Email may be informal but, as with any business communication, there are certain rules Introducing yourself face-to-face is straightforward since there's an established To schedule a follow-up call, for example, you might write, “I'd like to.
For most people, especially the ones who work in a professional field, email is the most common method of communication. That is why knowing how to write it professionally is crucial.
Although emails are not as formal as letters, they still need to be written appropriately to present a good image of you, your brand, or maybe even the company you represent.
To help you be more familiar with the process, we asked experts to share some valuable tips they learned after years of sending professional emails.
Founder & CEO, The Slumber Yard
If you have a mutual contact, make sure to include their name in the subject line. For instance, I would write something to the effect of:
I should also add that with the three subject lines above, I’ve seen open rates of upward of 85%.
If you do not have a mutual contact, the subject line is of even greater importance. You have to grab their attention and entice them to click.
Remember that your subject line will differ depending on what industry you’re in and what you’re looking to accomplish with the email. For example, sales emails should have subject lines that focus more on numbers and success. Job inquiries should be more inquisitive in nature.
Oddly enough, the subject line that I’ve had the most success with—albeit in a less professional manor—is just writing the word “Hey.”
In our cold emails, we typically get an open rate of around 4-6%, but if I just write the word “Hey,” that open rate goes up to about 12.5%.
Once you’ve dialed in the subject line, you should turn to create the best intro section. Again, this will depend on your industry and what you’re looking to accomplish, but here are a few tips:
President & CEO, PhoenixNAP Global IT Services
You only have one chance to make a first impression. With an email, that may be 3 seconds. During your research, look up the person receiving the email and find their interests, wants and desires so that you can get the most from your message. This approach lets you stand out from the rest and prove to your prospects that you have what it takes to meet their needs each step of the way. I like to implement this in the subject line.
Don’t talk about yourself, this is a good way to turn people off. You should only include enough information about yourself to grab the necessary attention. When you send an email, the person on the other end cares first about what they can gain from the interaction.
The key is to keep your introduction as short as possible so that you can transition into the meat of your message without delay. Ensure that each word you use adds value to the communication and appeals to the needs and interests of your prospects, and it will take you far.
With each email you send to a potential client or business contact, consider how typos make you look. Maintaining a professional and expert image is hard when you can’t keep your typos under control. While you don’t have to be perfect, do everything in your power to reduce the number of spelling errors that slip through the cracks.
When you proofread something you wrote, your brain thinks it knows what you wrote and skips spelling errors, making them hard to spot. Overcome that problem by using spelling and grammar checkers; I use Grammarly.
Stacey Brown Randall
Entrepreneur | Author | Creator, Growth By Referrals
How you introduce yourself in an email all depends on the context. Like most things in life – the advice of what to do depends on the situation.
The goal of most emails is to get the receiver’s attention, lower their defenses, keep them reading, and then get them to take action which can be tough to do in an email when you have to introduce yourself to a stranger.
If you are emailing a fellow association member you want to network with or cold emailing a prospect, here are some points to consider:
Co-founder & CEO, Lasting Trend
When creating a professional email that’s going to be read by another professional you must respect their time and keep the email short. As a business owner, I don’t have the time to read an essay, just get to the point and introduce yourself and tell me why you’re reaching out.
A lot of times, email want to beat around the bush like:
Hey Tim, did you know that most agency owners don’t have enough clients to keep their doors open in the long run? Did you also know that (blah blah) and research shows that (blah blah blah) and on and on it goes before I even know who this is and why they’re emailing me?
While asking questions is good, we’re all used to these kinds of emails. Keep it quick by telling me who you are, why you’re emailing me, and why I should care, preferably in that order.
Related: What Does It Mean to Be Professional at Work?
Physician | Investor, Cota Capital
Female founders, big markets, serial entrepreneurs, sector expertise (e.g. Physician/Lawyer etc.), a particular school/ cause/ organization.
