Introduction Email Sample: From Prospecting to Taking Over

introduction email sampleGone are the days of sending a hand-written letter with a stamp affixed to it. The internet has transformed the way the world operates and communicates and email is a crucial element. Writing an introduction letter email can be in lieu of an in-person introduction; it can be an invitation to an in-person meeting or it can act as a hand-extended when joining a new team or conducting new business. Many of these initial emails transpire between businesses, between a business and a client, or from a new employee to the rest of the team or the existing customer base. If you are more of a person-to-person communicator, writing an email can seem challenging. Don’t let it get the best of you, learn advanced writing strategies in this course that will improve your writing skills almost immediately.

It’s important to draft this email correctly and to maximize impact as it will be the first impression the recipient gets of you. Learn how to write effective business emails in this course. Just as a note, this is not an alternative to writing an application letter or a cover letter – those have different purposes and formats. The introduction letter is to introduce yourself to someone you will be, or may be, working with in the future. Let’s go over the two types of introduction letters and what they should look like.

All letters should be done on company letterhead and include the date and the recipient’s name and address. These should be spaced apart and left-aligned on the page. For more about proper business writing, check out this easy-to-read article on business writing etiquette.

Business Representative > Potential Client Sample Letter

Within a business, a bulk of the work revolves around seeking out and maintaining clients. When a customer reaches out for more information about your company, it’s best you send an introduction letter explaining who you are, how you will help them and what it is you’re company does. Here is a sample of this kind of introduction letter. Learn more about Email Prospecting in this course.

May 5th, 2014
Barbara Halter
1234 Example Street
Businesscity, VA 23948

Dear Ms. Halter,

Thank you so much for taking the time to check out EducateMe online. We received your request for more information about our Washington D.C. History program. Since your middle school is located in Cape May County, I will be your account manager and contact person as you begin to plan and organize your educational travel trip.

EducateMe is an accredited travel school that offers a once-in-a-lifetime experience for students to learn outside of the classroom. Our trips bring history to life, teaching kids more than they ever thought possible through non-traditional hands-on learning. It’s exciting to think that your class could be standing on the National Mall while taking turns reciting Martin Luther King Jr.’s I Have a Dream Speech; or standing on the steps of the Lincoln Memorial while the EducateMe tour guide regales them with stories of Lincoln’s presidency.

Our organization was founded to get students away from reading dull textbooks that are often hard-to-internalize and plain; we wish to encourage them to learn about our Nation’s history firsthand through the eyes of professional educators who lead our groups around Washington D.C.. Our trips aren’t just educational in the academic sense either, students develop lasting friendships, breakdown barriers, overcome challenges and experience traveling – which is an education in and of itself. This trip has, and will continue to, change lives.

Not only do your students have an experience that they will remember for the rest of their life, they can even earn college credit! As an accredited educational institution we are able to give students credit for their trip. This is an exciting opportunity for your class and it’s something they will be proud of.

I know that you are busy teaching, grading and developing lesson plans – which is exactly why I’m here. My job is to help you tailor the trip to your curriculum, help you introduce the trip to parents, take care of flight and accommodation booking, organize fundraising events, fill out necessary paperwork and deal with accounting so you never have to handle any money. You don’t have to worry about an iota of the trip except getting your kids excited to go!

I’ve enclosed our Teachers Guide in this email for you to review. I’m excited to be a part of this transforming opportunity for Cape May Middle School and I cannot wait to speak with you more about this. I will be in touch with you on Friday afternoon to answer any questions you may have and to send you the starter kit to introduce the program to your students. The kit includes brochures and a letter to the parents, a DVD to play in class and an FAQ sheet so you can answer any questions the students dish you.

I look forward to speaking to you soon. Please let me know if there is a better day or time to reach you.

Thank you,

Taylor Roater

New Team Member > Existing Customers Sample Letter

If you are a new team-member taking over a list of clients or a territory that used to belong to someone else, it’s good business practice to send an email introducing yourself. Here is a sample letter.

May 5th, 2014
Carrie Loloya
1234 Example Street
Businesstown, VA 23948

Dear Ms. Loloya,

I am writing to introduce myself as the new Educational Travel Specialist for Fairbanks Elementary School. I recently joined the EducateMe team and will now be responsible for coordinating any educational travel trips you plan for your middle school students. I’m excited to inform you that Sally has moved up in the company and will be managing our team of specialists.

For the past several weeks I have undergone extensive training to bring me up to speed about company policies, practices and programs. I am ready and excited to help you plan and organize your future trips with EducateMe. As such, I would be love to have the opportunity to speak with you over the phone about your desires regarding the next trip, and any changes to your itinerary I can help accommodate.

My hope is to discuss these plans with you sometime within the next two weeks. Please let me know when would be a convenient time for you by responding to this email. I will contact you on the number I have associated with your account at the end of the two-week period if I have not heard from you.

As your new travel specialist, I look forward to helping you create memories with your students and to ensure that your trip goes as smoothly as possible. Educational travel is the best form of education and I commend you for taking the time and effort to make this a possibility for your kids.

I look forward to speaking with you soon and working with you in the future.

Sincerely,

Tom Colbert

There are of course other reasons you may have to write an introduction email. You may be introducing yourself to your co-workers, or a business proposing a partnership with another business. These two examples are templates to guide you as you draft your own unique and compelling introductory letter. If you aren’t too writing savvy, it’s okay, check out this course on business writing. I’m sure it will give you the tips you need to create a stellar email and to make a first great impression.