How to introduce yourself in an email: Examples and tips

Writing a professional email can be daunting, and introducing yourself can feel even tougher. Whether you’re emailing someone you’ve never met or reaching out to your new team, finding the right words can be tricky.

Online introductions aren’t like face-to-face meetings where you can rely on body language or tone, which makes the words you choose even more important.

In this article, we offer email tips and examples, so you can learn how to introduce yourself in an email confidently, to make a great first impression.

When you might need to write an email introduction

Professional introductions over email aren’t just for job applications. In fact, they pop up in all sorts of working and networking situations. Whether you’re reaching out to someone new or reconnecting with an old acquaintance, your email can set the tone for a strong working relationship.

Here are a few common situations where a clear, professional email introduction comes in handy:

• Applying for jobs

• Following up after a networking event

• Reaching out to someone after being referred

• Starting a new job

• Reconnecting with someone you’ve met before

Why it’s important to introduce yourself properly in an email

First impressions matter, and in an email, you have to rely solely on your words. The way you introduce yourself gives the other person a glimpse of how you communicate and your personality at work. A confident, respectful introduction shows initiative, professionalism and courtesy. It also helps the other person understand who you are, why you’re reaching out, and what they can expect next. 

An introductory email should build trust from the very first sentence, which can open doors to new opportunities, faster replies and stronger collaboration.

What to highlight when introducing yourself

When writing an email introduction, keep it simple and relevant. Writing clear, concise and to-the-point messages is best practice for all your work emails.

Focus on the most important details your recipient needs to know to understand who you are and why you’re writing. A clear message makes it easier for them to respond quickly and appropriately.

Here’s what to focus on:

• Your name and role or situation. Start with the basics – who you are and what you do (or your current situation, like being a student or job seeker).

• Your connection to the person or company. Mention how you found them, such as a shared contact or a previous meeting.

• Your purpose. Be clear about why you’re emailing. Are you asking for advice, introducing yourself to a new team, or following up on something?

• Keep it brief. Stick to what's relevant at the moment. You don’t need to share a detailed story, just include enough information to help them understand who you are and what you're asking for.

How to put the information together in an email

Now that you know what to include, you need to structure your email introduction clearly. A strong introduction email is one that's easy to follow. Think of it like a mini-conversation where you’re opening the door and setting the tone for what could be a valuable connection or relationship.

Step1: Use a clear subject line

Make sure the recipient knows what your email is about before opening it. This helps your email get noticed and sets expectations.

Example: Introduction: Sarah Lee, graphic design graduate

Step 2: Greet your recipient respectfully

Use a greeting that suits the context. For formal emails (like job applications), go with "Dear Mr. Smith" or "Dear Hiring Manager". For casual or internal emails, "Hi Kelly" or "Hello team" is perfectly fine. 

Etiquette is very important. It shows you understand the person’s seniority, respect professional boundaries, and know how to approach them appropriately.

Step 3: Write a clear and concise message

Get straight to the point without being abrupt. Introduce yourself, explain why you’re writing, and include any relevant context. Short emails are more likely to be read, understood, and replied to, while long emails can get skimmed or skipped entirely if the reader doesn’t know you.

Example: I’m writing to introduce myself as your new content coordinator. I’m excited to be joining the team this week.

Step 4: End with a polite sign-off

Wrap up with a quick thank you or mention the next steps, then sign off professionally. A kind sign-off adds warmth and leaves a positive impression. It also gives the reader a clear sense of closure and next steps.

Example: Thanks for your time. Looking forward to hearing from you. Best, Sarah.

Examples of how to introduce yourself in an email

Naturally, introductory emails will look different depending on who you’re writing to. Here’s a range of examples that address different scenarios.

How to introduce yourself in an email to someone you've never met

Subject: Introduction: Jason Taylor, communications graduate

Hi Ms. Tan,

My name is Jason Taylor, and I recently graduated with a degree in Communications from XYZ University. I came across your work while researching agencies in Melbourne and was really inspired by the campaigns you led at ABC Company.

I’m currently exploring internship opportunities and would appreciate any advice or insights you might be open to sharing.

Thanks for your time, and I hope to connect with you soon.

Best regards,
Jason

How to introduce yourself in an email to someone you’ve briefly met

Subject: Great to meet you at the Careers Expo

Hi Priya,

It was lovely meeting you at the ABC Company booth during the Careers Expo on Monday. I really enjoyed our quick chat about career roles in nursing.

