Writing an introduction in an email can create your first impression for someone and therefore, it is important that a picture of you gets properly conveyed to the reader. Your introduction should engage the reader and should clearly state the purpose for which you are writing the email. If done right, a good introduction can change your game and take you a step closer to your objective. Let’s know more about how to introduce yourself in an email.
The first step towards introducing yourself is writing a proper yet attention grabbing subject line. It should be short, crisp, specific and should properly convey the purpose of the email. Your subject line could mention about the position you are applying for, company you work for, any mutual contact, etc. The second step would be to formally greet. This creates a connection with the reader. The third step is to introduce yourself. In doing so, you should only include details relevant to the reader and be concise and clear about yourself. You can also mention your credentials if it feels essential. The fourth step is to include your referrals or connections. It is a good idea to mention someone who is common between you and the reader. It develops trust and could get you a quick reply. Getting to the point or asking for what you want would be your fifth step. You should be clear and explicit in doing so and should not seem needy. It would be good idea to include something which would benefit the reader. And lastly, it is important to close your email properly. It should include you thanking them and signing off your name.
Steps To Impactfully Introduce Yourself
Step 1: Catchy Subject Line
If the subject line is not proper, it may result in the mail never being opened. It should be short and to the point. An example of the same could be “Application for Internship – June 2022” if the purpose for which you are writing the mail is securing an internship. If the subject line is too general like a normal “Hi”, it may be possible that your mail goes into a spam folder.
Step 2: Greet
Greeting a person is a good idea because it leads into creating a connection with the reader. While doing so, one should try to remain professional i.e., avoiding nicknames. An example of the same could be “Dear Dr. Rajesh”. If you are not using the name, other phrases like “Hi”, “Hello”, “To whom it may concern”, “Dear Sir or Madam”, “Good morning/afternoon/evening” can be used.
Step 3: Introduce Yourself
This is the most important step and therefore, doing this right is crucial. One should be clear what image he/she wants to create in the mind of the reader and should frame it accordingly. The information that does not concern the reader or which is of no use to him should be avoided. An example of a simple introduction can be “I am Rajan Kumar, and I am a B.Tech. graduate working at Infosys.”
Step 4: Referrals or Connections
Including the name of the common or mutual person between both of you can be effective as it would create your credibility and trust in the mind of the reader. Mention the name of the person who has referred you. An example of the same could be “I had a meeting with Mr. Ramesh Chopra and he told me about your work experiences and accomplishments, and I think you would be a good fit at my partnership firm.”
Step 5: Get to the point or Ask
Now its time to let them know the real purpose for which you have written the email. Be clear and explicit. It should not seem needy and it should reflect how you can benefit them as the reader would be more interesting to know this. An example of the same could be “I am applying for the position of Content Writer and I have previous experience as a content writer in my university’s’ blog writing committee. I have the requisite skills and interest and I think I would be a great fit for your company.”
Step 6: Close
The emails that end with gratitude receive more responses than those which don’t. Therefore, it is important that your mail is properly closed with thanking the reader and signing off with your name. A closing can include phrases like “Yours faithfully”, “Best regards”, “Thank you for your time”, etc.
What should be the font while introducing yourself in an email?
A simple font like Times New Roman, Arial, etc. should be used. Nothing extra or a font not easy to read should not be used. The preferred size of font is 12 as it is easily readable.
When to be formal and informal while introducing yourself in an email?
It is advised to be professional while introducing yourself in an email even though your connection with the reader will soon become informal. As when the reader doesn’t know you, it creates a good impression of you in his mind.
A good introduction in an email can get you close to what you want from the reader. It is the starting point towards developing a connection with the reader. The purpose for which you are writing the email should be properly conveyed and the reader should have a clear picture of you after reading your email. It should not be long, it should rather be short and crisp, which keeps the interest of the reader intact. At the end, make sure that your introduction is error free.
Frequently Asked Questions
- When should emails be scheduled?
Generally, scheduling an email on weekends out of business hours is not encouraged as the reader would not be able to reply to it or even read it at that time.
- How to ensure a good introduction in the email?
It is always advised to proofread your email before sending it. Check for the spelling mistakes and use tools to avoid errors.