How to Write an Introduction Email
On the first day at a job, it might be difficult to meet new colleagues and immediately get along with them. However, you can make things easier for everyone by simply sending out a self-introduction email.
In this article, you will learn more about an introductory email and get yourself some useful tips to keep proper email etiquette.
We will also provide you with a self-introduction email sample to help you organize your thoughts.
What is an introduction email?
An introduction email is an email that a new employee sends out to express their openness and enthusiasm about starting a new position and getting to know their new team. These emails may help you establish new connections and build a foundation for your job.
In such an intro email you can provide some background information about yourself, describe your role in the company and even invite new teammates to grab some coffee or have lunch together.
(Source: Stripo email template)
Why should you write an introduction letter?
The older people become, the harder it is for them to build new connections. And you are not the only one who might be afraid of meeting new people. But it's essential to formally introduce yourself and create mutual contact with your team.
1. This is your chance to introduce yourself
You know, first impressions can be wrong, especially if you aren't able to meet your colleagues in person. That's the reason why you should take your chance to tell more about yourself and show your genuine objective to connect.
2. You let your colleagues know what your duties will be
Use this opportunity to spread some additional information about yourself, mention your position, briefly describe your responsibilities, and share your contact to connect in real life.
(Source: Stripo email template)
What to include in your introduction email
Here are a few bullet points to check and make sure your introductory email looks good to any recipient:
1. Come up with a clear subject line
Subject lines are one of the most important parts of your email. Nowadays, when dozens of emails drown in our inboxes, no one will want to open an email without an appealing subject line.
Depending on the corporate culture of the company, you may choose the most suitable tone of voice for your message. The subject line should also be appropriate to your position. Make sure you put your job title into your email subject line, as your coworkers may consider an email from an address they don't recognize suspicious.
Examples of subject lines
Take these subject lines as an example for your introductory email subject line:
"Hello" from a new account manager.
New employee introduction email from Alan Brown.
Let's get acquainted — meet a new employee.
2. Choose a proper greeting
Formal greeting or a friendly cheer?
Rely on your common sense when choosing a way of writing your introduction email. Check the company's tone of voice. To be absolutely sure, you may discuss the message with an HR manager or your supervisor.
Anyway, you should keep things professional, even if you write in a friendly manner.
3. Mention the reason why you are writing
Ideally, the purpose of your introduction email should be understood from its subject line. However, sometimes a few words in a subject line are not enough.
You should simply mention that you have recently joined the team and you would like to introduce yourself in the first line. Also, you may add that you are open to new connections and you are looking forward to meeting your coworkers.
(Source: Stripo email template)
4. Describe your previous experience and new responsibilities
The best way to establish a new contact is to let people know what they can address you with. Say a few things about your professional background and explain why it will be useful at this company.
(Source: Stripo email template)
Also, provide a little overview of your new job and main responsibilities for your coworkers from other departments. If you are going to manage a team, let them know you are their new supervisor in your email introduction.
5. Express your sincerity and excitement
Feel free to show a few of your emotions in the professional introduction email. People appreciate openness and they will probably share your enthusiasm if you are sincere.
It will also be appropriate if you write that you are looking forward to meeting in person (if it is an option) or at least hope to contact them on video calls.
6. Reply to all emails that you receive
Of course, your coworkers may reply to your new employee introduction email. Feel free to respond to their message, because it may help you build and strengthen the contact.
In addition, you will have a starting point for a small talk with that person later. Why miss the opportunity?
Things to consider when writing a professional introduction email
You have already got to know the essentials of a good self-introduction email. Let's have a closer look at the details that will make your appearance at the company more remarkable.
1. Prepare an introduction email template
Sometimes emotions overwhelm us and we forget everything. In the case of a professional email introduction, it might be inconvenient.
We recommend you write a business introduction email template beforehand with a fresh mind. You also may share it with some of your friends to get advice on what you should add or remove. Such email examples can be universal for different purposes.
However, it does not apply to superstitious people :)
2. Double check
It is a "must" for all emails, undoubtedly. It's crucial to avoid mistakes in a self-introduction email because it will make a first impression about your personality. And first impressions mean everything when it comes to a new job.
A spell check is essential — pay attention that the company name and recipient name are written correctly.
Grammar can also be a pain point, especially for non-native speakers. Luckily, there are plenty of tools that help you with writing professional emails.
And last but not least, double-check the attachments and links if they take place in your self-introduction email. You wouldn't want your new coworkers to discover your secrets on the first day, would you?
3. Remember that everything starts with a subject line
It's hard to overestimate the importance of a subject line in an introduction email. We have also already mentioned it in the article.
Despite the fact that it should be brief and accurate, you should check if it fits the inbox preview line. Otherwise, a recipient will not notice the important part of it.
Also, there's no need to duplicate your name in a subject line if it's stated clearly in your email account — you'd better mention the position or fun intro.
4. Be concise and follow the structure
Do not write long reads on how you've been dreaming about getting this job — leave this topic for coffee breaks or lunch with new colleagues.
Formal greeting, sincere opening sentence, a brief description of your professional background, expressing a desire to meet the recipient, and your contact — that's more than enough for your perfect self-introduction email.
5. Use an organizational chart
Big companies or even smaller ones usually have their organizational charts which may help you to get to know the names, positions, and contacts of the main team leaders. You may find this information on your site or HR managers can send it to you via email on your first working day.
(Source: Stripo email template)
You can use it to make sure you send your introduction email to everyone you will be working with. Also, you may mention in your message that you can come to their office to meet face to face if it's a good time for that.
What you should not put into your email introduction
1. Don't be too personal
You'd better not provide links to your social media accounts or attach photos of your family — email introductions should remain formal.
Try to be as work-related as possible. However, feel free to share your professional achievements or hobbies to help people get to know you better.
