How to Introduce Yourself Professionally in an Email (with Samples)

If you want to be successful in your career, knowing how to introduce yourself via email professionally is an important skill.

When you are making a self-introduction with someone face to face, your greetings can be straightforward.

A genuine smile, a firm handshake, and an exchange of names are the common steps you’ll take to introduce yourself when meeting someone for the first time.

However, proper virtual self-introduction via email might not be as straightforward.

Writing an introductory email can be awkward.

When sending an email to introduce yourself in your first meeting, it’s important to show professionalism, and clarity in the message, and engage the reader.

How to Properly Introduce Yourself in Email

Email is the main form of communication at work, and knowing how to connect with clients and coworkers through email has become even more important as more companies are moving into hybrid work arrangements.

Knowing how to write a professional email at work and the emails you need to send when you started a new job can help you progress in your career.

Here is how you can make a proper introduction of yourself in an email.

1. Craft a catchy subject line for the introduction email

The subject line for your email is critical, and it is probably the first thing your recipient will see, so it has to catch their attention.

When writing your subject line for an introduction email, it should be short, clear, and to the point.

• Short: Keep your subject line to less than 30 characters so that it can be easily readable on a mobile device.
• Clear: Never have your subject line be too vague, such as “Hello” or “Hi” as your subject line as it can be easily confused for a spam email.
• To the point: Subject line should be descriptive and capture the recipient’s attention so that your email will be read.

Self-introduction email subject line with examples

Here are a few different ways you can write a catchy subject line for your introductory email.

Subject line with mention of your mutual connection

When people see familiar names, it captures their attention, and the recipient will be more likely to open the email.

With a familiar name in the subject line, it is less likely to be spam but a genuine email sent by someone whom they have a mutual connection with.

• [Mutual Connection] gave me your email
• [Mutual Connection] asked me to connect with you
• I will be your new contact person replacing [Mutual Connection]

Subject line with mention of your company

Often, when you are communicating with an external party, it is often a good practice to include your company’s name in the subject line.

An email subject line with your company’s name often gets read, as it is less likely to be spam.

• [Your Job Role] of [Company Name] reaching out
• [Company Name], [Your Job Role] will like to connect with you
• I will be your new contact person for [Company Name]

Subject line with mention of any connection with the recipient

Familiarity is an important psychological tool for people to build connections. We often feel more comfortable with things or people with whom we feel more familiar.

If you and your recipient are both alumni of the same school, had worked for the same company in the past, and had the same life identity (parent, ex-colleagues, retiree, home-owner, etc.), mention any of these connections.

• Reaching out to a fellow Alumni of [School]
• Ex-employee of [Company Name] will like to connect with you
• Will like to connect with a fellow [Life Identity]

2. Introduction greetings in email

Giving a warm professional greeting in your email is a great way to create a connection with your recipient. Thus, you want your greeting to be personal.

Always use their name in your email greeting, this will let them know that this email is addressed to them personally, and not a mass email that is sent to hundreds of recipients.

When you are crafting an email to connect with a client, for a job application, or in a business setting, you should always greet your recipient formally.

Email introduction greetings sample

For the most formal introduction, you can start with “Dear”. This is the most acceptable formal greeting when you are applying for a job, a client, or addressing someone with more senior status.

• Dear [Recipient’s Name],
• Dear [Mr./ Mrs. Recipient’s Name],

When you are addressing someone in more casual situations such as connecting with a coworker, you can use greetings such as “Hi or “Hello”.

• Hi [Recipient’s Name],
• Hello [Mr./ Mrs. Recipient’s Name],

If you are unsure what is the name of the recipient, you can simply address them by their company, or department.

• Hi [Company’s Name],
• Hello [Department’s Name],

Never use greetings such as “To whom it may concern” or “Dear Sir” or “Dear Madam”.

A generic greeting is a red flag that indicates spam emails and often makes a bad first impression.

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3. Professional opening line of introduction email

Start your email with an introduction to let your recipient know who you are, and where you come from, and establish credibility that your recipient won’t be wasting their time reading your email.

Be clear, concise, and include the details that will be relevant to your recipient.

Email opening sentence templates for introductory emails

• My name is [Name], and I am a new employee at [Department’ Name] working as a [Job Role].
• My name is [Name], and I am your new contact for [Company Name] on [Project Name].
• My name is [Name], and I am a fellow Alumni of [School Name], working on [Your Work].
• My name is [Name], and I am [Job Role] at [Company Name].

