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Creating Introduction Email Template That Will Get You Responses (And Deals)



First impressions are very important, and this is why you need to pay attention and put some effort into writing a great introductory email whenever you need to meet an individual.


Since we’re living in the messaging era - where people would rather be contacted through email or text messages than receiving a call - which actually speeds things up when it comes to the first contact, it’s quite important to know the tips and tricks to craft good introduction messages.


The reason why we enjoy messages so much is because technology has made everything easier and quicker, so 75% of people believe that calls are time-consuming. Some people are connected throughout the day: email, WhatsApp, LinkedIn, Facebook, or any other social network available.


By the way, the best channels for introductions are definitely email and LinkedIn, so make sure you have the right tools to help you extract, organize and send the emails.


introduction email template

Image Source: FreePik


It’s expected that by the end of this reading you will be able to come up with your own introduction templates. Here is a list of what we’re going to explain in the article:


  • Introduction Email Definition

  • Tips to Write a Good Introductory Email

  • Examples of Subject Lines For Introduction Emails 

  • Top-Notch Templates

What is an introduction email?

The name is self-explanatory: introduction email is a message to introduce yourself, a company or a third party. 


There are a few “email etiquette tips” that can be followed and different types of intro email template that can be sent to an individual or more recipients, but it all depends on the situation if it is business-related or for personal matters.


For sales, in particular, the introduction email sent to prospects is highly important and must be followed by a good follow up strategy. It is also a good idea to segment the mailing list and make it as personal as possible, as you need the prospect to relate to you in order to establish a trustworthy relationship.

You may also use an email list template to help. We made a list of the most common sales introduction emails:

Sales Introduction Email Types

Category

Definition

Cold Email

You have a list of prospects that have no connection with you. It’s cold emailing

Follow Up Introduction

You’ve met in person or through online networking but haven’t officially exchanged contact information.

Mutual Connection

You were introduced to someone by a third party - or just have a mutual connection- and you’re reaching out for the first time.

Follow up face-to-face

You met in person and have exchanged contact information.

New PoC

Business-related to introduce someone as a new account manager or point of contact


Now that you understand what this introductory email is, it’s time to learn how to craft good messages based on email introduction template tips.


email introduction template

Image Source: FreePik

How to write a warm introduction email

First of all: you have to know your audience and define clear goals for your introduction. Make a list of things you would like to say in different introduction situations and keep it handy.


The content will vary from one prospect to another, but typically on a sales introduction email template is appropriate to add:


  • A greeting

  • Your first name

  • The company you work for

  • Any affiliation worth mentioning (mostly when it’s for networking)

  • The reason for the introduction email

  • Services you provide (if applicable)

  • Professional Signature


Based on what was mentioned above and on email etiquette we came up with a list of things to do and things that should not be done on an introduction email.


Do it!

  1. Add a signature chosen from many templates available and provide more than one contact information;


  1. Use an appropriate email address, preferably with your first and last name;


  1. Direct the email to a specific person and not to the whole team or to a general email address. You can gather individual emails by extracting them from Linkedin, for example;


  1. Personalize the sender’s name with yours to avoid looking like an email marketing campaign.



Don’t do it

  1. Send the email without a subject. Most emails that do not have a subject line will probably end up in spam or deleted;


  1. Don’t send mass email without a proper tool, otherwise, you’ll look like spam. Use a tool to help customize the message;


  1. Do not write long emails. Make sure you cover the important topics in a concise manner;


  1. Adding emoticons in the first email you send someone is not good for business, even if the person is nice and you’ve met. Keep it professional.

List of Introduction Email Templates - Sales, Business, Self-Introduction

There are a few different introductory email templates that we are going to explore:


  • Business Introduction

  • Self Introduction: Sales Purposes

  • Self Introduction: New Job 

  • Self Introduction: New Role

  • New Point of Contact


Our goal is to inspire you to create your own based on best practices. Check out the templates:


Business Introduction

The first type we’re going to discuss is the business introduction email template, which is about introducing a service or product. This one might be a little bit longer, as it is necessary to introduce yourself plus the company and its service. 


The company introduction email template is more about selling the company itself and making yourself available for further details. Check out a few examples:


Content

Hello [name],


I’m [your name] and I work at [company]. I’m reaching out to let you know about our newest release [description about the service or product].


As a [your role] I’m always looking into sharing information about [industry] and finding ways to assist your company with [explain how you can solve a pain point].


Do let me know if this is something you would be interested in learning more about it.


Sincerely,


[your name and contact information]

Hello [name],


I’m contacting you from [company] as I’ve been talking to other managers and I believe our [service description] can be of great help to increase your results.


