How to introduce yourself in an email: a simple guide

The way you introduce yourself in cold emails impacts your chances of getting responses and progressing relationships.

Even if you convince someone to open your message, the wrong greeting or ending can put them off.

In this article, you’ll learn how to introduce yourself in an email to resonate with many types of recipients, from potential clients to hiring managers. We’ll also provide editable introduction email templates for various scenarios and cold email tips to set you up for success.

What goes into a great self-introduction email?

Writing an email might sound quick and easy, but it takes a lot of tact to grab attention and get responses from busy professionals.

With the average email user sending and receiving more than 80 emails daily, you need a reliable strategy to get a foot in the door and start building valuable relationships.

The best introductory emails are clear, concise and engaging. Your primary aim is to capture the reader’s attention by providing essential information about who you are and why you’re reaching out.

Your objective will influence the details, but most professional introduction emails contain four key elements.

1. Email subject line

The subject line is a make-or-break element. Since you won’t have any built-up trust with the reader yet, your subject line is all they have to go on when deciding whether to read further.

Also, in psychology, the primacy and recency effect means people are more likely to recall the first and last items in a list of information – so the right words can make your interaction more memorable.

With that in mind, make your subject line direct, informative and relevant so your reader knows (and remembers) the theme of your message and chooses to engage with it. Otherwise, the rest of your copy will go to waste.

While there’s no perfect subject line length, remember most mobile email clients cut off text after around 30 characters. Longer ones won’t show up fully on smaller screens.

Here are some subject line ideas for different scenarios:

2. Greeting

Your greeting sets the tone for the rest of the email. It should be respectful and appropriate to your relationship with the recipient.

For instance, introducing yourself to a potential new investor with a casual “Hey” could make you appear unprofessional.

If you think the contact might prefer a more traditional introduction due to their age or position, a formal greeting like “Dear” could be a safe option.

However, as younger generations continue climbing professional ladders, casual openings are becoming more acceptable, even for people you don’t know. Using them can make you appear more personable.

Also, using the recipient’s name in your opening line makes messages feel more tailored. In a 2024 Litmus study, over 80% of respondents said personalization tactics made their emails perform better.

Here are some friendly greetings that still show respect:

3. Body copy

The body is where you convey your core message beneath the greeting.

Getting this right is both an art and a science. You must deliver your message in a way that grips the reader without wasting time (too long) or leaving key details out (too short).

Keep your body copy concise and to the point. Unnecessary jargon and lengthy explanations will make your message more challenging and less engaging to read.

Instead, assign one or two lines to each critical element:

• Who you are

• The purpose of your email

• What you’d like the recipient to do (i.e., a call to action or CTA)

For instance, you might introduce yourself as a potential business partner, explain your value and ask to schedule a meeting. If you’re welcoming a new team member, describe your role in the company and how you’ll work together while offering to answer questions.

As with your greeting, a little personalization goes a long way in your body copy. Mentioning a mutual contact could help you gain the reader’s trust faster and make you feel less like a stranger.

Here are some more example topics you might cover in your body copy:

4. Ending

The ending of your email should include a courteous and professional sign-off that reminds the reader who you are and leaves them feeling positive about your interaction.

The first choice to make is your sign-off phrase. Like your intro, the word or phrase you put ahead of your name contributes to the tone of the whole message, so choose a level of formality appropriate for your relationship and consistent with the rest of your email copy.

Include your name after the sign-off to remind the reader who they’re interacting with and increase their likelihood of responding.

A job title can also clarify a business email, especially if you haven’t put the full version in your email body. Your email signature may cover both bases.

Here are some of the best email sign-off phrases to consider:

How to introduce yourself in an email: an example

Perfecting each element of your introduction emails will help you create messages that compel readers and inspire responses. You can combine the elements above to convey the appropriate message and flow naturally.

With that in mind, here’s how our examples could combine to become an engaging first email:

Experiment with the other examples from our list to create different types of emails and inspire your writing process.

How to professionally introduce yourself in an email: free templates

It’s tough coming up with compelling copy off the cuff, especially when the pressure’s on to meet a deadline or close a deal.

Using templates speeds up the process, giving you more time to focus on the details while forging a valuable new relationship.

Here are six easily editable introduction email templates to get you started.

