Self-introduction email — 14 examples and template

When emailing someone new (or speaking to them), it's essential to introduce who you are, explain why you're emailing, and (if you're asking for something) what you want.

If this all sounds simple, it should do – introducing yourself in an email is easy (as long as you stick to the format and follow our rules).

In this guide to writing intro emails, we provide a step-by-step guide on crafting compelling messages, followed by 14 fantastic samples and a template.

Great introduction emails make the best first impression. As the old cliche says, you only get one chance, so do it properly with MailMaestro😉

What is a self-introduction email?

A self-introduction email is a message you send to introduce yourself to someone in a professional or academic setting. It's your chance to make a good first impression by sharing who you are and why you're reaching out. Whether you're contacting a potential employer or a new colleague, your email should be clear, polite, and to the point.

A well-written self-introduction can help you build important connections.

Why self-introduction emails are important 

In today's digital age, it's more important than ever to make a good first impression online. Think about it: when you meet someone in person, you have a few seconds to make a good impression. You shake their hand, make eye contact, and introduce yourself. In an online introduction email, you have even less time to make a connection.

According to Dr. Mignon Fogarty, founder of Quick and Dirty Tips, crafting concise and professional emails plays a crucial role in workplace interactions. She emphasizes the importance of focusing on clarity and tone to build credibility in written communication.

Introduction emails are your virtual handshake, your opening line in forging meaningful connections. From professional networking to potential collaborations, mastering the art of crafting introduction emails is a valuable skill that can open doors and lay the foundation for lasting relationships.

Introduction emails are important for a number of reasons. They can:

• Make a good first impression. When you first meet someone, you only have a few seconds to make a good impression. An introduction email can help you do that by giving the recipient a sense of who you are and what you're about.‍
• Build relationships. Introduction emails are a great way to start a conversation and build relationships with people you don't know. They can also help you stay connected with people you've met in the past.‍
• Generate leads. If you're in sales, introduction emails can be a great way to generate leads. By reaching out to potential customers and introducing yourself, you can start a conversation that could lead to a sale.‍
• Promote your business. If you're self-employed or own a small business, introduction emails can be a great way to promote your business. By introducing yourself to potential clients and partners, you can raise awareness of your business and its services.
• ‍Get help. If you're looking for help with a project or task, an introduction email can be a great way to reach out to experts in your field. By introducing yourself and explaining your situation, you can increase your chances of getting the help you need.
  

Tips for writing introduction emails:

Be concise and clear

Keep your email concise while clearly stating who you are, your purpose, and how the recipient can benefit from the connection. Diana Booher, author of "Communicate Like a Leader," advises that "writing emails with purpose and precision avoids unnecessary back-and-forths."

Personalize

Mention shared interests, experiences, or mutual connections to make the email more relevant and engaging.

Highlight mutual benefits

Clearly articulate how the recipient might benefit from the connection and what value you can bring to the table.

Self-introduction email format

Imagine you've started a new job, and nobody knows who you are and what you do. An introduction email is an essential ice-breaker and a great way to kick off your time at a new company.

Introduction emails are essential if you're taking on a new account or working with a new contact at a business.

As well as saying hi, introduction emails are a way to clarify any details to avoid confusion or embarrassment. For example, you can share pronouns to ensure everyone understands who you are and how you want to be addressed.

Here are the essentials of the self-introduction email format...

1. Self-introduction email subject line

The subject line for email introducing yourself is critical, as it's the first (and potentially only) thing your recipient will see.

Unless it's compelling, it'll be ignored. (Don't worry if you get no response, here's how to send a reminder email or a follow-up email.)