This can be learned by following the person on social media, reading their blog/website, enquiring from mutual connections, listening to them speak at a conference/ industry event etc. Do your homework.
e.g. “I am a female founder/ serial entrepreneur building a Direct to Consumer business for a $3B Market” or “I am a Northwestern alumnus passionate about Women’s Health and just moved to SF.“
People are busy. It is easy to skip through cold emails especially if they get lots of them. Have a catchy subject line and establish credibility quickly giving them a reason to open the email and read the rest.
Eg. “Gen Z founder building a teen personal finance platform – $2.5B market” or “Physician Investor: Interested in your genomic sequencing startup“
Find common ground – You went to the same high school/college, you care about the same charities, you both like running, you are both new to the industry/city/company – anything that can help them visualize themselves in your shoes – a “hook” to build a mutual rapport.
E.g. “I noticed you were President of Sigma Pi at Stanford. I was Secretary my junior year and loved it. Professor Grousbeck is still our biggest advocate. Small world!“
Don’t stop at the introduction. Have a clear ask for why you are reaching out. Make it easy for them to help you. “Can you please catch a quick call sometime next week. My Wed and Friday afternoons are open if you might have some availability.” or “Can you please make an introduction to your colleague in accounting. I have attached a note below to give a brief introduction of my background.“
Sudiksha Joshi, Ph.D.
Learning Advocate, We Are Always Learning
One of the first things to figure out before you try and craft that email is what is your intention behind writing that email. Are you writing a casual thank-you-email because you like their book or their post? Do you have a question you want to be answered? Or do you want to meet with this person?
Having a clear purpose of reaching out to the person will help you set the right tone and also will allow you to set the right expectations. For example, a thank you email may not require a response from the recipient (it would be nice but not necessary). Whereas, if you want the recipient to respond a certain way, you need to make it easy for him/her to get back to you.
A quick association allows the recipient to look at your email with more interest. If someone referred you to the recipient mention it in the first or second sentence. If you read a book or an article or watched an interview then mention that. If you demonstrate that you know the recipient on a personal level then, it is more likely that the recipient will read your email with a personal interest.
Time is a valuable resource for everyone, especially for the influencers who you are trying to reach out to. So, keep it short, simple and to the point.
Don’t keep the recipient guessing as to what you want them to do with the email. Spell out the action you want them to take after reading the email. If you want a quick answer to your question, ask the question and mention that you’d love to hear her/his answer.
If you want them to give you some of their time to meet over the phone or in person, ask them if they’d be willing to do so. The first email should be about asking for permission.
Founder & CEO, Mavens & Moguls
If you have a contact in common who mentioned the person to you, I start the e-mail with a subject line of “XYZ suggested we connect” so that even if they do not recognize my name in their inbox XYZ should ring a bell.
If you saw them speak at a conference or read an article they wrote, you can tailor the subject line to that such as “Loved your piece on ____ in HuffPo!” or “Great talk at the conference this week!“
Then I check them out on LinkedIn and let them know in the e-mail that “I see we also have # connections in common” to make me seem more familiar to them.
Then I explain why I would like to connect to bridge the intro and suggest we set up a call at their convenience. It usually works and it shows I have done my homework and am respectful of their time.
CEO & Founder, Skin Care Ox
Get to the point
The opening line is the most important part of your email. Establish relevance and focus on your main objective in this first line. Here’s a quick and easy way to do that:
“I noticed you’re the content manager at [COMPANY] and I’d love to chat more about sharing some awesome new research with your readers.“
Before sending your email, do something for them first. Review their book on Amazon, review their business on Yelp, suggest a useful tool they might use at work, or pass along a relevant article.
Be honest and transparent
What’s worse than getting an email that says “free sample of new product” from your favorite company? But then, you open the email and there is absolutely not a new product and definitely not a free sample. Be honest, and write a compelling subject line that piques interest, but also cuts straight to the point.
