Introduction Email templates can prove to be actual game-changers. Let’s find out why!
Saying hello to people you’ve never met can be so overwhelming! Most of us wonder how to introduce ourselves in an email. So how do we actually do this? Don’t worry, we have your back.
Introduction email templates offer consistency, efficiency, and a professional first impression.
In this blog post, you’ll find:
- Introduction email templates for a variety of scenarios
- Business introduction email samples
- Template for introduction email to new team
- Self-introduction email templates
- First-time email templates
- Sales email templates to load up your funnel
- How to write a follow up email, especially for sales
Ready? Let’s begin.
Table of Contents
How to Write an Introduction Email (5-Step Formula)
1. Keep it under 150 words
A tight, skimmable note prevents drop-off and shows you value the reader’s time.
2. State your purpose in line 1
Lead with the “why” so the recipient instantly knows what’s in it for them
3. Make ONE clear ask
Center the email on a single call-to-action to avoid decision fatigue and boost response rates.
4. Reference something specific about the recipient
Personalization proves you’ve done your homework and builds rapport fast.
5. Close with an easy next step
End with a low-effort action (e.g., “Reply ‘yes’ for details”) to remove friction and keep momentum.
Freelance Writer Introduction Email Templates
As a marketer (writers included), there is only one language your prospect understands – results.
If results fail to ooze from your introduction email, it’ll get dumped. Avoid vague terms like revenue or high quality in your introduction email.
Show tangible results of what you’ve done or how your experiences can add value to the brand. To do this, you can copy these freelance writer introduction email templates.
As a marketer (writers included), results must ooze from your introduction email.
Expert freelance writer introduction email template
| Subject line: Beat (popular competitor) for 3 High Search Volume Keywords |
| Hi (first name),
I regularly read your posts, and I love your view on (what you like). However, I see that you’re missing out on some income opportunities by failing to rank for some vital keywords. What will a conversion rate of 0.001% mean for (name of the brand) if you rank on page 1 of SERPs for these keywords?
In the last 3 years, I have helped more than (number) brands to reach page 1 of SERPs for over (number) keywords. Here are some of my clients:
Do you have time for a call at (time 1 or time 2) for us to discuss this? Alternatively, here’s my Calendly link, or you could send yours.
Thank you for taking the time to read my email. Kind regards, (Your Name/Business Name) |
Beginner freelance writer introduction email template
| Subject line: Quick question about (name of the brand) |
| Hi (name),
I’m reaching out to inquire if you need a freelance writer to help with content production at (company). I’m (your name). I am a certified Inbound Marketing Specialist by HubSpot, and I have written for (website name) and (website name). I can help with writing blog posts, guest posts, website copy, ebooks, and other related marketing assets. Could you let me know if you have this need? Thank you, (Your name) |
Business Introduction Email Templates
A business introduction email introduces you and your company’s product or service to the recipient. Here are some business introduction email templates:
| Subject line: (New client’s name), welcome to (company)! |
| Hi (new client’s name),
Welcome to (company)! I am (your name), and I will be your (role to your client). We’ve got many exciting things going on at (company name), and we’re excited to have you on board. If you have any concerns or questions, feel free to email me anytime. Sincerely, (Your name and email signature)
|
Here’s another business introduction email example:
| Subject line: (Prospect Name), struggling with (pain point) in (location) |
| Hello (name),
I’m (name). I am reaching out to you as a business owner in (location). As you may know, (talk about the recipient’s pain point). (Your company name), prides itself in (your company’s unique selling proposition). (Talk more about the benefits of using your product or service). We’d like to offer you a (special deal) to solve your challenge with (pain point). Are you open to a call at (time 1 or time 2) so we can discuss further? Alternatively, you can reply to this email or call at (phone number). Sincerely, (Your name and email signature) |
Read also: 4 Introduction Email Examples Worth Replying (and Why)
Sales Introduction Email Templates
Sales introduction emails are essential to your sales funnel or process. However, the type of sales email you’ll send depends on the first point of contact with your prospect. For instance, most sales introductions start with a “cold email” and then a “follow-up email.” Also, emails sent by B2B sales professionals might begin with a mutual connection. Here are some sales introduction email templates for:
- Cold emails
- Follow up after an introduction
- Follow-up based on a mutual connection
- Events
Read also: 7 Introduction Email Mistakes To Avoid
Cold introduction email template
Cold emails allow you to connect with prospects who don’t know you or your business. These emails help expand your network and accelerate your lead-generation efforts. For your cold outreach email to be successful, you need to focus on your recipient’s pain points and get to the point quickly.
