's worth noting that the rule of thumb regarding subject lines applies to emails sent anywhere in the world. Therefore, regardless of location, ensure that you don't misspell names or use improper grammar.
How do you write a formal sales email?
Writing a professional sales email requires careful planning. Unlike standard correspondence, which tends to lean toward informal language, marketing materials must appeal to a wide audience. Sales pitches should speak to potential buyers' emotions and motivations, not just their intellect.
Here are a few key factors to keep in mind when crafting official proposals.
Use bullets. Bullets are efficient substitutes for unnecessary verbiage. By highlighting specific features, you communicate exactly what sets your product apart from competitors'.
Highlight benefits. Customers care about tangible outcomes and improvements. Take the time to elaborate on advantages associated with doing business with you instead of merely stating numbers.
Include callouts. Callout boxes, graphs, charts, infographics, etc., help illustrate complex concepts in straightforward manner. Choose a design style that matches your brand aesthetic.
Be empathetic. Show empathy towards current and former customers by acknowledging their struggles and successes. Doing so shows that you truly respect your clients' opinions.
Avoid buzzwords. Buzzword overload communicates to readers that you lack creativity and originality. Pick your favorite metaphors and analogies instead.
Consider timing. Timed promotions can increase response rates because consumers expect immediate gratification. Sending out proposals months ahead of deadlines also prevents last minute panic.
Stick to point forms of communication. Despite popular trends nowadays, emails and phone calls remain the most reliable methods of delivering written communications. Other mediums such as social media platforms, instant messengers, and SMS messaging apps suffer from low user engagement levels.
If you're ready to move beyond canned scripts and learn how to craft compelling sales emails, register for our next webinar: Writing Copywriting & Marketing Materials & Templates — Step 1: Determine Who Is Your Target Audience. We promise it'll become second nature in no time.
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If you're in the business of selling, chances are that at some point or another, you've had to send out emails introducing yourself and your work to potential clients. While it's true there is no hard-and-fast rule when sending these types of messages, there are definitely best practices for writing them.
In this article we'll go over what makes up an effective intro email for someone who sells online services or products. We'll also offer suggestions on how to structure yours so as not to come off amateurish. Let's get started!
How do you write a direct sales email?
When crafting introductory emails, it’s important to remember two things. First, keep everything simple. Second, don't waste time talking about anything irrelevant. If possible, try to avoid using fancy fonts like Arial Narrow Bold—these can be distracting, especially if they aren't used consistently throughout the entire message. Instead, stick to something simpler but legible like Calibri Regular. Also, use short sentences rather than long ones because people tend to skim through text quickly. It may take longer to read one paragraph compared to several shorter sentences.
Another thing to consider is formatting. Keep paragraphs relatively brief—less than five lines per paragraph is ideal. This way, readers won't have too much information competing for their attention. You should also space images evenly across the page. Don't put all of them together near the top left corner unless it fits naturally within the layout of the template you chose. In general, look for clean templates that will help you stay focused on what needs to be said.
Finally, think about tone. The first few seconds matter a lot. They determine whether readers decide to continue reading further. So it goes without saying that you need to strike just the right balance between being professional and friendly. For example, while having a bit more humor might give your pitch a lighter vibe, it could also end up seeming awkward. As such, it's usually better to play it straight and focus strictly on the subject matter.
Now let's move onto the actual content itself. Here are examples of introductions from successful internet entrepreneurs (including myself) that cover both sides of the spectrum mentioned above. See which ones resonate most with you.
How do you start an email to a buyer?
While opening salutations vary extensively depending on whom you're addressing, there are some basic rules that apply regardless. Generally speaking, you want to address the recipient by name whenever possible. However, you shouldn't always forget to add "Dear Customer" or "Hi John." Doing so shows respect for the person receiving your email and helps build rapport. When doing so, avoid adding extra punctuation marks since they often distract from the overall flow of the sentence.
Next, you should briefly introduce yourself before going into the meatier part of your email. Remember, keeping it concise but still informative is key here. Think of it as a mini elevator speech where only pertinent details relevant to the reader are included. Do not talk about unrelated topics or bring up other questions until later in the conversation. And finally, remember to include proper grammar and spelling. There isn't any reason why you should neglect those elements. After all, customers expect professionalism and consistency even outside of emails.
Here's an example of a generic intro email for anyone interested in learning more about you and/or your work:
Hello [Name], my name is [Your Name] and I'm sorry to bother you today. My goal is to learn more about your business and see if I would be able to contribute to its growth. Since we last met in [Date], I'd love to connect again soon to find out if there's room for me to support your team. Until then, please feel free to reach out anytime and share with me anything else you need assistance with. Thank you very much! Looking forward to hearing back from you soon!
As you can tell, this particular sample contains plenty of personalization and customization options. By including certain aspects of your personality, you show your target audience that you actually care about them. At the same time, it doesn't sound overly cheesy either. Additionally, it offers a clear call-to-action asking users to contact you directly. Lastly, it keeps the total word count low and focuses solely on the essentials. Allowing readers to digest critical info faster allows them to gain deeper insight into your product or service.
How do I write a good sales email?
With every new prospect comes lots of opportunities. But taking advantage of them means knowing exactly how to approach each situation. Whether you're trying to convince someone to buy a specific item or you're looking at ways to expand your network, an effective sales letter is crucial.
The main idea behind creating a good sales email is to highlight your unique value proposition. To achieve this, you should explain to prospective buyers why they should choose your company over others. Then, provide them with concrete evidence of the benefits associated with working with you instead of everyone else.
Don't worry about sounding too preachy though. Your objective is simply to inform people about the advantages of hiring you or purchasing your product or service. Therefore, present facts objectively and avoid coming off as aggressive or condescending.
You can accomplish this by making sure your language is straightforward yet polite. Avoid using words like “you” unless absolutely necessary. You should also strive to maintain a conversational tone. Lastly, it's vital to know when to stop pitching altogether. Before moving ahead, ask yourself if you really believe in your own abilities and expertise. If the answer is yes, go ahead and hit Send. Otherwise, reevaluate if you truly deserve the title of expert or if you're wasting valuable marketing resources.
Below is a guide on how to create a solid sales email that includes tips on how to properly format different sections of your document.
Section 1 - Who Are You & What Is Your Background | 3–4 Paragraphs
This section introduces readers to you and provides background information regarding your education, experience, etc. Use bullets points to list down accomplishments related to the topic. Try to incorporate testimonials wherever possible. Make sure to add hyperlinks to web pages and documents where applicable. Finally, be mindful of any grammatical errors. These small mistakes can easily throw off the whole appearance of your letter.
How Can I Help Them With Their Problem?
This section outlines the problem(s) your customer is facing and how your solution solves it. Be careful not to overwhelm readers with unnecessary jargon and technical terms. Focus on providing real solutions instead of vague promises. Again, use bullet points to emphasize major achievements. Incorporate links to websites and documents where appropriate. Pay close attention to passive voice usage and ensure there are enough active verbs sprinkled throughout your piece.
Why Should They Choose You Over Others?
This section highlights your strengths, capabilities, and qualifications. Explain how you differ from competitors and showcase past projects, endorsements, awards, certifications, etc. Mention success stories that demonstrate similar problems solved successfully. Last but certainly not least, reiterate your core values and mission statement.
Section 4 - Conclusion | 1–2 Paragraphs
Before wrapping up, restate the goals set forth earlier in the letter. Summarize successes achieved thus far and outline future plans. End with a meaningful closing remark. Once done, proofread thoroughly to spot any minor typos. Feel free to edit the final draft yourself provided you didn't alter the original intent of the copy.