How to Introduce Yourself in an Email

Christina J Colclough

By Christina Colclough

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After years in the corporate world, I’ve seen my fair share of awkward introductory emails. Whether you’re joining a new team or just wanting to ask for a small favor, putting yourself out there can feel a bit cringe-worthy.

Introduce Yourself in an Email

But don’t worry, we’ve all been there! I’ve been on the receiving end of some real head-scratchers over the years. Keep reading to learn how to write an introduction email to colleagues and nail that first impression.

Why Are Professional Introduction Emails Important?

A self-introduction email is a message you send to someone you’ve never met or spoken with.

The main goal is to give them a glimpse into who you are and what you’re about. It could be a way to kick things off with a new team, connect with potential clients or customers, or reach out for advice or opportunities.

Introduce Yourself

This email is your first impression in the digital world, and let’s face it—you only get one shot. A good one can open doors and get people interested in you. A bad one? Well, it might get overlooked or tossed aside, so you want to get it right from the start.

The key is finding that sweet spot between being too formal and stiff or casual and unprofessional. You want to come across as friendly and approachable while maintaining a level of professionalism.

The Format of Self-Introduction Emails

Subject Line

The subject line is the first thing people see, so you want to make it count. Keep it short and snappy – around 6-8 words is ideal. It should give a clear idea of what the email is about.

Your introduction email’s subject line should be eye-catching and specific so the recipient knows exactly what to expect when they open it. Don’t try to be too clever or cryptic—be straightforward. 

Something vague like “Introduction” could be buried or skipped over. Go for relevant but also enticing keywords.

Some examples:

  • New [Job Title] – Excited to Join the Team!
  • Requesting a 15-Minute Call About Q4 Timelines
  • Excited to Be Your [Job Title] at [Company Name]
  • Looking Forward to Working with You

Email Body

There are certain elements you should include here. However, not all of them are necessary for every situation, and the order in which you present them sometimes doesn’t matter. It all depends on the context.

Greetings and Opening

After that punchy email subject line, you’ll want to start off on the right foot with a friendly greeting. “Hi everyone” or “Hello team” works well to address the group in a casual, approachable way.

From there, get right into introducing yourself and your new role, for example, if you’re addressing a colleague. Something like “I’m excited to join the marketing team as the new Social Media Coordinator.” You can add a one-liner about being eager to meet everyone and get started.

Remember, you want to strike the right tone of professionalism but not overly formal. A little personality goes a long way in making a lasting impression.

Some other good examples:

  • Hi, team; I’m thrilled to be joining you all as the new [Role]!
  • Dear [Client Name], I’m writing to introduce myself as your new point of contact at [Company Name].
  • Hello [Prospect Name], My name is [Your Name], and I’m reaching out from [Your Company].
  • Hi [Colleague Name], Hope you’re doing well! I’m [Your Name] from the [Your Department] team.

More About You

This is where you give a little more context. What’s your role? What team are you on? What kind of projects will you be working on? What are you most excited about? Don’t write your whole life story here; two or three sentences maximum is perfect.

Here are a few examples of how to briefly elaborate on yourself:

  • I’ll be managing the new marketing campaign for [Product Name] and will be working closely with your team on the design elements.
  • I have over five years of experience in project management, specializing in software development, and I’m excited to be joining this team.
  • My role will involve streamlining our customer service process, which I’m sure will lead to us working together on some exciting initiatives.

Purpose of Your Email

Now, spell out why you’re emailing. Are you reaching out to introduce yourself to a new team? Following up on a project? Maybe you just want to connect with colleagues in your field. Whatever it is, state it clearly and directly. Don’t leave people guessing.

Here are some good ways to clearly state your reason for reaching out:

  • We’d love to discuss how our services can help [Company Name] achieve [desired outcome].
  • I’m writing to inquire about [specific information you need] for a project I’m working on.
  • I’m reaching out to express my interest in your research on [topic] and to see if there are any opportunities for undergraduate students to get involved.

Contact Info

Don’t make people go hunting for how to reach you. Include your email address, phone number, or whatever communication channels you use. A simple “Feel free to contact me at…” does the job. If you work remotely or have a quirky schedule, give a heads-up about your typical availability.