Check out the following cold outreach sales email templates (if you’re a sales rep, these cold emailing templates can streamline your sales process):
| Subject line: (Lead name), I only need 2 minutes… |
| Hi (lead name),
I’m (your name), and I’ve been discussing with some leading experts in (industry) who shared a few challenges, such as (list the challenges). If you are experiencing the same problems, I’d love to show you how we used (your product/service) to get (the results). The results seem unbelievable, I know. So why don’t I walk you through? I am available for a 10-minute chat on Friday at 4 PM. Let me know if this time works for you. Alternatively, you can schedule a meeting here – (your calendar link). Check out how we helped other customers with the same problems (insert social proof or links here). Regards, |
Read also: 12 Cold Email Marketing Tips To Increase Your Conversion Rates
Here’s another sales email template:
| Subject line: (Lead name), check this out |
| Hey (lead name),
I’m (your name). I know you are busy, so I’ll keep this brief. (Your brand) specializes in (what you do). Our product helps you to (how your product works). That means you get lots of (results from your product) savings. Are you open to a call at (time 1 or time 2) tomorrow so I can explain how you can get (results) from (your product)? Alternatively, you can schedule a meeting here – (your calendar link). Kind regards, (Your name) |
Introduction Email Templates ensure that all essential information is included in the introduction, such as a clear subject line, a concise message, and a call to action.
Follow-up introduction email template
The cold prospecting email templates mentioned above work well for the first. What about follow-ups?
You can send follow-up emails after meeting someone in person or through a mutual contact. Here are some follow-up introduction email templates:
| Subject line: (lead name), it was great to meet you at (event) |
| Hi (lead name),
I’m (your name). It was a pleasure meeting you at (event). You talked about (add specific details about the chat to build a connection), and I would love to chat with you to continue our conversation. If this sounds interesting to you, here’s my contact information
Thank you for your time. I’m looking forward to discussing this with you! Cheers, (Your name & email signature) |
Read more about Meeting Email Subject Lines here
Follow-up email template for a mutual contact
| Subject line: (lead name), it was great meeting you at (event). |
| Dear (lead name),
(Name of mutual contact) introduced us at (event). S/he said you want (details of the need). As s/he may have told you, (name of your company) specializes in (share your unique selling proposition). We have an extensive portfolio and a wide array of strategic solutions you can benefit from. I’ve also attached (document) to explain further. Would you be available for a quick call on Monday at 10 AM? Alternatively, here’s a link to my calendar – (calendar link). Sincerely, |
Event-triggered introduction email template
Sending an event-triggered introduction email is vital when someone signs up for your email list. This helps you establish rapport with the new subscriber. Also, you can send an event-triggered introduction email after a prospect visits a specific page on your site. Here are some event-triggered introduction email templates:
| Subject line: It’s amazing to have you at (your brand name) |
| Hi (lead name),
Thank you for signing up for (podcast, newsletter, purchased product/service, etc.). You’ve taken an excellent step to (what’s the biggest benefit of using your product, service, or offering). Over the next few days, you will receive (what you plan to send and when). I’ll love you to connect with me on (your best social media platform). And if you have any questions concerning (your niche), please ask me. I reply to every single email I receive. Talk soon, (Your name and email signature) |
Read also: How to Write an Introduction Email to New Subscribers
| Subject line: Congrats on purchasing (product/service)! What’s next? |
| Hey (lead name),
I’m (your name), founder of (company name), and I’d love to thank you personally for signing up for (what service do you render). Our company is dedicated to (values or mission of the company) Do you have any questions concerning our product/service? We would like to hear your thoughts so we can serve you better. Feel free to reply to this email, and I’ll personally get in touch. Regards, (Your name and email signature) |
| Subject line: (Lead Name), Here’s your (name of the offer) |
| Hi (lead name),
Thank you for signing up for (newsletter name). As promised, here is the link for (name of free offering). To learn more about (subject), please visit our blog and resource pages.
Feel free to reply to this email with any questions; I’d be happy to help. Best, (Your name and email signature) |
Enhance Your Email Marketing
Make a great first impression with our beautifully crafted, easy-to-customize introduction email templates! Simply personalize your brand’s images, headings, and CTAs, and send professional, engaging introduction emails in minutes!
Also read: How to Create Great Email Newsletters [+ 7 Free Templates]
New Point of Contact (New PoC) Introduction Email Template: To Team
If you have a new account manager or Point of Contact (PoC), you should introduce them to your team. Why? To enhance employee engagement. Here’s a company introduction email template to help (this can also act as a team onboarding email in certain instances).
| Subject line: Meet (name of new point of contact) at (name of company) |
| All Staff Announcement:
I’m happy to let you know that (name of the new point of contact) has accepted our job offer and will join the team as (role) on (date). We are convinced that he/she will be a superb addition to our continued success. (New PoC name) has worked in (role) with increasing authority and responsibilities in that role. (New PoC) is also experienced in (function), holds a degree in (specialty), and is certified by (certifier). In his/her spare time, (new PoC) loves (share something personal). S/he is also a big fan of (another personal detail) and is looking forward to becoming an esteemed part of this organization. We’ll formally welcome him/her on (date). All employees can stop by; treats and appetizers will be served. Here’s the link to sign up if you plan to attend. (Your name and email signature) |
Also read: 12 Email Invoice Templates to Customize and Click Send
Email Templates To Introduce Yourself
As a new employee, introducing yourself to your colleagues is a fantastic idea. This helps you to settle in quickly and make friends. It’s okay to be casual with this email introduction template and allow your personality to shine through. However, don’t go overboard.