For example, if you’re searching for a job, a good subject line might be:
Owner, Wisdom Within Counseling
When introducing yourself in an email, start with your first and last name followed by your credentials. Offer 2 to 4 sentences about what you do. When you talk about what you do, use language as if you were talking to a third grader, so everyone can understand.
If you come off as egotastic in your first email by using complicated jargon and long words to describe what you do, or people will have no idea what it is that you do for work or for your job. You need to simplify what you do so that someone who has no idea about your field or your specialty can understand.
Then, you can always go into more detail. Always provide multiple forms of contact information including your number, your email, and your website. If you’re selling a product or offering a service, always include a called action. For instance, “Call or text me to get started at 000-000-000.“
Founder & CEO, Docudavit Solutions
Email first impression is important, especially when introducing yourself. In order to prevent your message from getting the “delete” button, I recommend the following tips focusing on three important areas: Subject line, body organization, and signature.
Subject Line: A subject line should not exceed 50 characters. Keep it clear and concise to accurately represent the context of the email. This is arguably the most important aspect of a solid introductory email and could be the difference between “open” and “delete”.
Body Organization: The body of your email should open with a professional, friendly greeting and an introductory sentence or paragraph about who you are. The second paragraph should explain the purpose of your email or what you want from the reader. Lastly, the closing paragraph should politely thank the reader for their attention and time. Keep it clean and to the point.
Email Signature: Every professional email should contain a signature at the bottom of the body. It’s recommended to include an electronic signature or logo and contact information.
Whenever I want to connect with someone via email, I first go through their social media profiles as well as any written content they’ve produced. Often I’ll find a common interest or an achievement that I can refer to in the email that shows I’ve done my research.
If you can then offer value up front that helps them in some way, you’re far more likely to receive a response. Here, simply link that offer to your best guess at their business goals.
It’s also worth remembering that whoever you’re contacting likely receives hundreds of emails a day. Don’t be afraid to follow up – it may feel like nagging, but if you do it right, they’ll appreciate it.
Just be sure to add an easy out, something along the lines of ‘if you’re not interested in this, no worries at all, I’m still a big fan of your work’.
Founder, A Plus Editor
How are you? I hope you are doing well today. My name is Attiyya Atkins, founder of www.apluseditor.com, a ghostwriting, editing, and polishing agency. I have the knowledge you need for this story, and would love to offer my assistance to help you reach your publishing goals. Thank you for your time.
That above is a pretty standard formula for introducing yourself. I will pick it apart and explain.
I say Greetings, in some cultures and religions Hello is not preferred. I work with clients all over the world, and I’ve found a good salutation is Greetings or Good morning, Good evening, etc. I use the first name for informal emails and first name, last name, and title for more professional emails.
Then I always ask how the person is doing. True, you might not get a response, but that’s the first way to show that you care about the other person.
Next sentence, I introduce myself using my first name, last name, and title. Then I proceed on how I can assist the person I am emailing or the reason for my email.
Then I conclude with a Thank You and a closing statement. With introductory emails, its important to know that your email can get lost in spam folders so it is necessary to follow up, with a shorter email referring to the first.
Ron Stefanski, MBA
Internet Marketing Consultant | Owner, Cat Kingpin
One of the best ways to introduce yourself is to do what others aren’t, and that’s to use video. I’ve used video for quite a while and it’s been really well received because it puts a face to a name and makes you much more than just text in an email to someone.
Most people won’t do this because it takes too much time, but a short one-minute video introduction always gets more responses for me than just text.
Consultant | Author
Study the person both professionally and personally. Only look at interviews and videos when it is the person themselves on the screen being themselves i.e. TED, CNN, Bloomberg or at a conference.
Read only the interviews and their ideas that are from reputable venues i.e. WSJ, NYTimes, Forbes, Bloomberg etc. Do not read what other people say about this person. People have a love-hate public relationship with people and unless you are part of their conversations you do not know if this is the truth.
It also will fill your mind with gossip and emotions that will take away your authenticity and pureness in the writing. You need to come from a place of non-judgment of this person and complete objectivity of who they are.
