How to Introduce Yourself in an Email

Illustration by Alison Czinkota. © The Balance, 2018 

When you’re sending an email message to introduce yourself, it’s important to convey your professionalism, engage the reader, and clearly state why you’re writing. Most people are inundated with email and can be reluctant to open, let alone read, an email from someone they don’t know.

Review these tips for getting your email messages opened, read, and responded to, with examples of the best email subject lines to use to get your message noticed, as well as formal and casual email introductions.

How to Introduce Yourself in an Email

Write a subject line that encourages opening of the message. How many emails do you trash without opening? Pay attention to what you include in the subject line, so yours has a chance of getting opened. Be specific, and let the reader know why you are writing. Keep your subject line short so the recipient can see, at a glance, what the message is about.

Address your message to a person. If you can find a person to write to rather than a generic email address, like hr@companyabc.com, you will be able to connect personally with individuals you want to meet. When you have a connection at the company, it will be much easier to introduce yourself without being ignored.

LinkedIn, company websites, and social media pages are good ways to find people to contact.

Use a formal greeting. If you’re writing with a specific request to someone you don't know, use a formal business greeting like Mr. or Ms. First names also work if you have a connection to the person or if you’re writing on a more casual basis to provide information rather than to seek assistance. Here are examples of email message greetings and here's the scoop on choosing letter salutations and greetings.

Use your connections. When writing an introductory email or LinkedIn message, if you have someone in common then mention them. A referral is one of the best ways to get advice or assistance. Include that mention in the first paragraph so the reader sees it right away.

Don’t make a demand. It’s much better to make a suggestion or ask for advice than it is to dictate to someone. For example, “Would you be willing to give me feedback on my resume, if time permits?” sounds much better than “Please review my resume and get back to me.” Making a polite request will get you further than telling someone what they should do.

Keep it short. Most people skim emails and rarely read beyond the first paragraph or so. Keep your message short – two or three paragraphs at most. Don’t include more than a few sentences in each paragraph.

Do be clear about why you’re writing. Your email message should clearly state who you are, why you are writing, and what you’re requesting from the reader.

Use the first paragraph to introduce yourself, the second for your request, and the third to thank the reader for his or her consideration.

Use the first paragraph to introduce yourself, the second for your request, and the third to thank the reader for his or her consideration.

Use a simple font. Use a simple font (like Calibri, Times New Roman, or Arial) and a font size that is easy to read. An 11 or 12-point font size is readable without having to squint. Here’s how to select a font style and size.

Pick a professional closing. Your closing is almost as important as your introduction. End your email with a short, professional closing. Here’s how to end a letter, with examples of good closings to use.

Include a signature. Make it easy for the person you’re emailing to get back in touch with you. Include a signature with your full name, email address, and phone number. You can also include your LinkedIn URL if you're job searching or sending career-related correspondence. Taking the time to create a customized URL will enhance your signature.

Include your mailing address if you’re asking for a written response or to have something be sent to you. Here’s how to set up your email signature.

Proofread and spell-check. When you’re introducing yourself, it’s important to proofread and spell-check your message prior to sending it. You’ve only got one chance to make a good impression, and a typo can get your email message trashed.

Send a test message. To be sure your message is perfect, send it to yourself first so you can double check how it reads and give it a final look over to be sure it’s what you want to send.

Bcc: Yourself. It’s always a good idea to Bcc: (blind carbon copy) yourself on the message. You’ll have a record of sending it, and you’ll be able to refer back to it easily for follow-up communications.

Examples of Email Introductory Subject Lines

  • Introduction From [YourName]
  • Inquiring About Opportunities 
  • I Found You Through [Alumni Network, LinkedIn, Professional Association, etc.)
  • [Name] Recommended I Contact You
  • [Name] Suggested I Reach Out
  • Referral From [Name]
  • Referred By [Name]

When You Are Introducing Two Other People to Each Other:

  • Introduction: [Name] - [Name]
  • Introducing [Name] to [Name]
  • Connecting: [Name] - [Name]
  • [Name] and [Name] Introduction

Examples of Email Introductions

Formal Introduction Example

Dear Ms. Smith,

My name is Marcus Anderson, and I’m writing to ask for your assistance. I’d very much appreciate your help and advice.

Casual Introduction Example

Hi First Name,

My name is Cynthia, and I work for a tech recruiting firm called ABCD recruiting. Hope you're well! I’d love to tell you more about an event we’re launching.

Introduction With a Referral Example

Dear Ms. Smith,

I am a friend of Alisa Markers who encouraged me to forward my resume to you. Alisa and I worked on several projects together, and she thought that you might be willing to help me with my job search.

Email Introducing Someone Else Example

Dear Jonas,

I hope this finds you well. I’m reaching out today to introduce my colleague Samantha Billings, who recently joined our company and is taking over communications for DBC Company.

Introduction Letter and Email Examples

Review sample introduction emails and letters, and download a free template you can use as a starting point for your own letter.

Article Sources

  1. CampaignMonitor. "Ultimate Email Marketing Benchmarks for 2019: By Industry & Day," Accessed Oct. 30, 2019.

  2. Bureau of Internet Accessiblity. "Best Fonts to Use for Internet Accessibility," Accessed Oct. 30, 2019.

  3. University of Pittsburgh. "Using the Blind Carbon Copy (BCC) Feature in Email," Accessed Oct. 30, 2019.