Cold emailing a prospect

Use this template when cold emailing a prospect.

Welcoming a new employee to the team

Use this template when welcoming a new employee to the team.

Collaborating with someone for the first time

Use this template when collaborating with someone for the first time.

Forging a new business partnership

Use this template when forging a new business partnership.

Applying for a new role internally (cover letter)

Use this template when applying for a new role internally or as your cover letter.

Applying for a new role externally (cover letter)

Use this template when applying for a new role externally or as your cover letter.

5 tips to make a great impression with your email introduction

If you’re reaching out to someone for the first time, use these tips to maximize your impact and create a valuable follow-up opportunity.

1. Keep it concise

Keep your message brief to increase the chances the recipient will read and understand it. Getting to the point quickly is particularly important if you’re contacting someone who receives a lot of emails, like a recruiter.

When Hunter.io analyzed 34 million cold emails, it found those with between 20 and 39 words were most likely to elicit replies.

With that in mind, state who you are and why you’re reaching out within the first few sentences. Assuming the purpose of the email is to spark further discussions, you can expand on your points later.

2. Proofread for errors

Proofreading your email before sending it can prevent simple mistakes that could otherwise damage your credibility.

Over half of respondents to a Linguix survey said grammatical errors in an email made them less likely to do business with the sender.

Would you do business with someone who sends emails with grammar mistakes if you had a choice?

Online writing tools can help you catch spelling mistakes and improve your writing style so recipients find your copy easy and enjoyable to read.

Grammarly and Hemingway Editor are popular applications that check text for accuracy and readability. Paste your drafts into their web apps or download their browser plug-ins for helpful suggestions.

Grammarly can even tailor its recommendations to your goals. You could use the following settings on a new job application email, for example:

Also, consider using a dedicated generative artificial intelligence (AI) tool like Claude or ChatGPT to speed up writing emails. Read the copy before sending it since these technologies aren’t perfect.

3. Use Pipedrive AI for support

Reaching out is only the first step in any new relationship. A customer relationship management (CRM) system will organize contact data to help you keep track of conversations and tailor future interactions.

However, some CRMs can do more than manage data. For example, Pipedrive incorporates AI to speed up email communications. Its AI email creation feature eliminates writer’s block to help you craft impactful introductions in seconds.

Follow these steps to generate new email copy:

• Specify email content. Describe what the email should be about using keywords and phrases.

• Set the email tone. Choose whether the message should be professional, formal or friendly.
  

• Choose the email length. Select a short, standard or long email depending on your needs.

The result will look something like this:

You can regenerate text from the prompt window to get fresh versions or copy it into your email client for further tweaking. Either way, you’ll save valuable time and energy.

4. Choose your timing carefully

Send your emails when your recipient is most likely to read them. You’ll increase the chances of opens and responses.

The best time to send your email will depend on the recipient’s location and work schedule. However, GetResponse research shows that emails sent in the early morning and evening generally get the best open rates.

The company’s head of content marketing and partnerships, Michal Leszczynski, explained:

The same study found that open and click-through rates are typically steady throughout the week but drop slightly on weekends, so keep this in mind. For example, if you’re writing your introduction email on Friday, consider holding off until Monday to send it.

5. Set follow-up reminders

Even if you write the perfect first email, you might not get a response – but all is not lost. Following up after a few days can re-grab your recipient’s attention and keep your message top-of-mind. It shows your persistence without being pushy.

A Woodpecker study found that sending a single follow-up can increase cold email response rates by as much as 11 percentage points for experienced senders.

A CRM with email integration and automation features will ensure you take advantage of every follow-up opportunity.

For example, Pipedrive users on the Advanced plan and higher can schedule emails for later and even trigger messages at certain stages of the sales pipeline.

Consider including extra contact information in your follow-up email to make it convenient for the reader to get back to you. For example, a phone number may appeal to someone who prefers to talk synchronously.

Final thoughts

Knowing how to introduce yourself in an email to a potential employer or break the ice with a referral lead is a valuable skill.

When you send hundreds of cold emails every month, it’s easy for individual messages to feel insignificant.

However, each introduction you make has the potential to start a fruitful relationship for you, your team or your company.

Use this article’s templates, tips and introduction examples to boost your outreach efforts and cement more high-value connections today.