I’ve since looked into the ABC Company graduate program you shared and I’d love to ask a few questions if you have time.

Thanks again for the conversation, and I hope we can stay in touch.

Best,
Amira

How to introduce yourself in an email to someone who was referred to you

Subject: Referred by Ben Lee for quick carpentry chat

Hi Kelly,

Ben Lee suggested I get in touch with you. I’m a carpentry student, and Ben mentioned your work at ABC Company might align with my interests.

Would you be open to a short chat or sharing any advice on how to start in this field?

Thanks for considering. I’d love to learn from your experience.

Warm regards,
Charlie

How to introduce yourself in an email to a potential employer or client

Subject: I’m a freelance graphic designer available for projects

Hi James,

My name is Sofia Ramos, and I’m a freelance designer specialising in branding and digital content. I came across your agency’s recent rebrand and thought the design direction was excellent.

If you’re open to it, I’d love to share my portfolio and see if I might support your upcoming campaigns.

Thanks, and hope to hear from you soon.

Best,
Sofia

How to introduce yourself in an email as a new employee to colleagues

Subject: Hello from your new team member!

Hi everyone,

I’m Alex, and I’ve just joined the Marketing team as a digital campaign coordinator. I’m looking forward to working with you all and learning the ropes.

I’ve heard great things about the team and can’t wait to get started!

Cheers,
Alex

How to introduce yourself in an email as a new employee to your boss or manager

Subject: Excited to join the team

Dear Joanne,

I’m thrilled to be joining your team as a junior mechanical engineer starting next Monday. I’ve admired your work at ABC Company and am excited to learn from you.

Please let me know if I should prepare anything before onboarding.

Thank you again for the opportunity.

Kind regards,
Brandon

2025 tips for better email introductions

In 2025, inboxes are fuller than ever and people’s time is even more valuable. So make your introduction easy to respond to by writing with care and clarity. These tips will help your message stand out for all the right reasons.

• Personalise, don’t template. A personal email stands out. Address it to the recipient by name, and mention shared connections or specific details that relate to them or their work.

• Avoid using AI to write the whole thing. AI tools can help get the ball rolling, but don’t rely on them to do the whole job. Always edit, refine, and make sure it sounds like you.

• Keep it short and relevant. Aim for less than 150 words. People appreciate emails that get to the point quickly and clearly.

• Edit before sending. Mistakes in grammar or tone can make you look unprofessional. Read your message out loud, and use editing tools to check it.

• Follow up if needed: If you don’t hear back in two to three business days, it’s okay to send a polite follow-up. Keep it short and friendly.

Introducing yourself over email might feel awkward at first, but it’s a skill you’ll get better at with practice. And once you do, it’ll become second nature.

The most effective emails are clear, concise and personalised. Whether you’re applying for a job, saying hi to a new team, or reaching out to someone in your field, focus on clarity, brevity and being yourself.

FAQs

Should I introduce myself differently over email versus in person?

Yes. The goal is the same – to make a good impression – but how you achieve that is different. In-person introductions allow you to make an impression with tone of voice, facial expressions and body language, while emails are limited to words. Over email, you need to be more direct and intentional in how you word things to avoid sounding too stiff or too casual. 

How long should a self-introduction email be?

Keep it short and stick to between 100 to 150 words. People who are busy are more likely to respond to a message that’s short and sweet. A concise email shows that you respect their time and know how to communicate effectively.

What subject line should I use when introducing myself?

Make your subject line specific and helpful. You can include your name and the reason you’re writing. For example, clear subject lines like "Intro from Ava Johnson, marketing graduate" or "Following up from Tuesday’s panel event – Sam Ooi" make your message more likely to be opened and read.

Is it okay to follow up if I don’t get a reply to my introduction email?

Yes, a polite follow-up is often appreciated, especially if the person is busy or missed your message. Wait two or three business days before checking in with a brief message like "Just checking in to see if you had a chance to read my earlier note." Keep the tone respectful and friendly, and thank them for their time.

Can I reuse the same introduction email for different people?

You can reuse the structure and your personal information, but always tailor the content to the recipient. Mention specific names, details, or reasons for reaching out so it doesn’t feel like a copy-and-paste email. A personalised email shows genuine effort and makes a much better impression.