How do you create a great introduction email subject line? Here are a few examples:

• Introduction from <name>
• Hello from <name> at <organization>
• A quick hello
• Request to chat
• Interested in opportunities

Let's put this into practice and build an example:

Best subject lines for introduction emails

The subject line is key to getting your email noticed, so it should be clear, engaging, and professional. Here are some examples of effective subject lines for introduction emails:

• "Introduction from [Your Name]"
• "Reaching Out to Discuss [Topic]"
• "Connecting on [Shared Interest or Event]"
• "New Team Member Introduction"
• "Meeting Request from [Your Name]"
• "Hello from [Your Name] – Excited to Connect!"
• "Introducing Myself – [Your Name]"
• "Following Up on [Event or Meeting]"
• "Reaching Out Regarding [Project or Position]"
• "Quick Introduction from [Your Name]"
• "Looking Forward to Connecting"

These subject lines are concise, professional, and give the recipient a clear idea of the email’s purpose. Choose one that best fits your situation to boost the chances of your email being opened.

2. Self-introduction email body

Your recipient has clicked the message and opened it. Start by delivering a personalized greeting with the person's name, if possible. Then get to the point and introduce yourself!

If someone has already made an intro between you and someone else, you don't necessarily need to give too many details here (and if you do, remove the CC).

Here are some suitable opening email phrases include:

• Let me introduce myself
• First, let me introduce myself
• Please allow me to introduce myself
• I wanted to introduce myself
• I would like to introduce myself through email

We can build our example message out some more...

3. How to end an email introducing yourself

They know who you are and why you're emailing, so it's time to end. You can add contact details or another call to action (CTA). Always add a sign-off and include your signature.

Before signing off and sending your email introduction, proofread it and ensure you've included everything – including your critical contact details.

Here's the final instalment of our example to show you how it's done...

If you're struggling with formatting emails or writing professional emails, check out our other guides, including how to write professional emails.

Need to write a great introduction email? Try MailMaestro for free!

MailMaestro can help you draft a professional introduction email in a matter of seconds. One of our standout features is the Improve existing email option. You can input your draft and MailMaestro's AI email assistant will refine it, making it more professional, concise, and compelling.

🪄 MailMaestro tip:

Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!

Languages in self-introduction email

The language you use in a self-introduction email should be simple, polite, and professional. It’s important to keep your message clear and easy to understand, especially in professional settings.

Research shows that emails written at a third-grade reading level are 36% more likely to receive a response compared to those with more complex language. This is because simpler language helps busy readers quickly understand your message.

When communicating with people from different cultural backgrounds, it's also important to adjust your tone to fit their communication style. By keeping your language clear and respectful, you're more likely to build a strong connection and get a positive response.

15 email introduction examples

Constructing introduction emails should be easy if you follow the principles above.

When in doubt, you can use these professional self-introduction email examples. Remember that intro emails sent inside your company to colleagues can have some personality.

But, when communicating as a manager or externally with clients or customers, focus on being formal!

1. Self-introduction email to colleagues sample

This self-introduction email to colleagues is short and easy to understand. There's not much personality on show here, but the core of the message is there.

It's ideal to send it to an email list, for example. On the other hand, if you send this to individuals, take the time to personalize it a little (or a lot).

2. Introduce yourself to a new team email sample

The example above is a pretty anonymous email you could send to anyone. When introducing yourself to team members, it's a good idea to outline your skills and experiences.

You'll want to be positive and make a great first impression, as these are the people you'll be working with every day.

How do you do that? Check out this email to introduce yourself to a new team member example.

3. Self-introduction email sample on the first day of work

Ahh, that first day of work feeling where you don't know anyone, what you'll be doing, or even where you're sitting.

This intro email (you can also send it on Slack or another messaging tool you may use) is set-up to connect with colleagues as soon as you arrive. Don’t be a stranger!

4. Sample email to introduce yourself to someone you've never met

We all know that cold emailing can be intimidating. There's the fear of failure and rejection. But in our experience, most people are polite and cheerful (the ones worth working with, anyway!).

This sample demonstrates how to introduce yourself in an email to someone you've never met before.

5. Sample email introducing yourself as a new manager

As a manager, you're in charge of a team and need to lead from the front. You'll want to appear professional and focused but also want to show some personality and appear approachable. You're the boss, so build an email that suits your personality and style – but here are the basic building blocks.

6. How to introduce yourself in an email for a job

You must be careful when sending an email to introduce yourself for a job, as you need to hit the right tone. Be confident but not arrogant.

