When writing an email it is prudent to introduce yourself briefly and include a concise subject. Address your main agenda in the topic sentence and include a CTA if necessary. Lastly, depending on your relationship with the recipient, use appropriate salutation.
What is an Email?
An email is an electronic system of instantly exchanging messages from one person to another with the help of the internet. You can also send an email to various recipients at the same time. To send emails, you need to follow the following simple process;
Set up an email account based on your preferred profile, e. g. , Google, Outlook, or Yahoo. Sign in to your email accountWrite the email address of the recipients. You can send it to multiple recipients through CC (Carbon Copy) or BCC (Blind Carbon Copy). Bcc conceals the identity of other recipients. Enter the subject of the email, i. e. , the reason you’re writingWrite your message. You can attach saved files from your computer or phone. Send and check for confirmation that you successfully sent your email.
Ways of Introducing Yourself in an Email
People have different busy schedules, and it takes time to check their emails. When writing an email, you’ve to capture the recipient’s attention and go directly to the point. Below are steps on how to perfectly achieve that.
Understand the Meaning of Self-introduction
A self-introduction mail is where you write to someone you have never met. Such emails usually aim to request or inquire about something like a job, meeting, products, services, etc. Understanding whether it is a self-introduction email or an email to someone you know is key to mail structure.
Use Brief and Informative Subject
The subject is the first thing a person sees when they receive an email notification. The subject line should be brief and capture the recipient’s attention giving him a brief reason why you’re writing. For instance, if you’re welcoming new employees to your company, something like “Welcome to E&N Associates: Here’s What to Expect” would be an ideal subject line. It is brief and directly informs the employees of the purpose of the email.
Use Appropriate Word Choice for Greetings
Consider issues like the formality of the email, the type of company, and the gender of the recipient. For instance, if you’re to a female director in a traditionally formal industry such as a bank, “Dear Ms.” and their surname could be appropriate. If it is a less formal email, a simple “Hello” will do. If possible, do a background check on the recipient before writing the email to know the most appropriate choice of words for your greetings.
Briefly Introduce Yourself and State Reasons for Writing
Remember, the main goal of writing an email is to pass certain information to the other person. After a simple greeting, write a brief paragraph stating your name, position, or possession and why you’re writing to them. In certain situations, indicate how you knew the recipient and the information you’re writing about. For instance, you can include the referee’s name in the email if it is a referral. However, be courteous enough to seek the referee’s permission before including their names in the emails.
Have a Call to Action
After explaining the reasons for writing, you need to make a specific call to action request. For example, you can request a meeting, contact information, or even a reply for the meetings. If you have attached files to the email, indicate them in this section. The tone of the call to action message should be polite and inform a request instead of a demand. You can write something like, “I have attached details of the assignment and the specific guidelines to follow. Kindly go through them and reach out for clarifications.”
Offer Closing Remarks
This should be the last part of an email. Use an appropriate closing phrase depending on the nature of the email. You can use “Yours Sincerely” or “Kind Regards” for a formal email and terms like “Yours Truly” and “Best Wishes” for informal letters or with persons you already have a connection with. You should sign off with your name and contact information.
Proofread Before Sending
It is essential to proofread the entire email before you send it. Proofreading ensures you correctly get the name and the recipient’s email address and helps you correct spelling and grammatical mistakes and include. Lastly, you can send the email.
Conclusion
Learning how to properly introduce yourself in an email is key to catching the recipient’s attention, clearly communicating your message, and creating good first impressions. Put the above tips into practice to perfect your email writing skills.
What are the essentials of introducing yourself in an email?
A proper introductory email should have a concise and direct subject line, proper greeting, your name, reasons for writing, and a professional closing remark.
Is it important to introduce yourself in an email?
Yes. Introducing yourself is an essential skill that helps gain your audience’s attention and listen to what you say.
How do you write subject lines to avoid an email being marked as spam?
Keep your subject line short and personalize your message. Avoid Using exclamation marks, caps lock, and obscure symbols. Don’t be salesly or use spam filter language such as “Free” or “Act Now.”
Are closing remarks Necessary in an email?
Yes. Closing remarks are essential as they help the recipient get your contact information.