Closing

At the end of your self-introduction email, you should wrap things up nicely and thank the reader for their time and attention.

Let them know you’re excited to start and look forward to working together. It’s a small but important step that shows respect and positive energy.

Have a look at these examples:

  • I’m excited to be joining such a talented team and can’t wait to get started.
  • Thanks for taking the time to read this, and I look forward to getting to know you better.
  • I’m eager to collaborate with you on future projects.
  • Thank you for considering my job application. I look forward to hearing from you soon.

9 Tips For Writing An Introduction Email Properly

writing an e-mail

1. Do Background Research

This might seem obvious, but based on my experience, many overlook it. Before you even write the first word, spend some time getting to know your recipient. What’s their role?  What are their interests?

Look at their LinkedIn profile or company website. Even a little research can help you tailor your message and make it more engaging.

2. Keep it Short

Nobody likes a long, rambling email, especially when they don’t even know you. Your self-intro should be clear, concise, and get straight to the point.

Two or three short paragraphs are your sweet spot. Briefly state who you are, why you’re reaching out, and what you hope to achieve.

3. Personalize

People can sniff out a generic email or a copy-pasted intro from a mile away. Take the time to inject some personality into your email.  Adjust your tone depending on who you’re contacting and their company culture.

A casual “Hey!” might work for a startup, but a more formal “Dear…” could be better for a corporate setting.  Remember, the goal is to come across as authentic and genuinely interested in connecting.

4. Refer to a Mutual Connection When Possible

If you happen to know someone who can connect you with the recipient, don’t hesitate to mention that shared link. It instantly creates a sense of trust and familiarity; you’re no longer a stranger reaching out of the blue.

There’s established common ground that can go a long way in grabbing their attention and interest. A simple “I know Robin from college; we were in the same marketing program” can do the trick.

5. Include a Clear Call to Action

Don’t just talk about yourself with credentials and accomplishments. That’s boring and comes across as self-promotion.

Instead, suggest a simple next step like a phone call or coffee meeting to discuss potential opportunities. Keep the task straightforward and easy to act on. You want to move the conversation forward without putting too much pressure on them.

6. Don’t Forget to Thank Them

A compelling self-introduction email is often the first interaction with new colleagues, clients, or someone you’ll be working with. It sets the tone, so be sure to thank them for the opportunity – it shows respect and appreciation right off the bat.

A simple “Thank you for this opportunity” or “I’m grateful to be joining the team” goes a long way. It’s a nice, courteous touch that gets things started on the right foot.

7. Proofread Before Hitting Send

Before sending that intro email, review it thoroughly. Check for typos, inconsistencies, or details you might have missed. Also, make sure you’ve attached any relevant files or documents.

You want to put your best foot forward, and a clean, polished email helps make a solid first impression. Nobody’s perfect, but taking that extra minute prevents any easily avoidable oops moments.

8. Be Ready to Respond

Your email may spark some follow-up questions or replies, so be prepared to respond promptly.

Keeping that dialogue going smoothly demonstrates your engagement and enthusiasm for the new role or relationship right from the jump. It’s an easy way to start building rapport.

9. Don’t Only Follow The Rules Rigidly

The format matters, but it’s more about getting the right message across naturally. Don’t get too hung up on ticking all the boxes if it makes your email sound stiff or overly formal.

The situation matters. Adapt your tone and what you choose to focus on accordingly. With clients, maybe highlight relevant experience. For new teammates, add some personal flair. The core principles are the same but feel free to tweak the specifics.

10 Self-Introduction Email Examples

1. Introduction Email to New Team

Subject: Hello Team, Pleased to Join You

Dear Colleagues,

I’m thrilled to introduce myself as the newest marketing team member. My name is Samantha Wong, and I recently joined [Company Name] as the Senior Content Marketing Manager.

With over 8 years of experience in content strategy and creation, I’ve had the opportunity to work with various industries, from technology to e-commerce. I’m passionate about crafting compelling narratives that resonate with audiences and drive business growth.

I’m excited to collaborate with you all and learn from your expertise. Please feel free to reach out to me anytime, whether for work or just to chat over a cup of coffee.

Looking forward to an amazing journey together!

