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How to Introduce Yourself to Someone In Emails

Updated on July 5, 2013

I have a friend who never answers his cell phone if it is an unknown number. I tried to convince him otherwise but my advice fell on deaf ears so I eventually gave up. When you want to communicate with a stranger, there are two main barriers that must be overcome. The first barrier is getting the person to acknowledge your message; the second barrier is getting him or her to hear you out. This is true in all forms of communication including emails. How you introduce yourself in an email will have a significant impact on whether or not you will be given audience by the recipient.

The first thing you want to do when introducing yourself via email is to have a descriptive email subject. The email subject should tell your recipient what the email is about at first glance. If you give a misleading email subject, your recipient will most probably not read past the first few lines of your email. He might even be annoyed and spam you altogether. To avoid this, make sure your email subject is succinct and captivating.

Once you have gotten the subject line right, the next thing to do is to ensure that you have used the appropriate salutation. Writing an email without a salutation might make it look like a text message. It might also be interpreted by your recipient as lack of respect. Depending on how formal the email is, you can write anything from “Hi,” to “Dear Sir/Madam,” it is a good idea to ensure that the salutation is on its own line to make it stand out.

Since this is an introduction email, you want to start your first sentence by the purpose of the email. For instance, you might right something like, “You gave me your card during the meet and greet and I promised to write you an email…” or “am writing to follow up on my telephone inquiry…” etc. It is not a great idea to start an official email with “my name is...”

Try to make your email as brief as possible. Avoid unnecessary repetitions and ensure you tone down on humor. Last but definitely not least, make sure your introduction email adheres to the ten commandments of writing emails i.e.:

  1. Thou shall always have a subject.
  2. Thou shall use a salutation and a signature
  3. Thou shall not use ALL CAPS
  4. Thou shall be succinct
  5. Thou shall be courteous
  6. Thou shall avoid unnecessary jokes
  7. Thou shall avoid forwarding emails to the wrong person
  8. Thou shall avoid excessive formatting
  9. Thou shall use BCC and CC appropriately
  10. Thou shall always reply your emails


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    • MsDora profile image

      Dora Weithers 4 years ago from The Caribbean

      Looked up the meaning of "succint," now I'm cool with the instructions. Good job!