How to Introduce Yourself in an Email: Examples

Learning how to introduce yourself in an email is one of the best things you can do for your career. I'll show you everything you need to know about writing a self-introduction email, no matter if you're addressing a hiring manager or new colleagues at a job you're just starting out. Read on to discover the best tips and an introductory email template you can easily customize.

This guide will show you:

• A definition of a self-introduction email.
• How to introduce yourself in an email in 8 easy steps.
• Introduction email samples for different situations.
• A professional introduction email template you can use.

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Take a look at a selection of other helpful guides that may interest you:

• How to Introduce Yourself Professionally & Casually
• How to Write a Cover Letter Email
• Letter of Introduction: How Should You Write It?
• Popular Job Interview Questions & Answers
• Dear Hiring Manager Cover Letter Example & Expert Tips
• How to Start a Cover Letter [+ Cover Letter Introduction Samples]
• How Should You Answer: What Are Your Strengths and Weaknesses?

What Is a Self-Introduction Email?

A self-introduction email is a message sent to introduce oneself to a new or potential contact. The purpose of such an email is to establish a connection, often to discuss the possibility of collaboration or getting hired. A good introductory email should be brief but informative.

Remember: a successful introduction email goes beyond a single sentence or paragraph. It’s the entire message that counts. In a world where by 2026, people will be sending almost 400 billion emails per day, knowing how to make your self-introduction email stand out is crucial.

Read more: When writing a self-introduction email, this guide can be very useful: 100+ Words & Adjectives to Describe Yourself

How to Introduce Yourself in an Email

Knowing how to write an introduction email is valuable in today’s dynamic job market. It allows you to make a good first impression, which is essential, as first impressions are hard to change. Here’s how to introduce yourself in an email to someone you've never met in 8 easy steps:

1. Use an Attention-Grabbing Introduction Email Subject Line

Did you know that personalized subject lines increase the email open rate by 50%? That’s a huge difference, so give your introductory email some love by unleashing your creativity and crafting an enticing subject line for your introduction email.

When writing your introduction email’s subject line, imagine yourself as the addressee: Would you be willing to open a message with this particular subject line? To increase your chances of catching the recruiter’s attention, keep your subject line concise, relevant, and professional. Here are a few strong examples:

A well-written subject line makes your email stand out in a recruiter’s inbox, increasing the likelihood of a response. Keep it clear and engaging while showcasing your intent.

 2. Start With a Personalized Greeting

To whom it may concern. Whoa! Let’s stop here before it gets worse. With an introduction like that, the only person concerned... would be yourself. Instead, aim to send your introductory email to a specific person. 

Adjust the greeting to the industry your potential contact is working in. For example, in more traditional sectors, it’s safer to use a classic form, like “Dear.” But it doesn’t mean that “Dear Sir or Madam” is the best choice. It shows you don’t know who you’re writing to. Make an effort to identify your Dear Sir or Madam by name.

As I’ve mentioned before, research and address your self-introduction email to a specific person. Use their first name but skip their last name, as using both may make your greeting sound rather unnatural.

3. Mention Something Important for Them

This tip is also useful when working on your elevator pitch. You see, to truly catch somebody’s attention, you have to focus on them first, not yourself. So, do some research on your prospect and/or their company to come up with a perfect icebreaker.

For example, you can congratulate them on their recent win or express what you admire about the company. Whatever it is, make sure you’re being authentic and honest. And if you don’t know where to start your research, begin by taking a look at your prospect’s LinkedIn profile or the company website.

4. Say Why You’re Writing

Provide context for your email introduction and explain why you’re contacting them. Relevance is key. An introduction email that doesn’t resonate with the recipient will most likely go straight to the trash folder.

For example, if you’re writing an email introduction to a hiring manager, show them how they will benefit from hiring you. This is the most important part of your entire professional introduction email.

5. Finish With a Call to Action

You should always finish your professional introduction email with a clear call to action. A well-written one increases your chances of getting a response and achieving your goal of reaching out. Which CTA to use? If you’re writing to a recruiter, ask for an interview or a phone call.

6. Add a Professional Sign-off

Close your self-introduction email with a professional sign-off. You can opt for a classic “Sincerely” and your name. But before you finish your introduction email, be sure to thank your addressee for their time. Ending your self-introductory email with gratitude can boost your chances of getting a reply. 

7. Proofread

Typos never make a good first impression. Take a moment to proofread your introduction email to ensure there are no errors. You can also use an online tool like for example, Grammarly.

Also, this may seem obvious, but double-check if your message starts with a subject line and ends with your name. Your “introduce yourself” email cannot be incomplete.

8. Follow Up

If you don’t hear back, don’t hesitate to send a follow-up email after a week or two. Refrain from showing any signs of impatience and maintain a professional and polite tone.

Start by courteously referencing your introduction email, succinctly reiterating your interest in the position or opportunity, and expressing your eagerness to discuss how you can contribute to the organization.

Read more: Not sure how to follow up? Let our guide clear your doubts: How to Follow Up on a Job Application

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Introduction Email Samples

Just think about it: before you even get a chance to introduce yourself in an interview, you need to land one. In this day and age, sending a job application via email is the way to go. Check out the email introduction examples you can take inspiration from.

Sample Self-Introduction Email to a Hiring Manager

Take a look at this example of how to properly introduce yourself in an email to a recruiter.

Sample Introduction Email to New Team

Here’s an example of how to introduce yourself in an email as a new employee:

Pro Tip: You'll usually need to introduce yourself not only to the hiring manager but also in many other contexts, like to your new team, in the company newsletter, or on the website. Remember—understanding the context is key. If you’re having doubts, ask colleagues for examples of their introductions to gauge the expected length, structure, and tone. Plus, writing your introduction as if speaking to someone face-to-face in a professional setting is always a good idea.

Introduction Email Template

Next time you’ll be introducing yourself in an email, you can simply customize the self-introduction email template below:

Read more: If you write a well-crafted introductory email to a hiring manager, it’s very likely that you’ll soon need this guide: How Should You Answer: What Are Your Salary Expectations?

Plus, a great cover letter that matches your resume will give you an advantage over other candidates. You can write it in our cover letter builder here. Here's what it may look like:

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Key Takeaways

Let’s sum up how to introduce yourself in an email:

• Craft a catchy subject line
• Begin with a tailored greeting
• Reference something relevant to the recipient
• Clarify the purpose of your email
• Demonstrate your value
• Conclude with a clear call to action
• Use a formal closure
• Review for errors
• Send a follow-up if necessary

Thanks for reading my article about writing a perfect introduction email. If you have any tips or questions, feel free to reach out in the comments section below! I’ll be happy to chat with you.

About Zety’s Editorial Process

This article has been reviewed by our editorial team to make sure it follows Zety's editorial guidelines. We’re committed to sharing our expertise and giving you trustworthy career advice tailored to your needs. High-quality content is what brings over 40 million readers to our site every year. But we don't stop there. Our team conducts original research to understand the job market better, and we pride ourselves on being quoted by top universities and prime media outlets from around the world.

Sources

• Statista, “Emails sent per day 2027”
• Mailmodo, “10+ Cold Email Statistics and Insights You Should Know”