Emails are the most common form of communication in the business world, and a great way to start a communication about a position that you desire to get.
And a great way to introduce yourself as a candidate for an open position is to write an introduction email.
The problem is, most professionals receive tons of emails on a daily basis, and to capture their interest is a hard task.
We are here to help you, in this article, we are going to explore the following questions:
- Why would you want to send an introduction email?
- How to write an introduction email?
And we are going to leave you off with a template for you to use, as well as an introduction email example to get you started.
The next step after your introduction email would be to send out your application documents, so make sure they are as good as possible. Check out our Resume Builder and Cover letter builder, and create a unique design in no time.
But if you are ready to learn how to write an introduction email, stick around.
Why you'd want to send an Introduction email?
Contacting someone you don’t know via email might seem awkward, or even scary, but it is a great way to start off a communication.
The most common reasons for you to write an introduction email are:
- Asking about more information about a job position
- Asking for advice
- Trying to sell a product or service
No matter your reason, you need to make sure you can catch the recipient’s attention, and engage their interest.
How to write introduction email
Now that you understand why you need an introduction email, it is time to learn how to write one.
You can do so in just a few quick steps.
Find a contact that connects you with the recipient
The first step to your introduction email requires some research on your part.
A great way to capture the recipient’s attention is to mention a mutual contact of yours.
It might be someone who works in the same company as them, or someone who they know through college, or any other way.
A great place to look for mutual connections is within the recipient’s LinkedIn profile.
If you find a mutual contact, try asking them if they would be willing to introduce you, or let you mention them in your introduction email.
Use a good subject line
When it comes to writing your introduction email, the first and most important step you need to take is to give it a clear subject line.
That’s what would make the recipient open your email, or ignore it.
You need to make sure your subject line is professional, informative, and brief.
It needs to show the recipient exactly why you are reaching out to them.
Write a proper greeting
After the recipient have opened your email, you need to start off with a proper greeting.
You might think that you can use the same greeting no matter what, but that is not entirely true.
If you are contacting someone in the industry of finance or law, you should stick to the traditional “Dear Ms./Mrs./Mr.”, but that is not the best approach for every industry.
For example, if you are reaching out to someone in the tech or media business, the much more informal “Hello” followed by their name might be perceived better.
To get this right, make sure you know who you are contacting, and consider the industry they work in.
Get to the reason for reaching out fast
As professionals receive tons of emails on a daily basis, you would want to quickly get to the point, before you lose their interest.
You can start your email with pleasantries, but make sure you keep them short.
Share with them how you have their contact, and move on to the reason for contacting them.
Add a call to action
Once you have explained the reason for contacting the recipient, it is time for the most important part of your introduction email body – a call to action.
That’s the place you need to invite them to act on your email.
Keep your request brief, but specific, such as asking to meet to discuss the details about an open position, or organize a job interview.
Make sure your call to action sounds like a polite request, instead of a demand.
Finishing your email professionally is just as significant as anything else, so don’t rush through it.
That’s where it is essential for you to thank the recipient for their time and acknowledge their busy schedule.
Make sure you include your contact information if they want to contact you, and include any portfolio or online professional profile.
Last but not least, use a professional sign-off for your email, like:
- Best regards
Introduction email samples
Dear Mr/Mrs/Ms [recipient name],
My name is [your first and last name] and I [include a compliment for the recipient and their company]. I am reaching out to you because [write the reasons for reaching out to them]. I hope to [include your call to action].
Thank you for your time!
Sincerely, [your first and last name] [contact information, online professional profile, portfolio]
IT Techinicial Application
Dear Ms Doe,
My name is John Doe, and I greatly admire the work of your software company. The reason I am reaching out to you today is that I saw your email address listed for contacts under the open position for an IT technician posted online. I have attached my resume and cover letter to this email, and I am looking forward to discussing the role further.
Thank you for your consideration and your time!
Sincerely, John Doe email@example.com (555) 555-5555
We are all done, now you know how to write a great introduction email.
Let’s do a quick recap of everything you need to do:
- Find a mutual contact – do your research and find if you have a mutual contact who can introduce you, or if they would let you use their name in your introduction email
- Use a good subject line – that’s what would make the recipient open your email, or ignore it, so make sure it is brief and clear
- Write a proper greeting – pick the best greeting according to the industry the recipient is working in
- Quickly get to the point – don’t write long emails, as the recipient might be busy. Instead, quickly get to the reason you are reaching out to them
- Add a call to action – invite the recipient to take action toward your reason for contacting them
- Close professionally – make sure you thank the recipient for their time, provide your contact information, and use a professional sign-off
Check out our template and example one last time, and write your own introduction email for your next opportunity.
Make one that's truly you.