[Company] has been in the market since [year] and we work with over [XXX] clients on a daily basis to [value you can add].


As a [your role] I’ve worked on projects related to [hot topic] and I can share a few data points with you that were collected over the years. Let me know if you’re interested.


Feel free to check our portfolio at [URL].


[signature]

Hi [name],


Hope this email finds you well!


My name is [name] and I’m reaching out from [company name]. I’d love to talk to you about how we’ve been changing the [industry] with our [expertise].


[Company] is one of the [write a milestone or a unique detail about the company].


You can check our website at [URL] for further information or feel free to let me know when you’re available for a chat.


Kind regards,


[signature with contact information]

Dear [name],


This is [your name] from [company] and I’m contacting you to introduce our latest [service/product or a new release].


[Company] has been in the industry for over [XX] years and we already generated value to companies by:


  • [address a pain point]

  • [address a pain point]

  • [address a pain point]


Our website is [URL] in case you would like to learn more about us and best practices.


Feel free to reach out to me for further information.


Kind regards,


[signature]



Self Introduction: Sales Purposes

The self-introduction email template is particularly good for Sales Development Representatives, as they are usually the first touchpoint during the sales process. It’s important to point out that the emails below were created based on the categories mentioned in the “what’s an introduction email” section.


Category

Content

Cold Email

Hi [lead name],


I’m [your name] and I’ve been talking to managers in the [industry] who mentioned a few challenges faced such as:


  • A

  • B


I’d like to chat and learn if you are also facing the same problems. We planned and executed a few strategies that worked very well for other companies and I’d love to share the best practices with you.


Looking forward to your reply!


[signature]

Follow Up Introduction

Hey, [name]!


I’m [your name] and we met at [event] during the [lecture]. 


You mentioned that [add something about your face to face chat to create rapport] and I would love to connect to continue our conversation about it.


I forgot to share my business card with you, so here it goes my contact information:


[email]

[phone number]


Looking forward to talking to you.


Kind regards,


[Your Name]

Mutual Connection

Dear [lead name],


I’m [your name] and a colleague [or friend] of [mutual connection]. S/he gave me your contact information and mentioned that you are looking into [reason why you are reaching out].


As a professional with experience in the field, I believe I can help you by showing a few tools that can help solve your issue.


Would you be available for a quick chat?


We can schedule a call or I can visit you for a coffee.


Feel free to reach out.


[Signature]

Follow up face-to-face

Hey [name],


It was a pleasure talking to you at [event]. Thank you very much for sharing your contact information with me.


I truly believe we can partner up to increase sales as we can help you create better strategies and optimize delivery. 


As I mentioned, I [say something about what you do] and I’d love to schedule a coffee to show you the best practices and use cases. We have an extensive portfolio that you can benefit from.


Let me know when you have availability! Meanwhile, I’ve attached a [explain the document attached] for your appreciation.


Looking forward to collaborating with you.


Cheers,


[signature]



Self Introduction: New Job 

You are a new employee and need to introduce yourself to a team as a colleague. In this case, you can be more casual and show your personality, make yourself available and show them you want to be a cooperative colleague.


Content

Hello there!


As you all might know I’m joining the team as a [role] and I’ll be [explain what you will be doing].


Do let me know if I can ever be of any help. I’m always available from 9 am - 4 pm and I can be reached at [contact information].


Kind regards,


[your name]

Dear team,


My name is [your name] and I joined the team this week to be your [role]. I have worked in the [industry A] and [industry B] and I love teamwork!


I hope to meet you all in person soon.


Perhaps we can schedule a team lunch.


Cheers,


[Your Name]

Sales Team,


My name is [your name] and I’m the newest [role]! I heard you’re all great and I’d love to grab a coffee or lunch with each one of you.


Ping me when you are available and we can chat. 


I already feel that we can make great things together so do let me know how I can help increase our results.


My email is [email] and my skype is [ID].


Feel free to reach out anytime.


[your name]



Self Introduction: New Role

You’re a new manager or team leader and you need to make a good impression, so this is an exception and it can be a bit longer.


Content

Dear Sales Team,


Thank you very much for the warm reception. 


A brief introduction about myself. Although my name is [your name], I prefer to be called [nickname] and please, don’t bother to call me [sir or ma’am]. I’m not that older than you all.


As I mentioned I have over [X] years in the [industry], during which I worked as [role 1] and [role 2]. I prepared myself for years to take on a management position and I’m ready to make our team the best in the market.


I truly believe we can achieve great things if we work together to build good strategies and realistic goals based on data.


I look forward to your collaboration. 


Feel free to contact me at [phone] and [email]. 


See you at the weekly meeting.


