5 Best Practices For Writing An Email Introduction

No matter what career or industry you’re in, writing emails is something you just can’t avoid. And at some point, you’ll likely need to whip up some email introductions.

Email introductions are used in a variety of contexts, but at their core, these emails are used to reach out to people you have no prior connection to. This could include cold pitching, applying to/inquiring about a job, and networking. These types of emails are important because they serve as a first impression.

As a freelance writer, I’m all too familiar with writing email introductions. In fact, it’s part of my job. I know reaching out to someone you don’t know over email can seem daunting (and maybe even a little weird), but rest assured. It doesn’t need to be scary or awkward.

To help you out, here are five best practices for writing email introductions:

1. Create a concise, attention-grabbing subject line

Here’s the thing about email introductions—the email recipient doesn’t know you yet! And if they’re super busy, there’s no real guarantee they’ll even open your email in the first place. The subject line is the place to really grab their attention. So, even if they don’t know you yet, this part of the email can make them curious and inclined to see what you’re all about.

Whatever the main point of your email is (getting a job, pitching a product or service, etc.), combine this with language that grabs them. And if you have anything in common with the email recipient (mutual connection, same alma mater, etc.), you can drop that here, too.

Here are some subject-line examples:

“Meet the __(product)__ of your dreams”

“__(job position)__, referred to you by __(name)__.”

“5 marketing strategies you might be missing out on”

2. Personalize, but keep things professional

Don’t let your email recipient lose interest after the subject line. You don’t need to say anything super crazy, but just keep the momentum going. Be personable, yet professional. Start your email with an easy introduction. Something like “I hope your week’s off to a great start!” or “I hope you’re doing well during this busy time of year.”

Then, get into the meat and potatoes of your email. This is the place to sprinkle in any other bits and pieces that can be personalized. For example, if you really connect to a company’s mission, tell them why. If there’s a recent project of theirs that you really admire, let them know. Throwing in these personalized touches helps show that your interest and intentions are genuine.

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3. Tell them what you want

Being polite is important, but don’t beat around the bush. If you’re looking to get something out of this email exchange, let them know. Use language that clearly expresses what you’re asking for, so they don’t have to guess. Here are some examples:

“After reviewing your website and brand, I’m interested in writing a blog post for you.”

“I’d love to schedule a call for us to discuss any potential openings and ways I could contribute to your company.”

4. Include a call to action (CTA)

Don’t just sign off the email and leave the ball in their court, be active! Towards the end of your email, include a link for them to schedule a call, a way for them to buy a product you’re selling, or suggest a time to talk more. This makes it easy for them to take any next steps in getting to know you more.

Here’s are some examples:

“If you want to get a better feel for my work, head over to my portfolio!” (“portfolio” should be linked)

“I’m free any afternoon next Tuesday through Thursday if you’d like to chat more!”

5. Proofread!

I can’t overstate the importance of this one. Before you send an email, especially a more important one like an introductory email, proofread! I recommend reading your email back to yourself aloud. This really helps highlight any spots that may need revising. After doing a couple proofreads and making sure your email is just right, hit send. Good luck!

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Meet The Writer!

Hi there! I’m Lea Rose, a freelancer with a love for all things writing. I currently work as a full-time freelance writer within the spaces of travel and lifestyle. My writing focuses on sharing the positive impacts of travel with others, as well as inspiring people to be their best selves through things like journaling and mindful habits. If you’d like to check out my portfolio or work with me, head to my website, Written World, or connect with me on LinkedIn.