Business Introduction Email Template

You only get one first impression for your business. Make it count.

Business introduction emails are essential in several scenarios, but getting people to read them can be tricky.

Most of us receive more emails than we can open and read in a day, making spam boxes a popular place for email introductions to land.

But, with the right business introduction email template and a few handy tips, you can avoid that problem.   

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What Is A Business Introduction Email?

A business introduction email is exactly as it sounds. It’s an email that introduces your business, and usually yourself, to a third party. Introduction emails are especially pertinent for salespeople, but a range of people in business use them. You may need to write one when you start a new position or take on a new role in your current company. You may also need to write one when you’re leaving a job in order to introduce your clients or suppliers to a new point of contact. Turning your introduction email into a template allows you to send introductions that much faster. We’ll give examples below, but it’s essential to tweak them to fit your personality, position, and brand.

How Do You Write A Professional Email Introduction

Every professional email introduction will vary based on the situation, but in general, there are a few things you should always include:
  • A friendly greeting
  • Your name and your company’s name
  • Any relevant affiliations you have
  • Let the receiver know why you wanted to make an introduction
  • List the services you provide (if applicable)
  • Signature

Business Introductions

As mentioned, business introductions vary based on your audience and need. Below, we list the common reasons for sending a business introduction and discuss what’s most important to each type.

Self Introduction: Sales Purposes / Cold Email

If you’re writing for sales purposes, you’ll want to emphasize what your company can provide. You’ll also want to make special notes of any common affiliations you have with your prospect. Doing a little research before sending a cold email can be helpful. Maybe you and your prospect went to the same college or were in the same sorority. Having similar affiliations will make your prospect more likely to respond and more likely to use your services in the future.

Self Introduction: New Job

When you take on a new job, it’s important to let others in your industry know. In this case, your introduction email may be to internal employees, suppliers, clients, or even the greater community. The emphasis should be less on what your business can offer and more on who you are. You might include some tidbits about your background or interests, and you may choose to list a few of your qualifications for the position.

Self Introduction: New Role

Sometimes your role in a company changes, which warrants a round of introduction emails. In this case, you might be letting current or former clients know about your new responsibilities. Or, you could be directing your email to internal employees. In either case, the emphasis should be on your new responsibilities, what they include and how they differ from what you did before. You don’t need to include as much about yourself or put too much emphasis on what your company offers unless it’s relevant to your new role.

New Point Of Contact

New point of contact introduction emails are often third-party introductions, meaning the old point of contact introduces a client or supplier to a new contact person. Sometimes, the new point of contact is introducing themselves. In either case, it’s important to reference who the old point of contact was and when the new point of contact will be taking over. Ensure all contact information is listed clearly, including a phone number, email address, and relevant hours.

How To Introduce Your Business (Example)

Now that we know the various reasons and emphases to put on introduction emails let’s look at an example. In this case, we’re a salesperson introducing ourselves to a new prospect. Hi [Prospect], I’m [Your name] with [your company]. We’re a (type of company) that specializes in [insert specialty] to help our client’s (pain point your product/service addresses). I’m wondering if you would be open to a quick conversation to see whether we would be a good fit for (prospect’s company)? We’ve seen a lot of success with companies in your industry, like [insert 2-3 clients similar to prospect]. With our team’s help, they’ve managed to (insert standard client goal). If you’re interested, I’d love for you to take a look at our portfolio (insert URL). I’d also love to set up a time to chat later this week. I could give you a call or stop by your office Wednesday or Thursday morning if that works for you. I look forward to hearing from you! Thank you, [Your Name]

Self-introduction Email Subject Line (Examples)

You can send introduction emails all day long, but they won’t do any good if no one opens them. Given the amount of spam the average email user receives, it’s helpful to stand out with a snazzy subject line. Here’s a few examples of what works:
  1. Mention a mutual acquaintance: “Tim Smith Said To Contact You!”
  2. Mention your company’s name: “Hi, (Recipients Name), This is (Your Name) from Pottery Depot.”
  3. Mention common affiliations: “Hello From a Fellow UW Alum.”
Notice that all of them are personalized somehow, either with the person’s name, a mutual contact, or an affiliation. They are also straight to the point; you’re saying hello and introducing yourself, not asking for a sale in the subject line.

Best Practices For Using Introduction Email Templates

Using an introduction email template is a great way to get started on your introduction emails, but to make them effective, you need to pay attention to a few things:
  • Direct the email to an individual; avoid writing introductions to entire teams or companies at once.
  • Never send an introduction email without a subject; it probably won’t be opened.
  • Keep your paragraphs and sentences short, or risk losing the reader’s attention.
  • Always run your email through a grammar and spell-checker before sending it.
Be yourself and end with gratitude. Recipients are more likely to respond if you end with a “thank you” and sound like a human.

Get more replies with this free business introduction email template

Using the tips and examples above, you can create a business introduction email template that fits your role, personality, and business. Better yet, it will be an email that recipients actually read, making it an effective use of your time and energy.

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