2. Avoid chat language or professional slang
Even if the company's corporate culture allows you to communicate in a friendly manner, you shouldn't use chat language for your introduction email. Maintain a formal tone until you are absolutely sure it's appropriate to use something more casual.
Professional slang, on the other hand, could make you look boring or even flaunting. In fact, people tend not to use a lot of "difficult" terms in their professional environment, because they will be understood using simple words as well.
3. Say "No" to long reads
It would be great if you master the art of being kind of intriguing in writing an email sample. There's no need to rewrite your entire CV in the introduction letter.
Mention a few essential details about yourself, but don't reveal all the cards and leave some space for a small talk in the future.
Your self-introduction email should spark the interest of your coworkers and engender their desire to get to know you better!
Self-introduction email sample
1. Template for the new teammates. Use this example to organize your thoughts and make sure you follow the structure
Email subject line: A Quick Hello from Nick Dyson, the new account manager
I hope your week is going smoothly!
My name is Nick, I have recently joined the [company name] and I am excited to become a part of the team. I am writing this introduction email to let you know a bit more about myself.
As the new Account Manager, I will be taking over [projects and tasks]. You may contact me in case you need to discuss some of the services we may provide to the new clients.
A few things about me: I studied in [university name], was an intern in [company name] and I had been working as a [job title] for [company name] for 2 years before coming here. While I was applying for this role, I noticed [key advantages of the business], which made me interested in the industry. I believe my experience will come in handy to make [product] better.
If you have any questions, feel free to contact me directly. And let me know if there is anything I can help you with.
I am looking forward to meeting in person and getting to know each other better.
2. Email sample to send to the manager. Here's a more formal one (but not too much)
Email subject line: Introduction email from [Name], the new PM
Good morning [recipient name],
I hope this email finds you well!
My name is [Name] and I am the new Project Manager at [project name]. I am writing to formally introduce myself and get acquainted.
In my previous experience, I have been working with [tasks, processes, clients] and I believe it will help me to become a good fit for the company.
I am very excited to join the company and I would really appreciate it if we could meet in person. [Company name] amazes with its company culture and even with the onboarding process.
I am starting on the [start date] and I will be taking over [tasks], so feel free to contact me in order to discuss any of these.
Thank you for your time and attention.
3. Introduction email to send if you're a new manager
Email subject line: Brief introduction from the new [role]
My name is Nicolas Dayton and I am excited to introduce myself as your new [Head of a department]. My first day will be on the [start date], we will have a general meeting then, so you will get an opportunity to meet me in person pretty soon.
I am happy to join the company, as I do appreciate its [product, social initiative, corporate culture, position on the market, etc.]
My experience includes [projects, achievements, managerial results] and it was a great starting point for me. My team managed to [improve business in this and that way] which helped us to gather a lot of prospective clients. I feel like we can implement plenty of updates to make the work more efficient and the product more outstanding on the market.
As the [Head of the department] I am planning to [do some essential changes].
In the first two weeks, I would like to meet everyone to get to know more about the team and the personal contributions of each teammate. I am looking forward to that!
Don't hesitate to contact me in case you want to discuss anything or suggest something that may improve the business processes.
Let's make our collaboration successful and achieve better results together!
Important to note:
Be sure to wrap your copy in an appealing HTML email template.
To sum up
As you can see, introduction emails are essential in professional communication. And they are not that easy to write, frankly speaking. But if you keep in mind the most important tips, it would be much easier. Let's quickly freshen them up.
- Make sure your subject line is brief and informative. Put your name and position to keep it more alive.
- Pay attention to the tone of voice for your message. Remind yourself of the communication during the hiring process, and check the company's social media or a website to check yourself.
- First line is for explaining the reason why you're reaching out. People don't tend to waste their time on unnecessary emails, and you need to clarify the purpose of your email to draw attention.
- Be sincere. It's important to express your emotions to show that you're a similar human being and you're happy to join the team. Even if you feel nervous, it's perfectly fine to mention it.
- Get ready to chat. It's less likely, but your coworkers may reply to your introduction email to cheer you up and congratulate you on the new job. Feel free to respond to them directly and maybe even invite them to grab a coffee.
- Send different emails to the team and management. It would be appreciated if you send separate emails to different people. You can personalize it and find the perfect language to hit your aim.
- Don't forget the double-check. We all make mistakes, especially when it gets emotional (and a new job is always about emotions). Check your spelling, make sure you write the names correctly to avoid being embarrassed, and ask a friend or a colleague to proofread the email.
- Keep your message laconic. Leave long stories for the future and mention only the key information which helps the team get the general idea of your personality.
- Express enthusiasm. You should be inviting in your emails to awaken the desire to meet you. Remain positive, say a few words about how you like to spend your spare time and there will definitely be someone who would like to get to know you better.
- Prepare templates today, and say "thank you" to yourself tomorrow. No one likes preparing templates when you send such emails once in a while. But we can assure you that a template for an introduction email is as useful as a prepared beforehand CV. Take your time, think about what you would like to share while introducing yourself to the new colleagues, or ask some friends and at least write an abstract. It may also be helpful for you before writing a cover email when you apply for the job.
Phew, it was a lot. But we believe it was worth it! Thank you for being interested in developing yourself as a future colleague and for addressing us to get some ideas. It is always easier to organize your thoughts before starting to write something than to try to create an important email from scratch, isn't it?
We know that starting a new job can be difficult and make you nervous. Fortunately, we are here to help and we hope it becomes much easier since you know all the tips and are prepared for your self-introduction email. Feel free to use our templates, make sure you take into account all the hints, follow the structure and just be open to new acquaintances.
Believe in yourself as we believe in you and you’re sure to kick things off on the right foot!