How to Introduce Yourself in an Email
Introducing yourself professionally in person and making an impact on the first impression is pretty straightforward— shake hands, smile, maintain eye contact, and state your name. You can control your body language so you can stay poised and professional. But what if you need to introduce yourself in an email? How can you show your personality through words and make a good impression when they can’t see you?
Learning how to introduce yourself in an email is important, especially these days since most of us communicate digitally. In fact, there are an estimated 3.8 billion email accounts worldwide in 2019.
With billions of people owning email accounts, many email receivers are reluctant to open an email from someone they don’t know. Even recruiters don’t read all of the emails they are receiving each day. They only read those that grab their attention.
And how do you gain the trust of your email receiver to open your email and read it? You need to introduce yourself to make that person comfortable and make a good impression.
A self-introduction in an email is the first part of your message that you send to someone you have never met. When you introduce yourself in an email, you must always remember to convey professionalism and state the purpose why you are writing.
How to introduce yourself in an email and make a good impression
1. Write a catchy email subject line
The email subject line is the first thing your email recipient will see when they receive your email. It also determines whether the recipient will open and read your email or not. Therefore, you must pay attention to what you will include in your subject line, considering that you need to keep it short and clear so that the recipient can understand what your email is all about immediately.
In crafting a subject line, you just need to remember that it should communicate specifically about your email topic. You can also mention a mutual contact, your organization or business, or place the most important word at the beginning of your subject line.
2. Address your email to the other person
Start your email by using their name rather than using generic phrases like “To Whom It May Concern” or “Dear Sir or Madam.” Your goal is to make a connection with the email recipient. Using or mentioning their name makes them feel acknowledged and grab their attention.
In a verbal conversation, when we hear our name, we tend to turn toward the speaker—it is instinctual. What happens next is we stop, take action, or listen. When you mention the name of the person you are talking to in a conversation, you are making them turn toward you every time their name is mentioned. It also makes them feel their importance to you, and by the end of the conversation, they feel that they are connected with you.
Hearing your name in a verbal communication has the same effect and results in reading your name through text or written communication.
3. Use formal salutations
Salutation is an important part of your email. Using the right salutations depends on whether you know the person or what level of relationship you have with them. The typical and safest salutation you can use is “Dear” followed by their name. You can also follow “Dear” with Mr. or Ms. if you know you are writing for a male or female. You should also include prefixes like Atty (Attorney), Gov (Governor), Prof (Professor), or Dr (Doctor) before the name of the person has a title.
“Hi” and “Hello” are informal salutations or casual, but you can use these when reaching out from a connection.
4. Introduce yourself
After the recipient opens your email because of your catchy subject line and grabs their attention because you mentioned their name in your personalized greeting, draw them further by properly introducing yourself.
Start by stating your name, and don’t be afraid to show your personality in your email. The email recipient would also love to hear your voice when reading your introduction. Describe who you are in one to two sentences. When necessary, or depending on your email’s purpose, you can mention your credentials as well.
If you want to capture your email receiver’s interest, you can complement them by mentioning what you admire about their work or organization. You can also begin by sharing your mutual interest to engage your receiver in the conversation.
Once you grab their attention, go straight to the point and explain why you are reaching out and what you are requesting to the reader—not making a demand from them. Make your request brief, specific, and, most importantly, polite.
5. Use a professional closing
End your email with a short, professional closing. Show your gratitude for giving you time to read your email. Thank them for their time reading your email before signing off with your name. You can use “Thanks in advance” or “Thank you for your time.”
6. Proofread and spell-check your email
Don’t hit that send button hastily. Proofread and spell-check your email first. If you want to convey professionalism, your email should be pristine as possible. Your email says a lot about you, and the person reading your email might don’t take you seriously when they see grammar and spelling mistakes. Proofreading your email demonstrates that you are a detail-oriented person.
Also, since the reader can’t hear your voice’s tone and see your facial expression, you must be careful in choosing the words in communicating your message.
If you want to know more about the proper email etiquette and the dos and don’ts of writing professional emails, you can read our previously published article by clicking this link.
These online courses from Skill Success can definitely help you improve in your email writing:
You will learn exceptional email etiquette, including a focus on professionalism in the workplace, behavior, email structure, formatting, and more.