How do you write the perfect business introduction email … the type that practically guarantees you a response?
There are a few key best practices you can follow to create an email that introduces you properly and increases the chances of building a connection with your recipient.
1. Use an effective subject line
Your email subject line is the first thing your recipient will see. If it’s not compelling, they may not even open your email. That means all the hard work you put into your email copy will be for nothing.
To make a great first impression, your subject line should be:
• Short and sweet: Most email inboxes will cut off subject lines with more than 40 characters. Keep it brief.
• Personalized: Use your recipient’s name in the subject line to show that you’ve done your research.
• Clear and specific: Let your recipient know what your email is about right off the bat. If you’re introducing your company, say so.
Here are some examples of effective subject lines:
• “Introducing [Your Name]”
• “An Introduction to [Your Company Name]”
• “Nice to meet you [Recipient’s Name]! Let’s talk about [Your Company Name]”
2. Address the recipient by their name
It’s not uncommon for salespeople to send out a high volume of emails. But that doesn’t mean they should use a generic greeting like “To Whom It May Concern” or “Dear Sir/Madam” in their emails.
Using the recipient’s name shows that you’ve taken the time to learn about them and their business. It can help you build rapport and establish a personal connection right from the start.
If you don’t know the recipient’s name, you can try to find it by looking at their company’s website, checking their social media profiles, or using a tool like Hunter to look up their email address. If all else fails, you can use a more generic greeting, but try to avoid it if you can.
3. Start with a common ground
If you have something in common with your prospect, make sure to mention it in your email.
Common ground can be anything from mutual friends to hobbies and interests. This can help you build rapport with your prospect and make it more likely that they will respond to your email.
If you don’t have anything in common with your prospect, you can still use this tactic by doing some research on them and finding something that you can mention in your email.
4. Provide a context for the introduction
If you’re introducing two people who don’t know each other, provide a brief context so your contacts can easily start a conversation. This could be a shared interest, a recent event, or information about their jobs.
This is a great way to help your contacts build rapport quickly and establish a strong relationship.
5. Introduce the person you are connecting with
Once you have introduced yourself, you should introduce the person you are connecting with. This is especially important if you are emailing someone who doesn’t know you well or doesn’t know you at all.
You should keep this section brief, but make sure to include a few key details about the person you are introducing, such as their name, title, and company. You can also include a few sentences about their background and experience if you think it is relevant to the conversation.
6. Give an interesting detail about the person
If you’re introducing two people who don’t know each other, it’s a good idea to include a sentence or two about each person’s background.
This is especially important if you’re introducing someone who is more junior in their career to someone who is more senior. In this case, you should include a sentence about the junior person’s professional experience and any relevant accomplishments.
If you’re introducing two people who are peers, you might want to include a sentence about their hobbies or interests. This can help them find common ground and get the conversation started.
7. Include a call to action
Every marketing email you send should be designed to move the recipient further along in the sales process. That’s why it’s important to include a call to action (CTA) in your business introduction emails.
A CTA is a link or button that directs the recipient to take a specific action. In a business introduction email, your CTA might be to schedule an online meeting, download a piece of content, or visit your website.
Make sure your CTA is clear and compelling, and that it’s easy for the recipient to take the desired action.
8. Keep it short and simple
In the business world, time is money. Your recipient doesn’t have time to read a novel about your company. Instead, keep your email short and to the point.
If you ramble on and on, your recipient may lose interest and delete your email without taking any further action.
If you can, try to keep your business introduction email to just a few sentences. If you need more space to make your case, you can always include a link to your website in the email.
9. Proofread your email
It’s easy to make mistakes in an introduction email. You might misspell the prospect’s name, forget to include a crucial detail, or make a grammatical error.
Before you hit send, take a few minutes to carefully proofread your email. Read it out loud to make sure it flows well and doesn’t sound awkward. Look for typos and other mistakes, and fix them before you send your email.
10. Add an email signature
An email signature is a great way to help your recipient learn more about you. It can include your name, job title, company, contact details, and links to your business website and social media profiles. It’s also a good way to make your email look more professional.
You can create a custom email signature using an email signature generator. With an email signature generator, you can choose from a variety of templates and customize the colors and fonts to match your brand. Additionally, paying attention to the color scheme ensures that your signature aligns with your brand identity, making it more cohesive and visually appealing. You can also include your logo and other graphics. You can also include your logo and other graphics.
Once you’ve created your email signature, you can add it to your email using your email client’s signature feature. That way, it will automatically appear at the bottom of all your emails.
11. Follow up
If you don’t hear back after a week, send a follow-up email. The person may not have seen your email, or they may have been too busy to respond.
In the follow-up email, include the original message, and add a note at the top. This note should be brief and to the point, and it should remind the recipient of who you are and why you’re reaching out.
12. Add value
People are busy and don’t have time to read through a long email that doesn’t provide any value to them. Before you hit send, ask yourself, “What’s in it for them?”
If you can’t answer that question, then you need to go back to the drawing board and find a way to add value to the recipient. This could be as simple as sharing a piece of content that you think they would find interesting or offering to connect them with someone in your network.
Conclusion
Creating the perfect business introduction email requires a fair amount of thought and consideration. We hope these tips and examples have given you a good idea of what it takes to write a great business email.
In addition, you can use the free business introduction email template in this post to help you write the perfect introduction email.