Best regards,

Samantha Wong

2. Introducing Yourself to a New Project’s Collaborator

Subject: New Collaborator for Project Eclipse

Hello Samantha,

My name is Michael Vega, and I’m a product manager on the enterprise solutions team here at [Company]. I understand we’ll be partners on the upcoming Project Eclipse initiative.

I wanted to introduce myself and share a little about my experience. I’ve been in product roles for over 8 years, the last 3 of which were focused on our B2B software offerings here at [Company].

I’m looking forward to collaborating with you and learning from your domain expertise in this space. Please let me know if you need any other essential details from me as we begin our kick-off meetings. I’m excited to get this project underway!

Talk soon,

Michael

3. Introducing Yourself as a New Volunteer for an Organization

Subject: New Volunteer at [Organization Name]

Hello everyone,

My name is Emily Thompson, and I’m excited to join [Organization Name] as a volunteer. I recently moved to the area and was looking for a way to get involved in the community.

By way of introduction, I have a background in marketing and event planning, having worked for a non-profit organization previously. In my free time, I enjoy hiking, reading, and trying new restaurants around town.

I’m looking forward to contributing my relevant skills wherever needed and learning more about the great work [Organization Name] does. Please feel free to reach out if you have any questions or just want to connect.

Cheers,

Emily

4. New Manager Introduction Email to Team

Subject: New Marketing Leader On Board

Team,

I’m thrilled to be joining our company as the new Senior Marketing Manager.

Here’s a bit about my background: I formerly led marketing teams at GenTech Solutions and OmniProducts Inc., focusing on digital marketing, demand generation, and brand development. You can find me cheering on our local sports teams or volunteering at the community center when I’m not at work.

I’ll reach out to schedule introductory meetings over the next few weeks. In the meantime, please don’t hesitate to stop by my office on the 3rd floor or email me any questions. I’m looking forward to hitting the ground running with all of you!

Excited to be a part of the team.

Best regards,

Michael Rodriguez

5. Introducing Yourself to an Existing Customer

Subject: Your New Financial Manager at ABC Financial Services

Dear Michael Johnson,

I hope this email finds you well. I’m writing to introduce myself as your new dedicated financial manager at ABC Financial Services.

My name is Emma Thompson, and I’ll be responsible for overseeing all aspects of your financial portfolio and ensuring that your investment goals are met. With 12 years of experience in the financial industry, I bring a wealth of knowledge and expertise to this role.

In the coming days, I’ll contact you to schedule an introductory meeting so we can discuss your current financial situation and future plans and how we can work together to achieve your desired outcomes.

Please feel free to contact me anytime if you have any questions or concerns. I’m here to support you every step of the way.

Best regards,

Emma Thompson

Senior Financial Manager

ABC Financial Services

6. Contact a Potential Customer and Pitch Your Company’s Products

Subject: Web design and development services for your business

Dear Ms. Johnson,

My name is Alex Rodriguez, and I’m the founder of Acme Web Design, a full-service web design and development agency. I’m reaching out because I believe our expertise could greatly benefit your company’s online presence.

At Acme, we specialize in creating custom websites that are visually stunning and optimized for search engines and user experience. Our talented designers and developers work closely with each client to understand their unique needs and goals, ensuring that the final product exceeds expectations.

I’d love to discuss your website requirements and how we can help take your online presence to the next level. Could we schedule a brief call or meeting to explore this further?

Thank you for your time, and I look forward to hearing from you.

Best regards,

Alex Rodriguez

Founder, Acme Web Design

7. Inquiry About Job Openings via Referral

Subject: Referred by John Smith for Marketing Role

Dear Ms. Johnson,

I hope this email finds you well. I was recently speaking with John Smith, a colleague from my previous role at Acme Corp, and he suggested that I reach out to you regarding potential openings in your marketing department.

With 6+ years of experience in digital marketing, social media management, and email campaign creation, I am interested in exploring opportunities to bring my skills and passion to your organization. John spoke very highly of the innovative work being done at your company.

I have attached my resume for your review. I would welcome the chance to discuss my qualifications and background in more detail. Thank you in advance for your consideration. 

I look forward to hearing from you.

Best regards,

Michael Lee

8. Requesting Information

Subject: University of Arizona Market Research Study

Dear Mrs. Rodriguez,

My name is Emily Chen, and I am a graduate student in the Marketing program at the University of Arizona. For my thesis, I am conducting market research on consumer preferences for eco-friendly cleaning products in the Phoenix metropolitan area.

