An introductory email is the name given to any email message that serves to act as an introduction from one party to another. There are different situations and settings that can require you to send such a message.
You may be introducing yourself professionally to a person or company. You may be reaching out to a customer or a buyer, etc.
The situations are endless, and they can come up at any time. You have to know how to write a killer introductory email whenever the need arises.
That is what we’re going to help you with in this post.
Tips for Writing a Spot-On Introductory Email
Make Sure Your Subject Line is Brief and to the Point
It’s not an introductory email if you fail to introduce yourself in the first place. A disturbingly easy way to do that is to flunk the subject line.
The subject line is the title of your email. It’s like the sign on the front door, which either welcomes a person in or repels them. To make your subject line like the former, here is some stuff that you can try doing.
- Make it short. Don’t let it truncate.
- Make it descriptive. Let the other person know what the email is about.
- Set the tone. Use words that indicate the tone of the content that is inside the email itself.
- Make the subject line personalized. If you know who you’re sending the email to, refer to them in the subject line to make it look more engaging and catchier.
Here are some examples of how a subject line should look in an introductory email:
“What do you think about free *merchandise*?”
“We haven’t had a chance to talk. Here’s hello.”
“Interested in collaborating with your company.”
And so on.
Get Straight to the Point in the Email Body
We just mentioned this tip in the section above, but here, we mean it with regard to the actual email body.
Just as it is important to get straight to the point when writing the subject line, so too is it important for the main body.
An introductory email is not the place for you to talk diddle-daddle and make small talk before arriving at the actual introduction. The first email sent from a random contact is always read with a degree of tentativeness. If it starts off with niceties about the weather and whatnot, it can quickly get abandoned and assigned to the trash category.
After the initial greetings, you should instantly describe the purpose of the email i.e., being an introduction. You should acknowledge the fact that the email is a first. Then, you should elaborate on why you’re sending it in the first place.
The benefit of doing this is that the other person gets neither alarmed nor suspicious at the email. In most cases, a rambling email that starts off with the sort of drivel that we’ve mentioned above is discarded, and the sender is placed in the “Spam” list.
Stating a clear purpose and getting straight to it is one of the ways to avoid that.
Keep It Readable And Short
You have to keep your email short and readable.
If your email is long and lengthy, it will look boring to the reader, and they will leave it before reaching the end. This would ruin the purpose, and you won’t be able to get the result you want from the message itself.
On the other hand, if the email is short but is not readable, then the consequences are also the same. It can bore out the reader and make them abandon the email.
- To make your email short and concise, you should just cut out any details or any material that doesn’t contribute to the overall purpose that it (the email) is performing.
- To make the email readable, you should be careful about keeping your sentences short, your paragraphs limited, and your word choices simple and clear.
The “b” point is lot easier said than done. While it is simple enough to stick to brevity by avoiding unnecessary content, it’s not that easy to make the same reader-friendly.
Personally, we recommend taking help from online tools for this. You can just write your email body out the best you can manage it and then you can just put it through a high-quality AI paraphrasing tool. The tool will smoothen it out and send it back in a much more readable form.
Sign Off With a CTA
When you write an introductory email, the purpose is to typically get a response from the other party/person. As someone reaching out to sell or market something, your motive could be to get a lucrative response from the recipient. If you are reaching out for a job, your purpose would be to get a response from the employer, etc.
That is why, when you close off an introductory email, you have to add a CTA. CTA means “call to action,” and in this context, it basically refers to the sentence or phrase that encourages the readers to get back in touch with the sender.
CTAs take different forms and shapes. They can sometimes be present in the form of a button, whereas at other times, they can be a clickable hyperlinked piece of text.
These are the tips that you can follow to write a good introductory email. You have to take care of everything from the subject line right down to the CTA that you have to place at the end of the message.