To introduce yourself in an email, say who you are in one line, say why you are writing to this person in particular, ask for one small thing, and stop. Five or six sentences is enough. Put the reason in the subject line so they know what the email is before they open it.
The reader has two questions: who is this, and what do they want from me? Answer both in the first three lines.
The five parts
- The subject line. What the email is about, in plain words. "Your new contact at Brightside Payroll" or "Introduction from Mei Tan, via Oliver Grant".
- Who you are. Your name and role, plus the one detail that matters to this reader. Not your career history.
- Why them. How you came to write: you are taking over their account, a colleague suggested them, you read their article, you join their team on Monday.
- The ask. One thing, small and easy to answer: a fifteen-minute call, a yes or no, the name of the right person. If there is nothing to ask, say what happens next.
- The close. Thanks, your name, and how to reach you.
If it takes longer to read than it would take to say at their desk, it is too long.
Examples
The people are invented.
To your new team
Subject: Hello from your new project coordinator
Hi everyone,
I'm Callum Pryce, and I join the team on Monday as project coordinator. I've spent the last four years doing the same job at a housing association, mostly on kitchen and bathroom refits.
In my first couple of weeks I'd like to sit down with each of you for twenty minutes to learn what you're working on and what gets in your way. I'll send invitations once I'm in.
Outside work I'm usually on a bike or failing to grow tomatoes.
Looking forward to meeting you,
Callum
To a client you are taking over
Subject: Your new contact at Brightside Payroll
Dear Mrs Lindgren,
I'm Esther Nwosu. From 1 November I'll be looking after your account in place of Gareth, who is moving to our Leeds office. He has taken me through your file, including the change to weekly pay runs you asked for in the summer.
Nothing changes on your side. Payroll will run on the same days, and you can reach me on this address or on 01632 960 221.
Could we have a short call next week so I can introduce myself properly? Tuesday or Thursday morning would suit me.
Kind regards,
Esther Nwosu
To someone you do not know
Subject: A question about moving from nursing into health research
Dear Dr Feldman,
I'm a ward nurse in Bristol, six years qualified, and I'm thinking about moving into clinical research. I read your article about making that move yourself, and the part about the first year matched my worries exactly.
Would you be willing to answer two questions by email, or spare fifteen minutes on a call? I'd like to know what you wish you had learned before you started.
I know you're busy, and I'll understand if you can't.
Thank you,
Hyun-woo Park
Through a mutual contact
Subject: Introduction from Mei Tan, via Oliver Grant
Hi Francesca,
Oliver Grant suggested I write to you. I worked with him at Dunmore Foods, and he mentioned you're setting up a night shift at the Coventry site.
I ran night shifts at Dunmore for three years, and I'm looking for a production supervisor role in the Midlands. If you're hiring, I'd be glad to send my CV or talk it through on a call.
Either way, thanks for reading.
Mei Tan
07700 900 382
Introducing two people to each other
Ask both people first. An introduction nobody agreed to puts one of them on the spot. Then write one email to both, say in a line each who they are and why they should talk, and step back.
Subject: Introducing Tunde Bakare and Sylvie Roche
Hi both,
Tunde, Sylvie runs the volunteer programme at the food bank and has just been through the grant application you're about to start.
Sylvie, Tunde coordinates the youth football league I mentioned. He has about forty volunteers and no system yet.
I think an hour together would save Tunde a month. I'll leave you to find a time.
Irene
Subject lines
| Situation | Subject line |
|---|---|
| New to a team | Hello from your new project coordinator |
| Taking over an account | Your new contact at Brightside Payroll |
| Someone suggested you write | Introduction from Mei Tan, via Oliver Grant |
| Asking a stranger for advice | A question about moving into health research |
| Introducing two people | Introducing Tunde Bakare and Sylvie Roche |
Avoid "Hello", "Quick question" and "Introduction" on their own. They say nothing, and they look like mail sent in bulk.
What to leave out
- Your life story. One relevant detail. They can ask for the rest.
- "I hope this email finds you well." Start with who you are. How to start an email has openings that do some work.
- More than one ask. A call, a CV review and an introduction to their boss is three emails.
- "Pick your brain." Say what you want to know. A clear question is easier to say yes to.
- Flattery that fits anyone. "I admire your work" is nothing. "Your talk on night-shift handovers changed how we run ours" is something.
- An apology for writing. "Sorry to bother you" puts you on the back foot from the first line. "I know you're busy", once, near the end, is enough.
- Attachments nobody asked for. Offer the CV or the slides. Send them when they say yes.
If the email is there to sell something to someone who has never heard of you, that is a cold email, and it has its own rules: see how to write a cold email.
If you hear nothing
Wait about a week, then send one short follow-up that repeats the ask in a sentence. After that, leave it. How to write a follow-up email has the wording.
Writing it with Hemmingway
The introduction email generator is a short form. Tell it who you are writing to, who you are, why you are getting in touch and what you want, and Hemmingway writes the email from that. It can also write the email that introduces two people to each other. It uses only what you tell it, so it will not invent a mutual contact or a compliment.
You get one version. Read it, check the names and any dates, change whatever does not sound like you, and send it from your own inbox. There is a free trial with no card needed.
Try HemmingwayDownload the app
Common questions
How do you introduce yourself in an email professionally?
Give your name and role in the first line, say why you are writing to this person, ask for one specific thing, and close with thanks and your contact details. Keep it to five or six sentences and use a subject line that says what the email is about.
What is a good subject line for an introduction email?
One that says who you are or why you are writing, such as "Your new contact at Brightside Payroll" or "Introduction from Mei Tan, via Oliver Grant". If someone referred you, put their name in the subject line, because it is the name the reader will recognise.
How do you introduce yourself to a new team by email?
Say your name, your role and when you start, add a line on what you did before, and say what you will do first, such as meeting each person. One human detail at the end is welcome. Keep it short and send it on or just before your first day.
How long should an introduction email be?
Five or six sentences, or under about 120 words. The reader should be able to see who you are and what you want without scrolling.
How do you introduce two people by email?
Ask both of them first. Then send one email to both, with a line on who each person is and why they should talk, and leave them to arrange the rest.