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How to write the best introductory email in 7 easy steps in 2024


For professionals, particularly those who struggle with writing introductory emails, the process can feel as daunting as introducing yourself to new people as an introvert. It’s not uncommon to resort to generic and uninspiring openings like, 

“ Hey David, I am Jerry from XYZ.com company. I hope you are doing well.” 

Doesn’t this sound the same as a retired and retrospective introduction? As far as the importance of the subject line, the content of the email also equally scores in attracting and conversion of the readers.

You have to be a charm in impressing your recipients by sending hyper-personalized emails rather than sending the same old text like a gramophone. Of course! Introductory email is all about showcasing who you are to the recipients but in an impressive way. 

If you’re the one who has that starting trouble of drafting the best introductory email, then this article has got you covered and make you become the pro version of introductory email writer. 

What is an introductory email?

It is common to introduce yourself to anyone whom you start to speak to for the first time; the same works with email. 

Introductory email is also known as self-introductory emails sent out by an individual or a company to another individual or company. There are multiple reasons; usually, companies use it to showcase who they are, and other companies or even individuals use it when applying for jobs, sending link-exchange emails, asking for pieces of information, sending an invite, and more.

So, an introductory email is a casual greeting sent to the recipients mostly via welcome email or in any triggered email to a specific person or specific category.

Why should you write an introductory email?

You can’t start right off the bat when you’re communicating with a new person. Everything has a format, and so do the emails. 

Crafting good emails is the root of conversion (book a meeting) when it comes to business. Do you agree or not?

We all know email is the go-to channel for every business person for communication, and we live in a digital world where we easily jump to judgemental conclusions based on the email a person or a company sends. 

For instance, imagine you are reading an email with grammatical errors, punctuation errors, and spelling mistakes, the email says to find the attachment, but you don’t find any. What are your thoughts? 

In the digital realm, we tend to create an impression of how they write an email copy, including the formatting, email fonts, and vocabulary perfections. This also creates a well-educated impression of them. 

On the other hand, an introductory email creates networking with the recipients as we’re diving and running the race harder in this busy world. We don’t have time for networking, which is solved by introductory broadcast emails.

How to write an introductory email: 7 easy steps you should follow

1. Start off with a captivating subject line

The subject line is the most important part of every email you draft. A best introductory email should start with an effective and attention-grabbing subject line because it is the first thing shown in the notification bar and in the inbox. 

It is not only about attention-grabbing, but also it should showcase the purpose of the email. For instance, if you are writing an email for link/content collaboration, then your subject line should be 

‘ Link exchange request proposal’ 


‘Are you open to a link exchange, David?

Well, it can be any way, like adding a recipient’s name, company website, or generic one, but it should talk about the purpose of the email in an attractive way. 

2. Customize your greetings to suit the situations

Going off with the next step process, it is common to greet a person when you reach them. The same is applicable even in all your introductory emails. Although it is a generic way, still writing it with hyper-personalization is key. 

When we say personalization, it is not about adding a name, website, and so on. It is about writing well-researched introductory emails. If your emails aren’t attention-grabbing and are boring, then apparently, your recipients will never move to the next paragraph. 

You might be thinking about the personalized greeting; we will tell you how. 

A well-researched introductory email includes well-researched information about the recipients (who they are and what they do). For example, if you are sending a cold email to the recipient rather than sending a generic 

You can research their website, LinkedIn profile, and previous email newsletters and customize your email content accordingly, addressing their pain points

3. Say the purpose of reaching out

Now you have your recipients flickering via greeting, what’s next? Rather than beating around the bush, it is advisable to get straight to the point – yes, convey the purpose of reaching out to them. 

Even this is a strict rule followed in every cold email strategy and also the advice given by many cold email experts in the industry like John Barrows, JB of sales, Dylan Rich, SDR whisper, and many others. 

The same rule applies to every email you send to recipients because everyone will not be interested in reading your entire email, and they will skim through it roughly to get the context. 

Note: Ensure you don’t add anything that doesn’t give any value or irrelevant information to avoid moving to the bin. 

4. Make the first line personalized 

Always remember to make the first line personalized about them (the recipients). Adding personal details about the person you’re reaching out to will always be beneficial. Yes, the recipients will get the connection point via your introductory email. 

You can write about their business, and if you know them personally, you can write that. If you have met in person, you can also state that in your email to bring a swirl of remembrance. 

5. Provide them value in your email

No matter who you reach, it can be the director, head of the department, or manager level. Remember to provide value in your email. Anything without value is nothing; stop sending emails like others. 

Stand out of the crowd by giving the recipients the proper value. Decide whether it is going to be just another marketing email they receive daily, or it’s going to be the solution they are looking for. 

Knowing the pain points and the industry inside out gives them an appropriate value, which can make them feel you are genuine and move them to book a meeting. It is important to use the value proposition at the right time, not about explaining your product or features. Instead, you should tell them what your product/service can offer them to overcome their barrier or struggle. 

6. Add an effective Call To Action (CTA)

We would say one of the most important things you shouldn’t miss in your introductory email is adding an effective call to action. Yes, imagine you are reading an abandoned cart email from your favorite brand, but you don’t find the CTA to complete it. Won’t this be a veil of darkness? 

Not only this, but every introductory email should also hold an appropriate call to action for conversion. Usually, the CTA can be a landing page, product page, Calendely link, or anything that aligns with the purpose of the email. 

7. Thank them and follow up later on

Okay, once you’ve delivered the value and purpose of the email in your email content, as a last step in the process, it is important to thank them for reading your email. This can be done by adding your signature along with your phone number and LinkedIn profile link for better communication and authority. 

One more process in the swirl is to follow up with your recipients because it’s not about them receiving only your email; they get a bunch of emails in a day. So, the chances of skipping and moving are normal unless you follow up to stay not only on top of their mind but also pop up in their inbox. 

You must now be clear about how to write a compelling introductory email to your recipients. 

Ready to start off your introductory email with BayEngage?

Now, you must have known how the introductory email should be written to bring in conversion. The more precise it is, the more professional it should be and provide value and purpose to the recipients. 

Well, in the digital realm, it is always good to stick to email marketing tools to speed up the process and communicate on time to the recipients. In that way, BayEngage is an email marketing software

that has pre-built recipes, automation, advanced segmentation, A/B testing, and more to make your campaign the best it can be. 

Remember, always a good email design, along with compelling content, attracts the recipient’s attention, and that’s where BayEngage can help you! 

Picture of Stalia S

Stalia S

Stalia.S, a Content Marketer behind TargetBay's content, explores the dynamic world of eCommerce. She's your go-to expert, passionate about crafting compelling content on email/SMS marketing, customer loyalty, and customer/product reviews. Beyond the digital realm, catch her on adventures, relishing diverse flavors and hitting the drawing board with her comrades.

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