Listen to and go with your emotional, social intelligence. What does this person say to you? Who are they intellectually, morally, legally, financially, culturally, socially and their sense of social responsibility? Does this person have qualities, attributes and character acumens that you can speak to in the letter?
Here is the key to my success in writing cold letters of introductions for 20 years:
In your letter, come from an internal place of “what and how can I contribute to this person’s life and or the company? How can I use all that I have been imbued with and given in life to be in service”.
The more powerful, wealthy and important the person that I am writing. They find it refreshing that you are coming to them regarding what you will do for them not what will they do for your resume.
If they are a mid-level manager speak to their background, where they are now and why you are interested in working for them. Write about something in common if possible and why you are drawn to them in a pragmatic, practical and skillful manner. Do not make this emotional and personal.
Send the letter to yourself as an email first. Read it with virgin eyes as if you are the recipient (not yourself). Be critical, merciless, laugh at yourself ie. What was I thinking? Then rewrite it a few times. Sit on it for a day go back again in the same way via an email to yourself. Think as they do. How will they interpret your words, purpose, and intention?
Be discerning and objective. Take your thoughts and see the person at their desk reading your email. The goal is to get them to say yes for a ten-minute meeting. State who you are, what you want, why they need to meet you.
Related: Negotiation Strategies and Conflict Resolution Skills
Co-founder, Elwynn + Cass
The best way I have found to introduce myself in an email is to first preface with my reasoning for reaching out.
For example, writing:
I hope you are doing well. I wanted to reach out because _____ (ex: you love their work, a friend recommended them, you met them at an event, etc.). My name is ____ and I do ____”
By prefacing the start of your email with why you are reaching out you are giving them context and that you are an actual person who has some connection to them. By not doing this, it is more than likely someone will assume you are sending out a mass email and didn’t do any research or truly care who they are as a person.
When you engage in small talk and have done your research on the person, then they know you genuinely care about building a connection and not short term gain.
Head of Digital Marketing, WikiJob
Sending an email to introduce yourself can be tricky. Business people receive such a large quantity of emails daily that unrecognized email addresses can be ignored or sent straight to trash.
So an engaging subject line is key. This is the first thing that the recipient will see and determines whether they open or junk your email.
The subject line should be relevant to the purpose of the email and the audience. Unless you are very sure that an attention-grabbing joke will go down well (and it is more likely it won’t), keep the subject line professional, short and to the point.
Next, make sure you personalize your introduction email. The recipient will be able to tell at a glance if it is a generic copy-and-paste effort. If you can, find out the recipient’s name and use it. If not, use their job title or give some specific information relevant to their company to show you have done your research.
If you have met or spoken briefly before – for instance at a conference – or if a colleague or friend set up the introduction, mention this as a point of reference.
Clearly – but briefly – state why you are writing. Tell them your name and title in the first sentence and briefly explain the purpose of the email. Introductory emails can be an inquiry about a job or collaboration, a request for advice or an explanation of services that you offer. Do not be too demanding; remain polite and respectful of their time.
End with a call to action. Maybe you want to arrange a call to discuss further or for the recipient to provide further information. Remember that the recipient usually hasn’t invited this contact, so don’t ask for too much from them.
Super Julie Braun
Here, we take a look at how to write the perfect introduction email whenever I am writing to introduce myself as the new Brand Manager at Acme Company.
Email is an efficient and cost-effective way to reach future employers, clients and other business contacts. Sending an email to introduce yourself as a potential employee, new network connection or service provider is an opportunity to present yourself as a qualified professional. To write an introductory email that yields a positive response, you should be authentic, clear and engaging. In this article, we’ll show you how to best introduce yourself in an email and provide an example.
Create a Resume on Indeed
An introductory email is a correspondence that makes initial contact with potential employers, clients and collaborators, explaining who you are and how you can help them. You can use an introductory email to apply for a job, contact a potential client or meet a helpful professional in your field. A good introductory email should be clear, concise and free of grammatical errors.
