What is a business introductory email?

An introductory email to clients is an email that you send to initiate communication with a professional contact you have not met before. You can use an introduction email in the following types of situations:

• Introducing an existing client to a new employee
• Making a meeting request
• Following up on a referral from a mutual contact
• Following up after meeting a contact at an event
• Introducing a new service or product to an existing client
• Welcoming a new team member as part of the onboarding process

When is a business introductory email useful?

A business introductory email helps establish a working relationship, whether that’s with a client or a new team member. Addressing the recipient’s pain point or specific challenges with a clear value proposition increases the likelihood of a response.

A well-written sales introduction is the first step in building a pipeline by engaging potential customers.

Who can benefit from writing a professional introduction email

Hiring managers and sales managers may benefit significantly from learning how to create an effective professional introduction email. Sales managers frequently reach out to new customers and must use effective subject lines to attract interest.

Similarly, hiring managers can use a business email when introducing a new team member to their department.

Best practices for an impressive introduction email

Best practices may include using a compelling subject line, a short opening line and a clear call to action. This can help to keep your subject lines and email concise.

Consider maintaining a professional tone of voice throughout your message. Also, include clear contact details, making sure your company name is visible, and close with a polite sign-off such as ‘kind regards’ or ‘warm regards’ to respect the recipient’s time and foster a positive first impression.

When writing an effective business introduction email, think about drafting each element carefully. Follow these steps to write a professional email to introduce yourself:

1. Subject line

The subject line of a business introduction email can be the best opportunity to convince the recipient to open the email. For sales managers starting sales conversations, having an eye-catching subject line can increase open rates by engaging the recipient and making the email stand out.

Keeping the subject line short is usually a best practice. Brief and clear subject lines may be more likely to be noticed and opened, especially by a new contact.

2. Greeting

Since this is your first engagement with a new connection, you may have to keep the interaction professional by using the recipient’s correct title and surname. An example could be: ‘Dear Dr Smith’.

However, what counts as a professional manner for an introduction email may be industry-specific, with creative or marketing companies sometimes using a more informal introduction with a new client, particularly if there is an existing relationship.

Also, keep the following in mind when drafting your greeting:

• Remain aware of the recipient’s name and title. Avoid using a generic phrase such as ‘to whom it may concern’
• Use titles such as Dr, Ms and Mr if you work in an industry such as law or finance where traditional formality may be required

3. Body

Start with an engaging, tailored opening line to set a professional tone. Inform the recipient who you are, where you are from, including your company name, and explain why you are reaching out to them.

It can also be polite to first state ‘I hope this email finds you well’ or ‘I hope that you are having a good week.’

Clearly state your value proposition and provide a brief description of how you can help address the recipient’s pain point or specific challenges. Always include details about your role and your organisation.

Demonstrating genuine interest in the recipient’s business and referencing a mutual connection, if applicable, can help establish a strong business relationship.

4. Closing

After explaining the reason for your email, express gratitude to them for reading your email. Consider including a clear call to action, such as inviting the recipient to schedule a meeting, quick call or respond to your email, to guide the next steps.

Acknowledge the recipient’s time and let them know you are genuinely interested in their response, as this can leave a positive impression. This will end the email on a positive note and leave the recipient with a welcoming feeling.

You can also reiterate that you are pleased to have connected before inviting them to contact you if they have concerns or questions.

5. Sign off

You can sign off using ‘sincerely’, ‘best regards’, ‘kind regards’ or ‘warm regards’ as polite and professional closings. Underneath your sign-off, provide contact details such as your name, job title, company name, email address, phone number and the name of your organisation.

This helps to ensure recipients can easily follow up and to establish your credibility.

An introduction email template

You can use the following template when you want to introduce a new employee to an existing client:

Subject: Introducing new [job title]

Dear [Client’s name],

I am emailing you to inform you about recent changes in our company. I am delighted to introduce you to [employee’s name], [company name]‘s new [job title].

[Employee’s name] has been at [company] for [length of time]. They have worked hard to grow within our marketing department by engaging with customers on their concerns.

We are excited to welcome [employee’s name] into this new role. As a team, we are confident that [employee’s name] will be successful in their new responsibilities and that [employee’s name] will show the same enthusiasm and professionalism as they did in the past.

From [date], [employee’s name] will manage your account with our company. You can reach out to [employee’s name] at any time with any concerns or questions by email at [email address] or phone at [phone number].

Best regards,

[Your name]

[Position]

[Company name]

Example of an introduction email

The following is an example of an introduction email you could modify before sending it to a new client:

Subject: Your new account manager

Dear Mr Brown,

My name is Richard Smith and I have recently joined Wavewords as your new account manager. I am excited to work with you and your company to make your brand more visible and profitable. I am committed to contributing to the team’s success and supporting your goals.

If you are interested in discussing potential collaboration or upcoming projects, I would be happy to schedule a video call at your convenience to explore these opportunities further.

Feel free to contact me with any concerns or questions.

Best regards,

Richard Smith

Account Manager

Wavewords

A business self-introduction email can provide a great opportunity to connect with new customers or introduce a new team member. By maintaining a professional approach tailored to your specific industry, you can make the best possible first impression. Following a template such as the one provided can help you create an email that’s both clear and concise.

Introduction emails to new clients templates for PDF & Word

Use these templates to ensure you make a great first impression on your new clients.