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Email is a common form of communication, so knowing how to introduce yourself to someone via email can help your career and your affiliate network. Writing a concise and clear introductory email increases your chances of getting your recipients to take the time to read your email and spark interest in you. You need to avoid some common mistakes to make sure you stand out from the rest of the crowd.
Steps
Definitive start
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Set clear letterheads. Recipients should know the general subject of this email before they even open it. You should also keep the title short; Long titles can be difficult. With an introductory email, it’s best to just write “About – Your Name “.
- Make sure you write your subject line first! A common mistake people make is that they leave the subject line until the end, and that leads to forgetting that they have to write it.
- Mobile devices typically only display about 25-30 characters of title, so keep it short.
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Begin with a formal greeting. Don’t start with “Hello” or “Hi”. You can make such a greeting only if you already know the recipient. Should start the usual formal greeting (Dear). Avoid just stating the recipient’s name in the greeting. [1] X Research Source
- “Dear Mr/Mrs” – When emailing foreigners, if you are unsure of the marital status of the woman you are emailing to, you should always use “Ms.” There will be less touching.
- “Dear Stakeholders” – This should only be used if you are not sure who will receive this email.
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Introduce myself. The first sentence you should introduce yourself to the recipient. This opening sentence will let the recipient know your name throughout the rest of the email.
- “My name is…”
- Include your title if possible. If you have multiple titles, don’t list them all, just use the most important and relevant titles.
Need to be concise
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Explain how you know the recipient’s email address. You need to let email recipients know how you found their contact information. That way you can show them you have access to the right channels to contact them.
- “Your boss gave me this email address”
- “I found this email address on your grandparents’ website”
- “Mr B advised me to contact my grandparents”
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Talk about your last meeting (if possible). Recalling the other person’s memory can make them more interested.
- “We talked a little bit at last week’s conference.”
- “We talked on the phone yesterday”
- “I watched your presentation on…”
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Share a common interest (optional). From there, it helps you have a relationship with the email recipients and avoids the work email being too rigid. To identify common interests, you may need to learn a little more about the recipient. You can find out on channels like Facebook, Twitter, and LinkedIn.
- Make sure you let the recipient know where you found information about this interest, or you’ll be seen as a stalker.
- If possible, try to find a common interest that is related to your work, like an issue in your field or a passion for a job you both share.
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Give a reason for contact. Don’t drag the email too long before mentioning why you’re writing. No one wants to read an email several paragraphs long before they see any similarities. You should explain clearly and candidly what you want and why you are communicating with the recipient about it. If you’re asking for advice or making a request, be sure it’s an accessible request, especially if this is your first contact.
- “I’m interested in learning more about…”
- “I would like to meet with you to discuss further…”
- “I would like your opinion on the matter…”
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Focus only on one topic. Writing emails in a roundabout way can cause recipients to lose interest or forget what is the basic reason you want to write them an email. Write a simple introductory email and only mention one problem to the recipient.
Closing letter
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Thank the recipient for the time. No one likes to read all of your emails, so you need to make sure you thank them for taking the time to read them. This basic courtesy will greatly improve the mood of the recipient and increase your chances of getting a response.
- “I greatly appreciate you taking the time to read this email.”
- “Thank you for taking some unplanned time to read this email.”
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Provide a call to action. Have the recipient write back to you, act out, think about your idea, or whatever they are interested in. Asking questions is also a very effective way to increase interest. [2] X Research Source
- “Please give me a call when you have time”
- “I hope you will arrange to have lunch with me in the near future”
- “What do you think about…?”
- “I look forward to hearing from you”
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End email. At the end of a formal email, you should write a conclusion that is grateful but still concise. A simple greeting can both maintain the formality of the email and still show your gratitude to them.
- “Best regards,”
- “Thank you sir/madam,”
- “Thank you very much, Mr./Mrs,”
- “Thank you very much,”
- Avoid using “Dear,” “Dear,” “Goodbye!,” “Take Care,” “Thank you for your consideration.”
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Add your signature. If you don’t set up an email service that includes a signature, be sure to end the email with your name, title, and contact information. Don’t be cumbersome when listing up to five phone numbers, two email addresses, and up to three websites. Just keep it simple so that the recipient knows the most convenient way to get back to you. Avoid using quotes in signatures. [3] X Research Sources
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- Tsinghua
- thanh.hoa@mail.com
- (555)555-1234
- www.thanhhoawebsite.com
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Reread the email. Before hitting the “Submit” button, you need to take the time to re-read the email a few times, correcting any errors you find. Since this is the first email you communicate with the recipient, you need to leave the best impression possible. Spelling and grammatical errors will quickly make your email unprofessional.
X
wikiHow is a “wiki” site, which means that many of the articles here are written by multiple authors. To create this article, volunteer authors have edited and improved the article over time.
This article has been viewed 26,869 times.
Email is a common form of communication, so knowing how to introduce yourself to someone via email can help your career and your affiliate network. Writing a concise and clear introductory email increases the chances that recipients will take the time to read your email and spark interest in you. You need to avoid some common mistakes to make sure you stand out from the crowd.
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