Let’s take a look at a couple of new employee introduction email templates.
Self-introduction email templates to your teammates at a new job
| Subject line: A quick ‘hello’ from the new (job title) |
| Hello (Contact name),
I would like to introduce myself as your newest (title). I’m thrilled to be a part of this team, and I look forward to meeting with you as my (you report to this person). Do reach out to me if you have resources to get me up to speed in my new role. I’m also open to a fun “new employee chat.” Sincerely, (Your name and email signature) |
| Subject line: Lunch on me? |
| Dear Team,
My name is (your name), and I’m the newest (role). I look forward to meeting with you all in person, and I am eager to achieve awesome results with you. Perhaps we can schedule a team lunch. All on me! What do y’all say? Kind regards, (Your name and email signature) |
Self-introduction email template for a new role
If you’re a new team leader or manager, you need to make a good first impression from the onset. These self-introduction email templates can help you with that:
| Subject Line: Here’s Your New Sales Manager |
| Dear Sales Team,
I would like to introduce myself as the new sales manager at (company). I am (your name). But you shouldn’t bite your tongue to pronounce my name, should you? So just call me (nickname). I have (number) years of experience in the (industry), during which I have trained and worked as (your roles). But don’t confuse my years of experience for someone older than you. I am younger than y’all. Loving your new sales manager already? It’s what we do, right…say the sweet things to get the sale. So, sweet and fun talk aside, I am really thrilled to join (company). And I believe we’ll have fun as we increase (company) revenue as a team. I look forward to working with you all. Please reach out to me if you need any assistance at (email) and (phone). Regards, (Your name and email signature) |
The above email template can also be modified and sent to a potential employer or client.
Read also: Improve Email Campaign Open Rates with A/B Testing
Introduction Email Templates help avoid errors and inconsistencies that can arise when writing from scratch each time.
Email Templates Resources Summary
| Tool / Resource | Purpose — When You’d Use It |
|---|---|
| EngageBay Introduction Email Template Library | Plug-and-play intro emails you can personalize in minutes. |
| Drag-and-Drop Email Template Builder (EmailAudience) | Design eye-catching, responsive emails without touching HTML. |
| Cold Email Templates (EngageBay) | Proven scripts for breaking the ice with brand-new prospects. |
| Follow-Up Email Templates (EngageBay) | Ready-to-send sequences that keep conversations alive after the first touch. |
| Meeting Email Subject-Line Swipe File | High-open-rate subject lines for scheduling calls or demos. |
| Sales Funnel Guide | Visual framework to align each intro email with the buyer’s journey. |
| Onboarding / PoC Introduction Template | Smoothly introduce a new point-of-contact to teammates or clients. |
| Email Invoice Templates | Professional billing emails that reinforce brand consistency post-deal. |
Conclusion
Introduction emails are powerful for setting the right tone for any relationship, be it with a potential customer, another business, or teammates. These email templates will make your writing process easier and much more effective.
When writing your introduction emails, ensure that you:
- Tailor your template to the recipient
- Are concise and professional
- Proofread it before you hit send
Doing all of these makes you create a great first impression and build long-lasting relationships. And if you need a one-stop solution for email marketing, CRM, customer support, and a powerful drag-and-drop email template builder, look no further than EngageBay!
FAQs on Introduction Email Templates
#1 What is a good introduction email?
A strong Introduction Email Template is a concise message (under 150 words) that states purpose, highlights value and ends with one clear call-to-action.
#2 How do Introduction Email Templates boost response rates?
Well-structured Introduction Email Templates use compelling subject lines, immediate relevance, and a single ask to cut decision friction and lift reply rates above industry norms.
#3 What should the subject line of an Introduction Email Template include?
An effective subject line front-loads a benefit or curiosity in 5–7 words (e.g., “Cut Onboarding Time 30%”) and often weaves in the recipient’s company name for instant relevance.
#4 Can I personalize Introduction Email Templates for different industries?
Absolutely—swap in sector-specific pain points, results, and language so finance contacts see compliance wins while SaaS leads see churn-reduction gains.
#5 How many follow-ups should I send after the initial Introduction Email Template?
Best practice is two gentle follow-ups spaced 3–4 days apart, each referencing the original template and offering fresh context or a quick takeaway to reignite interest.