Here are 11 steps you can follow to write an effective introductory email:
If you’re not sure who should receive the email, review the target company’s websites and social media to identify which recipient would yield the best results for your purpose. If they have written a book, article or blog post, try to read them for reference if necessary. If they’ve spoken at a conference, you might be able to watch their speech on a video hosting site.
Knowing the specific intended recipient will help you craft a more authentic and interesting email than if you write to a general audience.
In your subject line, consider mentioning a common acquaintance or suggesting a way to meet in person. Try to keep it short, since many people read emails on their mobile devices, and a long subject line might not appear on their screen. If you are introducing yourself for a potential job, mention the position title in the subject line.
Examples: “Louise Comacho suggested I contact you,” “Sales manager position—Alejandra Ruiz” or “Lunch this week?”
You can use a simple greeting, such as “Dear,” in any situation. If you are writing to someone in a more traditional industry, such as banking, finance or medicine, you can use formal terms like “Dear Mr. Lee.” In a more casual industry, such as lifestyle blogging, you could opt for a greeting with their first name, like “Hello Jamel.” Be careful to spell your recipient’s name correctly, and avoid using generic greetings such as “Dear sir” or “To whom it may concern” so your email is more personalized.
Once you have gained your recipient’s interest and described who you are, concisely explain why you’re emailing them. If you’re reaching out about a job opportunity, you might also include how the recipient could benefit from your qualifications. Be sure to read the job description and incorporate keywords that align with your background.
Example: “I am writing to see if you are interested in featuring Blue Wave Agency in our 2020 full-color catalog of Miami advertising agencies. We have over 75,000 subscribers and are planning to expand into the Florida west coast market this year.”
Toward the end of your email, offer a direct call to action. This will make it easier and more likely for the recipient to respond to your email. This call to action can range from providing a link for them to subscribe to your newsletter to a more personal invitation to meet.
Example: “If this sounds like an exciting opportunity for Blue Wave, please fill out this form, and we will contact you to determine whether you’d like a two or four-page professionally photographed, full-color spread.”
The closing of your introductory email is the final impression the recipient will have of you, so be polite and professional. When closing your email, “Sincerely,” “Yours sincerely” or “Regards” are appropriate for any industry. The objective is for the recipient to respond to your email, so include several ways that they can contact you. Add your telephone number, email and a link to your professional networking site or company profile.
Before you send your email, check the message for clarity and length. Review the tone to ensure that it fits the recipient’s company culture and isn’t too casual or formal. Finally, check your document for spelling and grammar to ensure you present a professional image to your recipient.
If you don’t receive a response for several days, it is usually appropriate to send a follow-up email. If you decide to send a second message, thank them again for their attention and include another call to action.
Example: “Hello Ms. Kalaidjian, I understand that you have a lot of commitments, but I wanted to follow up on my earlier email. Have you had a chance to review my marketing proposal? If you require any information from me, please let me know. I look forward to your response.”
Related: Follow-Up Email Tips for After the Interview
While you should certainly craft your email based on your reason for writing and the person you’re writing to, here are a few tips you might consider for optimizing your message:
Message line: Helen O’Brien suggested I contact you about the assistant position
Dear Ms. Tanaka,
I am writing to you at the suggestion of our mutual friend, Helen O’Brien. Helen and I both attended the Sales Max Conference in Miami in October at which you spoke. When I mentioned to Helen how useful I found your presentation, she mentioned that you were hiring a new assistant.
I have worked as an assistant to Laura Coleman, CEO of Shoes Forever, for the past six years and found the experience of being a personal assistant both enjoyable and rewarding. I moved to Florida for family reasons, and am looking for a similar position in which I can employ my excellent organizational and interpersonal skills. During my time with Ms. Coleman, I reduced the length of her working hours by three hours per week by reorganizing her schedule. In addition, I saved the company $1,500 per year in office supplies by consolidating suppliers and negotiating better terms, and improved morale and goodwill with incentive programs.