[Signature]

Hello there!


As you may already know I’m the new [management role] and I couldn’t be happier to share this moment with you all.


I’ve been working in the [area] for over [X] years and always focusing on improving my market knowledge and people skills so one day I’d have the chance to lead a great team like this one.


I look forward to talking to each one individually, so please schedule one hour on my agenda: [link to it]


If you need to talk to me I’m at [building or room] or through [email address].


Regards,


[signature]

Hello to you all!


It’s such a pleasure to join the [company] world. I heard great things about the team so far and I’d like to briefly introduce myself before we schedule face to face meetings.


My name is [name] and I’m a [something personal about you]. It’s quite important that you know that I love [something you like to eat], so feel free to invite me to eat some anytime.


I have [XX] years in the [industry] and I believe I’ve seen pretty much everything, but who knows, I’m ready for new problems that we can turn into best practices! If you want to learn more about my experience you can add me on Linkedin, here is my profile [URL].


I just sent an invite for a meeting with the whole team, so I’ll see you tomorrow in person. I can’t wait to plan the future with you all!


Regards,


[Signature]


New Point of Contact 

How to introduce someone else as the new account manager or PoC


Content

Dear [client name],


As I mentioned on the phone you have a new account manager who will be your main point of contact here. She is cc'd in this email and is available to chat whenever you want to discuss the next steps.


Her name is [name] and she’s been in the industry for over [XX] years, so you are very well assisted.


In case you have any doubts, do let me know. I’m always available through email or phone.


Cheers,


[signature]

Hey, [name]!


Hope this email finds you well. 


We had some internal changes and from now on [name] will be your point of contact. Everything else stays the same, but now you’ll have a person dedicated to supporting you and your team.


Please let us know when we can have a quick chat to talk about the last few months and discuss future steps.


Regards,


[signature]

Hello [name],


I’m delighted to introduce [person's name] as your new account manager. He has been in the [industry] for many years and is available to help you with any inquiries and challenges you might have.


Please let us know your availability next week so we can jump on a quick call to check the status of our partnership.

Talk to you soon


[signature]



New Point of Contact 

You’re the new PoC and need to introduce yourself to a client.


Content

Hi [client name]


I’m [your name] and from now on I’ll be your point of contact here at [company]. I’ve been working at [company] since [year] and I’m familiar with every step of our core processes, so feel free to reach out in case you have any doubts.


I’d love to schedule a call with you to discuss how I can assist and create an action plan to optimize support.


Feel free to schedule a time on my agenda: [link to it], or let me know when is the best day for you.


Here is my contact information:

[email]

[phone number]

[skype or any other messenger]


Kind regards,


[signature]

Dear [name],


As mentioned by [person who introduced you] I’m your new point of contact at [company] and I’m available to have a meeting anytime.


I’ve been in the company for a while and I can be of great assistance when it comes to creating [what value can you add?].


Feel free to reach out


[signature]

Hello [name],


I hope you are doing well!


My name is [your name] and as you already know I’m your new point of contact at [company]. I’m quite excited to assist you to grow your business by [explain what you do]. 


What do you think about grabbing a coffee next week?


Looking forward to your reply.


[signature]


Self-introduction email subject line examples

This might be the hardest question when it comes to emailing writing: how to write a subject line with only a few words that will convince the recipient to open the email?


The best way to do it is by thinking of the subject line as the handshake: it has to be strong, brief and confident. It’s proven that the subject line has a direct impact on the average email open rate, so take your time to think about them.

business introduction email template

Image Source: FreePix


Aspects of a good introduction subject line:

  1. It’s short

  2. Personalized with the recipient's name

  3. Straight to the point

  4. Clear about the reason you are reaching out

  5. No CTA

Examples


Subject line

Hey, [name]! Reaching out to talk about [hot topic]

[name], we met at [event name]. I’d love to connect.

Fellow marketing analyst who just joined the company

Glad to be taken on this new challenge as your [role]

See the newest [hot topic] provided by [company]

New colleague who is available for lunch =)

New manager, same old [your name]


Conclusion about introduction messages

Communicating is crucial for a business deal or personal networking and it is a good idea to keep an eye for every message you send. Think about ways to improve communication towards getting responses from people.


Just like everything in life, good writing can be achieved with practice and also by using methods that have already been tested and that the market knows of.


Here is a recap of the most important points:


  • Make sure to review the template you create

  • Be straight to the point

  • Use proper grammar and spelling

  • Make it professional

  • Don’t overshare


Remember to follow up on your introduction message, as some people are usually busy and receive a lot of emails on a daily basis.


We hope you enjoy creating a content strategy for introduction emails!

 

Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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