When planning out how to write an email introducing yourself for a job, think about what the other person is looking for. You can use the job advert for some strong ideas about what they're searching for.

Be formal, use a full name if possible, and always check it for grammar and spelling before sending, and don't forget to attach a resume. 

7. New employee self-introduction email sample

When joining a new company, it's common to send a first-time introduction email to your colleagues or your boss.

Your new employee self-introduction email may go to your department or directorate. Still, in some cases (for senior roles), it may include the entire organization. In this example, the self-introduction email is going out to a large group, so we're keeping it light on details. 

Here's a new employee self-introduction email sample that you can adapt and use on your first day at work. 

8. Self-introduction email to team

A self-introduction to a team is likely to include more specifics and details than a general email. These are the people you'll be working with daily, so it's worthwhile giving them more information. As part of your organizational induction, you'll likely meet with these people, so being as enthusiastic is encouraged.

9. Self-introduction email to client

If you're wondering how to introduce yourself in an email to clients, we're about to show you. When introducing yourself to a client, it's important to follow the established rules, express enthusiasm, and be optimistic for the future.  

We describe how to introduce yourself in an email to existing clients who have a relationship with your business and new ones you begin working with. In this self introduction email to client template, we're contacting someone to request a meeting.

10. Self-introduction email to new clients

A self-introduction email to new clients can establish a solid start to your relationship. When deciding how to introduce yourself in an email to a new client, we suggest being polite and keeping things short, giving them the initiative to continue the conversation.

11. Business email introducing yourself

A self-introduction email to business partners or potential contracts should focus on the detail and encourage them to contact you. In this example of how to introduce yourself in a business email, we provide a short and snappy intro without delving too far into the detail. 

12. Official introduction email sample

The ability to formally introduce yourself over email is necessary when writing to official figures, such as politicians or Government officials. Formally introducing yourself in an email is a more acceptable form of correspondence than a phone call and more immediate than sending a letter.

In this example of how to introduce yourself formally in an email, we provide a standard format and template for you to follow before you make your request.

13. Professional self-introduction email sample

Writing a professional introduction email is an essential skill for anyone who is employed. When deciding how to professionally introduce yourself in an email, we recommend following the rules and conventions of formal writing.

In this example of how to write a professional email to introduce yourself, we give you a pretty standard approach. 

14. Personal introduction email

In this personal introduction email, we strike a friendlier and more casual tone. Of course, it's entirely up to you whether you want to be this informal.

Still, in certain situations, it can be appropriate. For example, if a colleague or a friend has introduced you to someone already, just say thanks and keep it casual.

Here's one example of an informal personal introduction email.

Checklist for introducing yourself in an email:

By now, you should understand how to put together great introduction emails. If you need a reminder of the essentials, here's a checklist for introducing yourself in an email.

1. Use a clear and concise subject line
2. Start with a friendly greeting
3. Introduce yourself and explain the purpose of your email
4. Briefly describe your professional background and skills (optional)
5. Mention any relevant qualifications or certifications (optional)
6. End with a call-to-action or request for further communication (it's optional but definitely worth considering).
7. Proofread and edit your email before sending

Self-introduction email template

The samples above are an essential primer, but you can use the template below as the basis for building your own introduction emails.

Work through the template from top to bottom and fill in the gaps. The customizable template can be cut, pasted, and adapted for almost an purpose.

Pssst. Here's a secret. You can use MailMaestro to supercharge your self-introductions.

MailMaestro is an AI email assistant that turns your instructions into ready-to-send emails and messages. If you're still struggling to find the right words for introducing yourself by email, MailMaestro can help you get started and offer some inspiration.

The next time you need to write a self introduction email just keep our samples in mind or pick up MailMaestro to introduce yourself with confidence.

Let me introduce the conclusion…

It's been a pleasure guiding you through the fundamentals of creating engaging introduction emails.

The important thing is to ensure you stick to the structure and include all the information required. There's no need to be creative.

Just cut straight to the point and say who you are and why you're messaging — it's the ideal introduction.