What is an introduction email?

Introduction emails are emails 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
• Introducing yourself to a new client
• Contacting a prospective client for the first time
• 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

Pay careful attention when writing an introduction email, since it often sets the tone for new professional relationships. Being good at writing an effective introduction email can help you contract more clients for your business.

How to write an introduction email

When writing an effective introduction email, draft each element of the email carefully. Follow these steps to write an introduction email:

1. Subject line

The subject line of an introduction email serves to convince the recipient to open the email. The subject needs to provide the reader with a concise summary of the email’s message. A catchy subject line will grab the recipient’s attention and may leave an excellent first impression.

2. Greeting

Since this is your first engagement with a new connection, you need to keep the interaction professional by using the recipient’s correct title and last name. An example is: ‘Dear Dr Smith’. You also need to keep the following items in mind when you draft your greeting:

• Avoid using the recipient’s first name. It’s important to be formal in your introduction.
• Remain aware of the recipient’s name and title. Avoid using a generic phrase such as ‘to whom it may concern’.
• Always use titles such as ‘Dr’, ‘Ms’ and ‘Mr’.
• If you are uncertain about the marital status of a female recipient, use ‘Ms’.
• A gender neutral option would be ‘Mx’.

3. Body

The opening paragraph of your introduction email’s body needs to inform the recipient who you are, where you are from and give the reason you are reaching out to them. Always include details about your role and your organisation.

4. Closing

After explaining the reason for your email, express gratitude to them for reading your email. 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

Your sign-off needs to be professional and match the rest of the email. You can sign off using ‘Yours sincerely’, ‘Best regards’ or ‘Yours faithfully’. It is also best to include your name, position, email address, phone number and the name of your organisation.

An introduction email template

You could 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 about [employee’s name] entering this new role. 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 get in touch with [employee’s name] at any time with any concerns or questions via email at [email address] or by phone on [phone number].

Best regards,

[Your name]

[Position]

[Company]

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 Johnson,

My name is Bethany Beauchamp, and I have recently been appointed as your new account manager at Champion Solutions. I am excited to work with you and your company to make your brand more visible and profitable.

Feel free to get in touch with me should you have any concerns or questions. You can contact me via email or over the phone on 0470 7450 521 extension 156.

Best regards,

Jennifer Nelson

Account Manager

Champion Solutions

Introduction emails to new clients templates for PDF & Word

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