I would love to send you my resume and Ms. Coleman’s contact information so she can provide a reference. Please let me know if this is acceptable. I am also available to meet in person any morning next week between 9 and 10 a.m.
Thank you for your time. I look forward to meeting you.
Thanks for the feedback!
Thanks for the feedback!
Here’s a universal truth: Smart people WANT to meet with other smart people.
Sometimes, it’s hard to actually get on the other person’s radar, though.
Short of showing up at their home unannounced and knocking on their door — which might land you with a nice restraining order — you have to find a more nuanced way to introduce yourself.
Which is why it’s so important to know how to send a perfect email introduction and not be one of those people who…
So let’s talk about what makes a great email introduction — the kind that makes someone want to meet you as soon as they can.
The best email intros make me want to meet the sender or help them start businesses, find jobs, or even hire them myself — and they almost always contain the following 4 traits.
The traits are simple — but 99% of people skip them. Don’t do this.
You’re going to see a MUCH higher response rate if you spend some time finding a mutual contact between you and the person you’re emailing.
Even if you don’t think you have one, I HIGHLY suggest you search anyways. The results might surprise you.
Some good resources to check for mutual contacts:
Over the years, people have found mutual contacts with me through ALL of these resources.
When you’re sending an email, you’re going to want to bring up something you have in common with the recipient.
Some examples of areas where you might share similarities:
If another Stanford alum reached out to me and seemed genuine, I’ll almost always take a phone call, or if convenient, a coffee meeting.
Check out this email I got a while back. It’s an absolute masterclass in bad email introductions.
On top of that, the email was an absolute MONSTER. It only got my attention because of how bad it was.
I’m going to touch on this more later — but for now, know that the person you’re emailing is probably very busy. As such, you’re going to want to make sure that your email isn’t wasting their time with any superfluous information.
Do that, and you’ll INSTANTLY eliminate yourself from their inbox.
This is something you should NEVER do in an email introduction.
Even if you’re just asking for help, it’s best if you provide the recipient an out so they don’t feel like you’re demanding something from them.
It’s always best to end an email acknowledging how busy they are and that they shouldn’t feel pressured into doing anything. Here’s a great script to do just that:
“I understand you have tremendous demands on your time, and if you don’t have time to respond, no problem. But if you do, even a sentence would mean a lot to me.”
See why that works? This gives your email recipient an easy out if they’re too busy. Counterintuitively, it also boosts your response rate since you’re showing empathy toward their time demands.
NOTE: The people who have reached out to me weren’t always the most socially smooth people. But the very best showed a remarkable level of preparation, which anyone can accomplish — but few actually do.
As a result, many of these people stood out among tens of thousands of others who left comments/emails/tweets. Not only do the very best top performers have an uncanny ability to reach extremely busy people, but they can turn a one-time meeting into a long-term relationship.
And over time, that is worth more than almost any technical skill or amount of experience.
OK, let’s get into the specific. To meet anyone over email, follow these steps:
Start with these people: People who have a job title you’re interested in learning more about. People who work at companies you’re interested in potentially working at. And people who are doing interesting things you want to learn more about (e.g., you read about them in a magazine/blog post).
If you can’t find this you fail at life. But you read this site so I suspect you’re cool.
Here’s a template you can use to meet just about anyone along with analysis on why it works. Delete the bold text before you send it – unless you want to make a super-awkward first impression!
Subject: Michigan State grad — would love to chat about your work at Deloitte
My name is Samantha Kerritt. I’m an ’04 grad from Michigan State and I came across your name on our alumni site. [TELL THEM HOW YOU CAME ACROSS THEIR NAME SO YOU DON’T SEEM LIKE A CREEP.]
I’d love to get your career advice for 15-20 minutes. I’m currently working at Acme Tech Company, but many of my friends work in consulting and each time they tell me how much they love their job, I get more interested. [THE FIRST SENTENCE SAYS WHAT SHE WANTS. MOST PEOPLE ARE FLATTERED THAT PEOPLE WANT/VALUE THEIR ADVICE.]