Your company, Green Home Solutions, was identified as a leading provider of green cleaning supplies to households. I was hoping you could provide some data to assist my research, such as:

  • Annual sales figures for your top 5 product lines (no specifics needed on revenue, just percentages)
  • Broad demographic profiles of your customer base
  • Key factors driving customers to purchase your green cleaning products

Any information you can provide would be greatly appreciated and utilized respectfully for academic purposes only. I would be happy to share the findings of my study with you once completed.

Thank you for your consideration. I look forward to hearing from you.

Sincerely,

Emily Che

9. Seeking Advice

Subject: Advice on navigating ethical AI development

Dear Dr. Derek Jeter,

My name is Amit Sharma, and I’m a junior AI researcher at [University]. I had the pleasure of attending your keynote speech on “Ethical Considerations in AI” at the AI4Growth conference last month. Your insights on maintaining human accountability while developing advanced AI systems truly resonated with me.

I’m currently working on an AI-powered diagnosis tool for rare medical conditions. While the potential benefits are immense, I’m grappling with ethical concerns around privacy, bias, and transparency. I would be incredibly grateful if you could spare some time to share your perspective on navigating these challenges.

I understand your busy schedule, so even a brief consultation would mean a lot. Please let me know if you’re available for a quick call or if you’d prefer I send over specific questions via email.

Thank you for your consideration. I look forward to hearing from you.

Best regards,

Albert Johnson

10. Seeking Investment for Personal Business

Subject: Investment Opportunity – BrightMinds Learning App

Dear Ms. Roberts,

I hope this email finds you well. We had the pleasure of meeting at the EdTech Summit last month, where I briefly mentioned my education technology startup, BrightMinds Learning.

BrightMinds is an AI-powered mobile app that provides personalized learning experiences for K-12 students. Our adaptive algorithms tailor the content and pace to each student’s strengths, weaknesses, and learning style, ensuring maximum engagement and knowledge retention.

After our successful pilot program in local schools, we are now seeking investments to scale our operations nationwide. Our team has deep expertise in education and technology, and we have secured partnerships with major publishers and school districts.

I would be delighted to discuss BrightMinds in more detail and share our business plan and growth projections. Please let me know if you would be interested in an in-person meeting or a video call at your convenience.

Thank you for your time and consideration.

Best regards,

John Doe

Founder & CEO, BrightMinds Learning

Frequently Asked Questions

What’s the Best Way to Avoid Coming Across as Arrogant or Boastful?

Stay genuine. Don’t oversell yourself or make grandiose claims. Instead, let your achievements speak for themselves through simple, straightforward language.

How Much Detail Should I Provide About My Background and Experience?

Enough to give the reader a good sense of who you are and what you bring to the table, but not so much that you overwhelm them with unnecessary details. Hit the major highlights, but don’t go into the nitty-gritty of every job you’ve ever had. Keep it high-level and easy to digest.

Is It OK to Be a Little Funny or Lighthearted in the Intro, or Should I Keep It Formal?

A touch of humor can be refreshing. Just make sure it’s appropriate and fits the company culture or context.

Are There Any No-No’s I Should Avoid in My Introduction Emails?

Steer clear of negative comments about past employers or colleagues. It’s also wise to avoid overly casual language or slang – keep it professional but friendly. And double-check those typos; they’re silent deal-breakers.

How Often Should I Follow Up After Sending a Self-Introduction Email?

Don’t be that person who bombards inboxes with endless follow-ups. Give it a reasonable amount of time—at least a few days. A polite nudge is fine if you haven’t heard anything by then, but resist the urge to bug people daily.

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Conclusion

Hopefully, these pointers will steer you in the right direction when sending an introduction email. A little thought and casual confidence is all it takes to make those new virtual connections stick the landing. Nail this first step, and you’re golden for hitting the ground running.


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Christina J Colclough

Christina J. Colclough

Dr Christina J. Colclough is an expert on The Future World of Work and the politics of digital technology advocating globally for the importance of the workers’ voice. She has extensive regional and global labour movement experience, is a sought-after keynote speaker, coach, and strategist advising progressive governments and worker organisations.

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