Introduction Email Template

Customer relation management (CRM) software may come with email templates for you to use, but you may need to tweak the wording depending on your company and situational needs. Take a look below to create the right introduction to your prospective clients.

General Template Guidelines

Introduction emails take work. But there are a few general guidelines to follow when crafting a template. Keep these points in mind when writing your introduction message:

• Use an engaging subject line
• Personalize the greeting
• Include a statement about how you know or found the recipient
• Define the recipient’s challenge
• Clearly state your number one benefit
• Show them why you’re credible
• Define the next steps
• Close with courtesy and contact details

8 Introduction Email Template Pointers

There are 8 general business introduction templates you can use and each one is specific to a particular scenario. Following business etiquette rules can help to give prospective customers a favorable impression of you and your company.

1. Cold Introduction

The cold introduction is appropriate when you are unfamiliar with the recipient or company personally. If you can’t connect via other introduction strategies, such as referral or phone call, you may use this message type.

First, address the right recipient in the organization. Don’t address the organization as a whole. Do a little homework. Personalize your message.

Next, you want the recipient to perform an action. Whether it’s replying to your message or giving you a call, you want them to do something for you. One of the best ways to do that is to show them how they would benefit. The key is “show” and not “tell.”

You may want to get creative, too. Use a short video or screenshots to show how they would benefit from contacting you.

2. Follow-up Introduction

Use this type of message if you’ve briefly met or been introduced but don’t have each other’s contact information. You have technically gotten the initial introduction out of the way. But this provides the perfect opportunity to forward your own contact information.

You may also use this message to introduce the recipient to the benefits of doing business with you. Use this opportunity to get a phone call, email reply, or follow-up meeting appointment. But use language that gives them an opportunity to opt out if they want.

3. Mutual Connection Introduction Email Template

Mutual connections are one of the easiest ways to turn leads into potential clients. People are more likely to trust someone if there is a mutual connection.

This email is geared towards the person you know from a connection to someone else. Consider writing your message in a way that is both professional and can be forwarded easily. And make sure that both you and your connection look good in the template.

4. High-Level Introductions

Messages to high-level contacts in a company may not be your best contact, but these decisionmakers can forward your contact information to the next best person in the company. Encourage this high-level contact to make a top-down referral by writing a brief introduction message that focuses on what you can do for them.

5. Web Event Introductions

Signing up for more information on a website can seem impersonal for your message recipient, but you can turn that feeling around by sending them an email in return. Let them know that you received the request for more information and suggest a follow-up conversation in the process.

6. External Event Introduction

A recent outside event like staffing changes, product announcements, or any major industry development may be the perfect time for this type of introduction. Your recipient may be more likely to read the message if it pertains directly to them. Furthermore, they may also be more likely to accept your introduction.

But use this type of introduction no more than 2 weeks after the event. News stories are time-sensitive. So you’d want to make the most of them while the event is still fresh.

7. Introducing a New Product or Service

Unlike other introduction email templates, you would send this to an existing contact. Therefore, you can forgo the introduction part. They already know who you are.

Instead, focus on the new product or service in the message elements, but use the same guidelines as a standard introduction letter. Let them know about the new development and how it can benefit them.

8. New Point of Contact Introduction

People change positions in business all the time, so this introduction can be sent by the existing point of contact to introduce their replacement. Or it may be sent by the new point of contact directly.

The main purpose of this intro template is to forward new contact information. But you can also use this opportunity to allay any fears that your clients may have about the change.

In addition, you may reassure clients that the business relationship won’t change with this new point of contact. And remind them, again, of your company’s offerings.

Final Thoughts

The actual language may differ depending on your company’s culture. However, introduction messages to recipients who don’t know you are generally formal. It’s a good idea to double check with your organization, though, before changing introduction messages from formal to informal, or vice versa.