Most of them have told me that if I’m interested in consulting, I have to talk to someone at Deloitte. Do you think I could ask you about your job and what motivated you to choose Deloitte? I’d especially love to know how you made your choices after graduating from Michigan State. [“MICHIGAN STATE” REINFORCES SHARED BOND.]
I can meet you for coffee or at your office…or wherever it’s convenient. I can work around you! [THE BUSY PERSON IS MORE IMPORTANT THAN YOU. TREAT THEM ACCORDINGLY.]
Would it be possible for us to meet? [A BUSY PERSON CAN SIMPLY REPLY TO THIS WITH A “YES” — PERFECT. NOTE THAT I DIDN’T ASK FOR THE TIME/LOCATION AS THAT’S TOO MUCH INFORMATION IN THE FIRST EMAIL.]
One of the best things about this email is its brevity. There’s zero fat in the message and it just tells the recipient what she needs to know.
You now have both the tactics (the email script) as well as a strategic approach (what the busy person is looking for and how you can adjust accordingly) for great email introductions.
For even more, I have more email scripts you can “plug and play” today for free.
Just click here for instant access to scripts for:
Do you think that writing a cold email is the most difficult part? start getting more immediate responses after you introduce yourself over email. If the person has given you their business card with their email address, then.
Introducing yourself face-to-face is straightforward since there’s an established convention to follow. Invariably, you’ll shake hands with your new acquaintance and tell her your name. Reaching out via email is more difficult. What’s the appropriate greeting? How formal should you be? As with any business communication, there are certain rules you should follow in order to keep your message professional.
Since your message may be competing with 500 others in the recipient’s inbox, you’ll need to craft a subject line that will encourage the recipient to open your email. Mention here is someone has referred you – “Jennifer Williams suggested that I contact you” – since familiarity might encourage your prospect to click through. Or, you might mention the purpose of your email. “Inquiring about your catering services” should entice the recipient to click. Keep the subject line under 30 characters so it’s legible on a smartphone.
Email is recognized as a less formal method of communication than business letters, and you may be tempted to address your recipient informally, for example, “Hi David.” This is fine if you know the person or he works in an informal industry, but it’s not appropriate if you’re emailing someone in a conservative industry like finance or the government. If in doubt, “Dear Mr. Matterson,” or simply “Mr. Matterson” will work just fine.
Give your name, job title and other details that will be relevant to the recipient. This is your opportunity to make a human connection with the recipient, for example, by mentioning a school, workplace or industry that you have in common. For example, you might write, “My name is Sonia Jindal. I’m a fellow UCLA alum working in graphic design.” Mentioning a mutual acquaintance is a plus since the recipient may be more receptive if you’ve been referred by someone she knows and trusts.
Explain why you’re writing. Keep your message clear and concise to avoid misunderstandings. “I work for ABC Company and I’d love to tell you about an event we’re launching” is better than “Exciting news about our new event!” Include a clear call to action by telling the recipient what you would like to happen next. To schedule a follow-up call, for example, you might write, “I’d like to schedule a call to discuss the matter further, since there’s great potential for us to collaborate. Would Monday afternoon work for you?”
Thank the recipient for her time and attention. Emails that end in gratitude receive a 36 percent increase on average response rates. Good options include “thanks in advance,” “thank you so much for your time,” or simply “thank you.” Sign off with your name and contact details.
Be sure to proofread your email before sending it. You have only one chance to make a first impression, and spelling errors could make you look unprofessional. Make sure your grammar is spot on as well and that you use full sentences and formal writing, rather than using abbreviations and expressions you may use with friends but not with a boss.
It can help to print out the letter and read it out loud and if you have anyone around, ask a friend or relative to read over what you wrote as well.
Do you think that writing a cold email is the most difficult part? start getting more immediate responses after you introduce yourself over email. If the person has given you their business card with their email address, then.