How to write an introduction email to a potential employer

Communicating via email is the most common way to reach someone professionally nowadays. People receive dozens, or even hundreds, of emails each day, making it hard to grab someone’s attention when you’re emailing someone you don’t already know.

When you meet someone face to face, your greeting is straightforward. A smile, handshake, and exchanging names are common ways to introduce yourself to a new face. But when you’re meeting someone for the first time over email, it’s a little trickier.

Regardless of the reason for your email, you’ll likely be competing against plenty of other emails for attention, especially as a first-time correspondent. Writing an introductory email might sound simple enough, but it can be awkward and even nerve-wracking to ensure you say the right thing and capture attention in the right way.

Key Takeaways:

• Use a short, descriptive subject line.

• Use a standard greeting like “Dear” or “Hello,” followed by the recipient’s name.

• Introduce yourself with your full name, job title (if relevant), and any other details that the recipient should know about you.

• Early in the email, provide your reason for writing.

How to Introduce Yourself in an Email

1. Subject line. The first thing your contact is going to see in their email inbox is the subject line. It’s common for people to quickly scan their inbox and delete on a whim. This means you should pay extra attention to what you put into your subject line. Craft a subject line that persuades your recipient to want to click into your email and read it.

   A quick tip to remember when creating a subject line is to keep it short. Think about how the subject line is cut off, especially on mobile phones, so try to keep it under 30 characters if possible. Be specific, and don’t use generic lines that might be mistaken as spam. Consider mentioning a mutual acquaintance, what you might have in common, or offer a specific suggestion.

   Examples:

   • Introduction To Angela Crowley

   • Reaching Out Regarding Project Zen

   • Antony Larson Suggested I Reach Out

   • Hello from a fellow blogger!

   • Loved your article in Pharmaceutical Executive

   • Curious about what working at Pfizer is like

   • Are you looking for a Marketing Manager?

   • Long time fan, first-time emailer

2. Use the proper opening. Depending on who you are contacting and the circumstances of your email, your opening might differ. Always begin the email with a greeting that’s specifically tailored to your recipient. In a more formal format, you might use “Dear Mr. or Mrs.” with their last name.

   However, if you’re in a more casual work environment or industry, a more casual greeting, like “Hello” or “Hi” with their first name, works just fine.

   Avoid generic phrases, like “to whom it may concern.” Instead, consider using phrases like, “I’m so inspired by your work, not to mention the bestselling book you released last year.” Or, “Just saw your post on LinkedIn about the best marketing questions to ask in an interview.”

3. Introduce yourself. When you’re emailing someone you don’t know, it’s important to place your introduction at the beginning of your email rather than waiting until the end. This will give them a clear understanding of who you are, where you come from, and establish credibility for yourself.

   Be clear and concise about who you are and include details that you think are relevant to your recipient.

   Examples:

   • My name is Lara and I’m Senior Director, Product Marketing at Apple, Inc.

   • My name is Lara and I’m the coordinator of our Apple TV Event in November.

   • My name is Lara and I’m a fellow Penn State University alumni working in the marketing department at Apple, Inc.

4. Focus on them. After you’ve introduced yourself, use the first paragraph to focus on the person you are emailing. This will ensure you immediately capture their attention, and they’ll be more likely to read on.

   Try mentioning something specific about what you admire about them, their work, or their team. You could consider opening with mutual interests or a mutual connection as well, if possible. People are often more receptive if you mention you’ve been referred by someone they know.

5. Make the ask. In a concise manner, explain why you are emailing the recipient. Be clear about your request but be sure you’re not coming off as too demanding. This should be a brief call to action.

   The more they can see what’s in it for them, the more likely you’ll be successful in getting what you want. If the ask is too big, too needy, or too confusing, you may not even get a response at all.

   Examples:

   • Example Answer 1:

     I’m considering a career shift to Engineering and I would love to grab a coffee or lunch with you so that I can learn more about what this career shift might entail.

   • Example Answer 2:

     I’d love to interview you about the work you’re doing on Project Zen. I think there might be a potential to turn this into a blog post that could reach an audience of over 100,000 pharmaceutical professionals. Are you available later this week?

   • Example Answer 3:

     I’ve just come across the Marketing Director position on LinkedIn. I have twelve years of experience in the technology field and I think I could be a great fit for your company. I’ve attached my resume and portfolio for your consideration.

   • Example Answer 4:

     I’m applying for a job in the medical field, and I was hoping I could ask you for your advice on what applicants can do to stand out.

6. Close appropriately. In your close, make sure you thank the person you’re emailing. Show understanding that they may have a lot on their plate, and you appreciate them taking the time to read and hopefully respond to your email. Use a closing line such as, “Sincerely,” and be sure to include your contact information in your signature.

   Examples:

   • Thanks in advance!

