How to Write an Introductory Business Email: Dos and Don'ts

Business Email Basics

Writing an introductory business email can be confusing, especially if you are not sure where to start.

First impressions matter in professional settings. An excellent introduction email can open the door to positive responses from your recipients.

An introduction email should be concise, informative and friendly. You want to introduce yourself, explain why you are reaching out, and include helpful contact information.
Introductory Business Email Dos and Don'ts

To help you get started, this lesson provides easy examples of how to write an introductory business email. We will cover best practices, common mistakes to avoid, and sample emails you can use as frameworks or templates for your own messages.

If you want to write an introduction that will impress your boss or clients, you need to start with the right mindset. People are busy. Your business email should be clear and to the point. It should grab your reader's attention before they move on to the next item in their inbox.

Remember: good writing is about getting your message across in a clear, concise, and compelling way. (Compelling means interesting and persuasive.)

Click Here for Step-by-Step Rules, Stories and Exercises to Practice All English Tenses

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Writing Introductory Business Emails: Dos and Don'ts

1) Be clear and Concise

Keep your message to several sentences. Try to state your main points in a clear sentence, few paragraphs, or bullet list.

GOOD EXAMPLE (clear and brief):

Hello Lisa,

I'm reaching out to see if increasing sales while simultaneously improving user experience is a priority for your team.

Our service can help you achieve both goals, at half the cost of other solutions.

Please let me know if you'd like to discuss this further.

Best,
Brad White
Sales Manager
QuickFountain Solutions


BAD EXAMPLE (too long!):

Hello Lisa,

I hope you are having a great day.

I am reaching out to see if increasing sales while simultaneously improving user experience is a priority for your team. Our service can help you achieve both of these goals and more with our suite of innovative products. We offer a comprehensive solution that allows you to identify potential opportunities and capitalize on them quickly in order to maximize profits and customer satisfaction alike.

Our platform gives you full visibility into the user journey so that you can better understand their needs, as well as access to real-time analytics which provide valuable insights into how your customers interact with your product or service. This data can be used to refine campaigns, develop stronger relationships with customers, and craft more effective strategies for growth. Additionally, our products are designed with scalability in mind so that they can easily adapt to any changes in the market or customer base.

If you would like to further discuss this topic, please don't hesitate to reach out and I would be more than happy to provide more information. We are always looking for ways to help businesses reach their goals, and I believe we can be of service in this particular case.

Thank you for your time and thank you for considering us.

Best,
Brad White
Sales Manager
QuickFountain Solutions


As you can see from the examples above, it is essential to keep your introductory business email brief and focused. You want to make sure that you get your point across without overwhelming the reader with too much information!


2) Mention anything (or anyone) you have in common with the recipient. This helps create a connection and makes them more likely to read your message.

- If you are familiar with the person, highlight any mutual connections between you.
For example:
"Jenny told me you are looking for a new marketing assistant. I am a recent university graduate with the skills and experience you need."

- Reference past communications or even communication attempts.
For example:
"It was great chatting with you at the conference last month. I wanted to follow up and see if you were interested in learning more about our services."
Another example:
"It looks like you spoke with one of my colleagues Sharon and mentioned that you were not interested. I'm reaching out to see if I could offer you a better deal."


- Mention a similar client you successfully helped.
For example:
"Recently, we assisted "Benny's Food Trucks", who had an issue similar to yours. With our help, they were able to overcome their challenge and see real results within less than a week."

- Genuinely comment on the recipient's work or accomplishments.
For example:
"Your recent newsletter on marketing trends was very insightful. Especially the tip about using videos on social media.


These points help create a connection and increase your chances of getting your email read and answered.


3) Use the right tone: Your email should be professional, yet warm and friendly. You want to make sure you don't sound overly formal, but that your message is not too casual either.


Good examples of tone:

• Positive & Enthusiastic: "I am confident our solution can help you achieve your desired results."

• Respectful & Polite: "I appreciate your time and would be grateful if you could take a few moments to review this proposal."

• Assertive & Direct: "I believe our product is the best choice for your needs."

By using the right tone, you are showing respect for the recipient and indicating that you understand their needs. This will make them more likely to respond positively to your message.


Bad examples of tone:

• Overly Formal: "I would be honored if you could take the time to review this proposal."

• Too Casual: "Hey, thought you should check out our awesome product."

• Pushy & Aggressive: "If you don't purchase our solution, then you will regret it."

These examples come across as insincere or overly aggressive. This can make people not want to work with you.


4) Include a call to action: Make it clear what you want the recipient to do.

Examples:

• "I would love to schedule a meeting with you to discuss our services."

• "I am looking forward to hearing your feedback on the proposal."

• "Could you take a few moments to review our product?"

By including a call to action, you are making it easier for the recipient to take the next step.


Now let's put these tips into action and write an example introductory business email.

Subject Line:  Lisa - reconnecting

Hi Lisa,

I hope this message finds you well. It was great catching up with you at the conference last month and I wanted to follow up and see if you were interested in learning more about our services.

Recently, we assisted "Benny's Food Trucks", who had an issue similar to yours. With our help, they were able to overcome their challenge and see real results within less than a week.

We could do the same for you.

I would love to schedule a meeting with you to discuss our services in more detail. When would be a good time for you?

Thank you for your time and I look forward to hearing from you soon.

Best,
Brad White
Sales Manager
QuickFountain Solutions


This introductory business email template covers all the key elements you need to make a good first impression: an introduction, background information about similar clients, the right tone and a call to action. It is not too long and conveys the message in an effective manner.


Here is another example introductory business email. This time, it's even shorter:

Subject Line: Application for Software Engineer Position

Dear Hiring Manager,

I am writing to apply for the software engineer position at your company. I have a degree in computer science from Pittsburgh University and 3 years of experience as a software engineer. I am skilled in the latest technologies and have developed a range of applications (link to my  portfolio included).

I believe that my skills and experience make me an ideal candidate for this position, and I look forward to discussing this opportunity with you further.

Sincerely,
Benjamin Miller
Software Engineer
benjaminmiller.com/portfolio


Combine these tips with the basics (such as proper word choice, spelling, and grammar) to create an introductory business email that will leave a good impression and help you in achieving your objectives faster.

See Also:

- Formal vs Informal Emails: from “Hey!” to “Dear Sir”

- Language Register: Formal, Informal, and Neutral

- Common Writing Mistakes in English

- Learn to Write in English

- Online Writing Assessment

- For Beginners: How to Write Correct Sentences in English

- For Intermediate Learners: Better English Writing

- For Advanced Learners: Advanced English Writing Techniques


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