Email is one of the most common forms of communication in the modern world. Knowing how to introduce yourself to others via email can improve your career and network. Writing a concise and clear introductory email will increase the chances of the email being read and the reader engaging with you. Avoid some of the more common mistakes to make sure your email stands out from the rest.
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Method 1 of 3: Starting the Email Strongly
Step 1. Make sure the subject of the email is clear
Recipients need to know the outline of the email before they even open it. Make sure it's brief; because long things can get complicated. For an introductory email, you can write "Introduction - Your Name".
- Make sure you write down the subject first! The mistake that often happens is forgetting to write about the email.
- Mobile devices usually only display about 25-30 characters in the subject, so make sure to keep it short.
Step 2. Open with a business greeting
Don't start with "Hello" or "Hi". Greetings like this only if you already know the person. Start with the right business greetings. Avoid using the recipient's first name.
- "To Miss/Sir/Madam" - If you are at all unsure about the marital status of the female recipient, always use Miss to be more polite.
- "To interested parties" - This greeting should only be used if you are not sure who will receive the message.
Step 3. Introduce yourself
The first sentence should introduce yourself to the recipient. This allows them to associate the name with the rest of the email message.
- "Me …"
- Give title if available. If you have multiple degrees, just select the most important or relevant one.
Method 2 of 3: Keeping Emails Concise
Step 1. Explain how you can get the recipient's email address
Tell recipients how you found their contact information. This helps show that you are following the right way to reach them.
- "Your office manager gave me this email address"
- "I found this email address on your website"
- "So-so and so-and-so said I should call you"
Step 2. Talk about the last time you saw each other (if any)
Awakening someone's memory will create more engagement.
- "We spoke briefly at the conference last week"
- "We talked on the phone yesterday"
- "I saw your presentation on …"
Step 3. Share common interests
This helps you get in touch with your recipients, and makes your business email less stilted. To determine common interests, you can do a little research on the recipient of the email. Also look at Facebook, Twitter, and LinkedIn.
- Make sure you tell where you found this common interest, otherwise you could be seen as a stalker.
- If possible, keep the content of the email related to a business that relates to a common interest, such as something in your field or a shared professional passion you want to share.
Step 4. Give reasons you want to connect
Don't wait too long to get to the core of the email. No one will read an email a few paragraphs further before getting to the point of your email. Explain clearly and concisely what you want and why you are contacting the person. If you are asking for advice or making some other request, make sure the request is well managed, especially if this is your first contact.
- “I am interested in learning more about…”
- "I would like to meet with you to discuss…"
- "I want your opinion on…"
Step 5. Make sure your email is focused on one subject
A crooked email will make the recipient lose interest or forget why you sent the email. Keep your introductory email simple and only ask the recipient one thing.
Method 3 of 3: Ending the Email
Step 1. Thank the recipient for their time
Reading an entire email takes some seriousness, so be sure to thank the recipient for taking the time to read it. This simple courtesy will drastically improve the mood of the recipient and increase your chances of getting a response.
- "I appreciate you taking the time to read this email."
- "Thank you for taking time out of your schedule to read this."
Step 2. Prepare a call to action
Ask the recipient to reply to an email, call, think about your proposal, or anything else to get him involved. Another way to increase bonding is to ask questions.
- "Call me when you have free time"
- "Let's meet for lunch sometime soon"
- "What do you think about…?"
- "I look forward to your response"
Step 3. End the email
When ending a professional email, make sure to say thank you in a concise manner. A simple final greeting will keep the email professional but still express your gratitude.
- "Regards",
- "Thank you",
- "Kind regards",
- Avoid saying "Greetings and regards", "Sincerely", "Toast!", "Greetings of peace", "Thanks for your consideration".
Step 4. Include signature
If you haven't configured your email service to include a signature, be sure to end the email with your name, title, and contact information. Don't overwhelm this section with five phone numbers, two email addresses and three websites. Keep it simple so the recipient knows the best way to reconnect with you. Avoid including quotes in your signature.
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- Joe Smith
- [email protected]
- (555)555-1234
- www.joesmithswebsite.com
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Step 5. Check the spelling of the email
Before clicking the "Send" button, take a moment to read your email a few times and correct any errors you find. This email will likely be your first contact with the recipient, so make sure you leave the best impression. Spelling and grammatical mistakes will instantly make your emails look a lot less professional.