Email opening sentence examples for introductory emails

• “My name is John Smith, I am a new employee in Marketing Department working as a Marketing manager.”
• “My name is Sally, and I am your new contact for ABC Company on ABC Project.”
• “My name is Mary Smith, I am a fellow Alumni of ABC University, working on Software Development.”
• “My name is Simon Smith, and I am an Insurance Agent at ABC Insurance.”

4. Creating the connections via Email

Building a connection virtually using email is not just as straightforward as meeting someone face-to-face for the first time where your appearance and the way you act are the keys to building connections.

Getting connected via email is important for both introverts and extroverts. This is especially important as more businesses are moving to remote working arrangements.

When you send someone an email, try include a mutual connection, it is a great hack to start building a good rapport with someone whom you first met.

If you’ve been referred by someone whom your recipient knows and respects, they will be much more receptive and will have a higher chance of replying to your email.

Examples of how to create connections with someone you first met

• “I recently had dinner with Malissa, who told me about your achievement in creating amazing marketing ideas. I think you will be a great person to talk to if I want to join the industry.”
• “I have been reading your articles since January this year, and I love how you’ve helped fresh graduates like me find my first job and advance in my career.”
• “I am very impressed with your company and how it has helped families in need, and I’ll like to be a part of your company to further the cause.”

5. Get to the point of your email

Let them know what is your motivation for sending them this email. Be clear, and include a clear “call to action” where you indicate exactly what you want your recipient to get or do from reading this email.

If your recipient will be benefiting from taking action after reading your email, let them know.

But keep this paragraph short and concise to less than 100 words.

Getting to know each other

• “I’ll like to buy you coffee and hear more about your achievement, it will be amazing if I can get to know more about the industry. Will next Friday afternoon work for you?”

Invitation for a talk or speaking events

• “It will be an honor if I can get you to speak at our upcoming career conference next month, “Getting career success”, which has over 2,000 participants. Please let me know if you are interested. If you want, we can meet up next week so I can fill you in on the details.”

Applying for a job as a job applicant

• “I just graduated from ABC University and have been applying for the Counselling trainee position that you’ve listed on ABC recruiting. I am passionate, and willing to learn, and I think I will be a great fit for your company. My resume and cover letter are attached, please let me know if you need any other information, to help with your hiring decision.

6. Closing an email professionally

When you send your email, you’ll need to thank the person you are emailing.

Your recipient probably has a lot on their plate. It is only polite to thank them for spending time reading your email.

Email that ends with gratitude receives the highest response rate.

Closing lines such as “thank you” is usually good enough for most professional emails.

Email closing sentence examples

• “Thank you.”
• “Thanks in advance.”
• “Thank you for your time.”
• “Thank you for your consideration and I hope to hear from you soon.”
• “I look forward to hearing from you.”
• “Hear from you soon.”

How To Introduce Yourself via Email With Examples

Good self-introduction helps you make a great first impression on the email recipient. Your introduction should engage your reader and provide a clear message about what your email is about, covering the most important things that others need to know about you.

Here are a few examples of a good introduction email you can use at work and personally.

• Email for job application
• Email to colleagues and team
• Email to clients and customers
• Email to professor

Introduce Yourself to Get a Job

Being proactive during your job search can make finding a job much easier. Knowing how to make a great self-introduction through a professionally written email is the key to finding a job fast.

Briefly summarize your skills and experience and explain why you are interested in the position and why you would be a good fit for the job.

Introducing yourself can help you to stand out from other applicants and make a positive impression on those who are making hiring decisions.

Introduce Yourself to Colleagues

When introducing yourself to colleagues, it is important to be professional and courteous.

The first impression will set the tone for future interactions and will help build a foundation for a positive working relationship. When making your self-introduction through email, it is important to be clear and concise.

Simply let your new colleagues know who you are and what your role is within the organization.

Introduce Yourself to Clients and Customers

If you are in sales, or in a career where you will be interacting with clients and customers it is crucial to make a good first impression.

Even with email, it is possible to make a great first impression which introducing yourself to potential clients.

• Address your clients directly.
• Tell them who you are and why you are connecting with them.
• Write in a professional and friendly tone.

Be short and concise, as you do not want to waste their time. Respect their time by eliminating fluff in your email and show how you can benefit them through this email.

Introduce Yourself to Professors or Educators

When introducing yourself to a professor or any educator, it is important to show respect and appreciation. Use the appropriate title and last name whenever possible.

In your email, address who you are and the reasons why you are connecting with them.

Write clearly and professionally, and avoid using any internet slang in your email.

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