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How to Introduce Yourself in an Email the Right Way

How to Introduce Yourself in an Email the Right Way
Jenny Keohane

Jenny Keohane

8 min read0 reads
Cold Emailing, Email Tips, Sales Prospecting 


  1. 9 Steps to Introduce Yourself in an Email
  2. Conclusion

It’s almost too easy to ignore a message that comes from a stranger – you don’t owe them anything. That’s why it’s important to provide value in your introduction.

When sending a cold email – you need to introduce yourself in a way that’ll hook your recipient. This means gaining their trust right from the start.

From the subject line and greeting to the close, we’ll look at all of the important elements of an introduction email.

Let’s dive in, here are 9 steps to introduce yourself in an email that’ll grab your recipient’s attention right off the bat.

9 Steps to Introduce Yourself in an Email

1. Encourage an Open With Your Subject Line

Make sure your subject line encourages the recipient to open so that your introduction gets in front of the recipient.

In your subject line, briefly and concisely let the recipient know why you’re reaching out.

Need some inspiration for cold email subject lines? Here are 20 compelling subject lines that are proven to get over 85% open rates.

2. Greet The Recipient Appropriately 

Before we get into your introduction, it’s important that you’re greeting the recipient appropriately.

According to studies, the best email salutation may be the most obvious: “Hi {!First Name}.”

Try using “Hello” and “Hi” rather than “Hey” in professional emails to avoid coming off as non-professional or too casual.

Here are some other ways you can greet your recipient:

  • Hi {!Name},
  • Dear {Name},
  • Greetings,
  • Hi there,
  • Hello, or Hello {!Name},
  • Hi everyone,

Your greeting is your recipient’s first impression of you – so play it safe. Especially in an introduction email. The last thing you want is for the recipient to click away before getting to your introduction.

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3. Make the First Line About Them

The first line is the most important part of your email – whatever you do, make it about them.

“I saw your post about _____”

“I noticed you manage _____”

“Congratulations on _____”

“Great insights on _____”

“I’m inspired by the work you’ve done on _____”

The best way to hook your recipient right away is to acknowledge them and make it known you’ve done your research.

4. Find a Shared Uncommon Commonality

People want to be around others who share their attitudes, values, and preferences.

It’s the Similarity-Attraction Effect.

Interacting with people who share your beliefs or interests validates your own feelings.

How to introduce yourself in an email this way: Look for uncommon commonalities you might share with your prospect:

  1. Search social media for a shared interest, hobby, like, or dislike
  2. Reference the shared interest at the beginning of your conversation

Check your prospect’s LinkedIn, Twitter, Google, and public Facebook profiles for shared backgrounds, hobbies, likes, dislikes, etc.

Do you have something in common that’s not particularly common?

Mention it in your email. Highlighting unusual similarities — especially in initial outreach — could be the leg up you need to get a reply from someone who might otherwise ignore you.

See how you can start a cold email with these 7 reply-worthy cold email templates.

5. Bring up a Mutual Connection

Nine out of 10 people trust recommendations from others they know.

Bringing in a mutual connection can change the way your prospect sees you. You transform from someone reaching out to another person, just like them.

How you can do this: Find a mutual connection on LinkedIn. Go to the “Highlights” section of their profile to see any connections you have in common.

how to introduce yourself in an email

Let your recipient know about the connection and include how you know the person. Chances are, your recipient will let the person know you reached out.

Include positive details about the connection. How we talk about other people reflects how people see us. If you say something nice about someone, people will associate those traits with you.

6. Connect by Asking for Advice

A good way to connect with someone before introducing yourself in an email?

Show that you value their opinion.

Humans love to talk about themselves. We spend about 40 percent of our day doing it.

How to introduce yourself in an email this way: Ask for your recipient’s opinion because it truly matters to you.

According to Keith Ferrazzi’s best-selling novel Never Eat Alone, here are three elements you need to address:

how to introduce yourself in an email

  1. Set the stage: Give your recipient a moment to switch gears and become receptive to your ask.
  2. Give a reason: We crave explanations and need to know why we’re wanted to do something.
  3. Provide an escape clause: When you give someone a way out, you double the chances they’ll say yes.

7. Create a Positive Impression by Congratulating Them

Flattery creates a positive impression on you and your company. Stay on top of their company announcements so you can be the first to congratulate them.

A recent study indicates that insincere and genuine flattery are equally effective. So, even if your recipient knows your ulterior motives, they will still think highly of you.

How to do this: Look at their LinkedIn for personal/professional accomplishments such as recent promotion/title change, work anniversary, a publication of an article, etc.

Subject line: Congrats on {!Recent accomplishment}

Hi {! FirstName},

Congratulations on {!describe recent personal or company accomplishment}. I hope you and your team are taking some time to celebrate the accomplishment.

I’m sure you’re very busy, but I’d love to get your take on how {!My Company Name} could {!solve a specific problem they’re facing or provide a specific benefit they need}.

Do you have 10 minutes sometime over the next couple weeks to chat? More than happy to work around your schedule or to try again at a more convenient time, just let me know.

All the best and congrats again!

8. Consider an Act of Generosity

If you help someone advance their goals, they’ll feel obliged to return the favor.

It’s The Rule of Reciprocity.

In an experiment, waiters provided customers with a piece of candy then let them select a second candy before leaving the bill.

Their tips increased by 21%.

People feel obliged to return an act of generosity (even when they didn’t ask for it in the first place).

How to do this:

  • Find a piece of content that would help your recipient in their role
  • Link to the content in your email, explaining upfront that you thought they might find it useful
  • Offer to introduce them to someone that would ultimately benefit them

Before you ask your recipient for anything, try to provide value first.

9. Include a Professional Closing

You got your email introduction down. Now, it’s important to have a professional closing.

Always close your emails with a CTA/call to action and email signature with your name, job title, and contact information.

Studies also show the power of images in your emails, especially in an introductory email. This helps your email come off as more personable and helps the recipient put a face to the message.


And last but not least, always follow up.


Knowing how to introduce yourself in an email is an important skill. Try executing these tips and monitor the results.

The key is to always put the spotlight on your recipient.

Enter their inbox with confidence, right from the start.


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