How to Introduce Yourself in an Email

woman using laptop
Copyright JGI/Jamie Grill/Blend Images/Getty Images

When you’re sending an email message to introduce yourself, it’s important to send a professional email message that engages the reader and clearly states why you’re writing. Most people are inundated on email and it’s tricky to get an email message from someone they don’t know opened, let alone read.

Review these tips for getting your email messages opened, read, and responded to, with examples of formal and casual email introductions.

How to Introduce Yourself in an Email

Write a message opening subject line. How many email messages do you trash without ever opening them? Pay attention to what you include in the subject line, so yours has a chance of getting opened. Be specific.

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

Use a formal greeting. If you’re writing with a specific request, use a formal business greeting like Mr. or Ms. First names also work if you have a connection to the person or you’re writing on a more casual basis to provide information rather than seeking 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 mention them. A referral is one of the best ways to get advice or assistance.

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 able to give me feedback on my resume, if time permits?” sounds much better than “Please review my resume and get back to me.” Being polite and asking 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 – 2 or 3 paragraphs at the most. Don’t include more than a few sentences in each paragraph. Leave a space between each paragraph and another space before your closing and signature.

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 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 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. Include your mailing address if you’re asking for a written response or to have something to 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 to 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 easily refer back to it for follow-up communications.

Examples of Email Introductions

Formal Introduction

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

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

Dear Ms. Smith,

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

Email Introducing Someone Else

Dear Jonas,

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.

Suggested Reading: Guidelines for Writing a Professional Email Message | How to Format an Email Message