   • Thank you for your time,

   • I appreciate your time,

   • Thanks so much for your consideration. I hope to hear from you soon!

How to Write an Email Introduction

1. Start with an intro. As mentioned above, use the first paragraph to say a little bit about who you are, what you’re requesting, and the final paragraph to close and thank your recipient.

   Example:

   Hi Lenny, My name is Lisa and I’m a blog enthusiast. I’ve been following your blog series on LinkedIn since the beginning of this year, and I wanted to reach out regarding your post on key Marketing interview questions to ask. You have greatly benefited my career from both an interviewer and an interviewee’s perspective. I would love to include you on my podcast series, Marketing Pros in Action, which has over 6,200 listeners monthly. Please let me know if you would be interested in this opportunity! Thank you so much for your time, Lisa.

2. Use an appropriate greeting. There are a variety of ways to greet someone via email. Ensure you have the right take on their expectations and use the proper greeting.

   Examples:

   • Hi there, Richard,

   • Dear Mr. Marshall,

   • Greetings, Richard!

3. Use a legible font. Introduction emails are not the place for trying out new or funky fonts. Use a simple font like Calibri, Arial, or Times New Roman and a font size that’s not too big or small. Typically font sizes 10, 11, or 12 all work for this purpose.

4. Close professionally. Equally as important as your greeting, choose a short, professional closing that sends the email off on a good note.

   Examples:

   • Thank you for your time. I look forward to hearing from you soon.

   • Thanks so much for taking the time to read this email.

   • Thank you so much for your consideration, and I hope to hear from you in the near future!

5. Include a signature. Your signature should include the contact methods you’re comfortable sharing, including your full name, email address, and phone number. If you choose, you can also include your social media linked like a LinkedIn URL.

Example Introduction Email

Subject line: Are you looking for a Marketing Manager?

Dear Mr. Smith,

My name is Lara and I’m a fellow Penn State University alumni working in the marketing department at Apple, Inc. and I am looking for a change. I’ve been following your blog series on LinkedIn since the beginning of this year, and I wanted to let you know how insightful it has been.

I’ve just come across the Marketing Manager position on LinkedIn. I have twelve years of experience in the technology field and I think I could be a great fit for your company. I’ve attached my resume and portfolio for your consideration.

Thanks so much for taking the time to read this email.
Lara Marshall

How to Introduce Two Other People to Each Other

Sometimes you might be the one making an introduction to someone else for a friend or colleague. It works much better when someone receives an email from someone they already know to introduce a new contact. It increases the chances of the email being opened and responded to. You might consider this as the person looking to make a connection, or you might be the one doing the connecting.

In this circumstance, you can use the same advice as stated above, just in a more casual manner since you know the person. Ensure you understand what the person who wants to make the connection is trying to accomplish and consider crafting a plan with them to follow up after you’ve sent the initial email.

Similar to introduction emails from an unknown person, the subject line holds the same importance here. You still want to capture the recipient’s attention, regardless of whether you know them well or not.

Examples:

Introduction: Karen Martin to Brad Erhlich

Introducing Lily Hannings to Brad Erhlich

Connection: Karen Martin to Lilly Hannings

Brad Ehrlich and Lily Hannings Introduction

Tips for Introducing Yourself in an Email

To summarize what we’ve gone over so far and distill it into some quick takeaway tips:

• Write a snappy and descriptive subject line. You’ll never get a chance to introduce yourself if your pre-introduction (the subject line) doesn’t sell the recipient on opening your email.

• Address your email appropriately. Always aim to address your email to a specific person rather than using a generic greeting. People have no qualms ignoring a stranger who doesn’t even know their name.

• Mention references early. If you have a connection to the recipient via a mutual acquaintance, state it loud, clear, and early on in your email. People feel better connecting with others who have already been vouched for in some way.

• Give a clear call to action. You’re introducing yourself for a reason — make sure that reason is 100% obvious and is brought up quickly in the email. Don’t be too demanding, but do be precise about what you want. The easier your “ask” is to accommodate, the more likely the recipient will actually do it.

• Be brief. People have to go through plenty of emails every day. It’s imperative you get to the point, or you’ll likely lose the reader’s interest and fail to get the response you want.

• Proofread. Don’t send your email without proofreading or spellchecking what you’ve written. This is an important step, so don’t overlook it. Typos and grammar mistakes can tarnish your credibility.

• Send a test message. If you so choose, send yourself a test email with what you’ve written. This way, you can read it the way it was intended and make any last-minute tweaks.

Final Thoughts

Making a good first impression is crucial in professional relationships. Make sure that your email introductions set the right tone by declaratively stating who you are and what your background is in the context of the email. Then, get straight to the point of your email in a way that clearly leads the recipient to take some action.

Whether you’re introducing yourself to a potential client or reaching out to a hopeful mentor about landing an informational interview, these tips will ensure that your email introduction is sharp and well-received.

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