How To Draft an Email Introduction To a Client (With Template)

By Indeed Editorial Team

Published 16 August 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Writing an email when you don't know the receiver can be challenging. First impressions are crucial, and a well-written email introduction may set the tone for all subsequent conversations. Leaving a positive first impression may open up new opportunities eventually. In this article, we go over what is an introduction email, what are the components of a good introduction email, how to write an email introduction to clients as well as some examples you can refer to.

What is an introduction email?

An introduction email is essentially a message sent to a professional contact you've never encountered with information about yourself. To elicit a response, an introductory email has to grab and engage the recipient's attention and interest. The email's goal is typically to start a conversation or make a request, like requesting information pertaining to a job, seeking advice or attempting to advertise a product or service. Other situations whereby an introduction email is applicable include:

  • Introducing a new staff to a current customer

  • Reaching out to a prospective customer

  • Introducing yourself to a new customer

  • Advertising a new product offering

  • Following up on a mutual connection's recommendation

  • Checking in following a meeting at an event

In any case, good introduction emails are critical since they set the stage and tone for many professional interactions. Introduction emails also determine whether you may leave a positive and lasting impression on the recipient. Furthermore, being able to properly compose an introduction email to clients might help in establishing a loyal customer base.

Related: 6 Ways To Start Your Email Right

What is the best way to draft an email introduction to clients?

Here are some tips for you to create a great email introduction to clients:

  • Compose a subject line that encourages the client to open your email: Pay great attention to what you put into the subject line to increase the chances of it being opened by the recipient.

  • Personalise your greeting and salutation: Make a personal connection and appeal to your recipient to minimise the chances of your message being ignored.

  • Find and use a mutual contact if applicable: Check and mention any shared acquaintances. Alternatively, you may ask your mutual contact if they'd be comfortable facilitating an introduction.

  • Don't make a demand: Make a polite suggestion or request as opposed to dictating to the client what to do.

  • Keep it brief, clear and concise: Keep the message short at two or three paragraphs and include a clear call to action for the client, while ensuring that the tone is polite and amicable.

  • Proofread: Remember to review your message before sending it for any grammatical, syntax or spelling error. An error-free email indicates your professionalism, dedication and seriousness to the client.

What are the components that make up an introduction email?

To create an engaging introductory email, carefully construct each piece. An introductory email has the following components:

1. Subject line

In many respects, the topic of an introductory email is the most essential part, since it's the first thing that your recipient reads and persuades the recipient to open the email. The subject line of your email is meant to offer the recipient a brief overview of your message. A creative and unique subject line can capture the attention of the recipient and make a positive first impression. Also, be mindful to craft a subject line that's informative and professional.

2. Greeting and salutation

The salutation is the first thing your recipient notices when they open your email, and it says to whom you're writing. This is your email's opening line and acts as your welcome. Before you go into your main message, you may want to include a quick greeting to acknowledge the recipient. Remember to personalise your greeting to the recipient.

The greeting you choose may define the tone and atmosphere of the rest of the email. Before sending your email, do some research about the recipient and the organisation they're in to see what kind of greeting and salutation would be suitable. Because you're developing a relationship in a business context, be mindful to keep the greeting and salutation professional.

3. Body

The body of your introductory email is the core of your communication and has to be concise and brief in order for the recipients to better comprehend what you're communicating. In this section, identify yourself, where you're from and why you're contacting the recipient. You can include information about your organisation and your role within it.

You can consider beginning with a compliment to better attract the recipient's attention. You might say anything particular about their role or achievement that you appreciate or admire. To engage the recipient even more, you can mention any shared interest and experience, such as enrolling in the same college or growing up in the same city. Additionally, you can briefly outline how you came across their contact and how you obtained their email address.

4. Closing

Once you've stated the aim of your email, express gratitude to the recipient for taking the time to open and read your message. This can ensure that your email closes on a positive tone and creates an amicable tone for the recipient. It's also a good idea to emphasise that you're glad you made the contact and that the recipient may contact you if they got any further information. You may also reiterate your request and call to action.

5. Sign off

Similar to your salutation, your sign-off has to retain a degree of professionalism that fits the substance of the email. Before you sign off, remember to extend your gratitude for the recipient's time and consideration. You may employ a closing such as "best regards," "yours truly," or "sincerely." On top of your name, provide other pertinent information such as the name of your organisation, your role title as well as contact information. You may also provide links to your work portfolio if necessary.

Related: Email Sign-Offs for Professional Email

Introduction email template

If you're facilitating an introduction for a new employee to an existing client, you can refer to the template below:

Subject: Introducing new [Job Title]

Dear [Client's name],

I'm writing to update you on certain developments that have lately occurred in our firm. I'm delighted to present you to our [company name]'s new [job title], [employee's name].

[Employee's name] has been a loyal asset at [company] for [period of time] and has worked tremendously hard to advance within our after-sales department by providing the best care for valued clients such as yourself. We're really thrilled about [employee's name]'s transition into the new position and are certain and optimistic that [employee's name] will approach their new duties with the same passion and competence that they've continually proven in the past.

[Employee's name] will take over your account with our firm starting from [date]. If you have any queries, please contact [employee's name] by phone at [phone number] or email at [email address].

Sincerely,

[Your name]
[Job title or role]
[Organisation name]

Introduction email example

Outlined below is an example of an introduction email to your client:

Subject: Your New Asset Manager

Dear Ms. Lee,

My name is Amy Cheng, and I am your new asset manager at Investment Company. I am enthusiastic about the opportunity to collaborate with you and your firm as we seek to enhance the profitability of your asset mix.

If you have any queries or need any clarification, please kindly contact me by email, or you can reach me through my direct line at 8888 9999. I hope to connect with you soon.

Sincerely,

Amy Cheng
Asset Manager
Investment Company
amycheng@email.com
8888 9999

Introduction email FAQs

Outlined below entail some commonly asked questions about introduction emails:

What is the proper way to respond to an introductory email?

When you receive an introduction email, it's critical that you respond to it professionally and in a way that may make a positive and favourable impression. First and foremost, ensure that you answer within one business day. Furthermore, if you utilise a template, spend some extra effort personalising it. Lastly, take some time to express your gratitude to the referrer and let them know how the introduction went.

What is the recommended subject for an introduction email?

By creating a subject line that's both clear and succinct, you can improve the likelihood that your recipient may open your introduction message. The goal is for the receiver to be able to deduce what the letter is about from the subject line. For instance, you may write something like “Introducing the new assistant manager.”

How to write an email introduction?

View every email you compose as an opportunity to establish mutual respect and a relationship with your recipient. If you begin your email with a great opening phrase that's relatable to your recipient, you're more likely to leave a positive first impression. Such an impression may convince your recipient to read your full email and take the advisable call to action.

In your email introduction, be sure to address and spell your recipient's name correctly, maintain a professional tone and avoid the use of slang and personalise your greeting and salutation to suit the target audience. You can consider greetings such as “Dear [Name],” “Good Afternoon,” or “Dear Sir/Mdm.” Whichever greeting you end up choosing, ensure that it's appropriate to whom you're emailing.

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