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
An introduction email should be concise, informative
and friendly. You want to introduce yourself,
explain why you are reaching out, and include helpful
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.
writing is about getting your message across in a clear,
concise, and compelling way. (Compelling means interesting
Click Here for Step-by-Step Rules, Stories and Exercises to Practice All English Tenses
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):
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
Please let me know if you'd like to discuss this further.
BAD EXAMPLE (too long!):
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
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
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.
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!
- If you are familiar with the person,
highlight any mutual connections between you.
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.
"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
"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."
"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
"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
- Genuinely comment on the
recipient's work or accomplishments.
"Your recent newsletter on marketing trends was
very insightful. Especially the tip about using videos on social
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
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:
"I would be honored if you could
take the time to review this proposal."
"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.
"I would love to schedule a meeting with you to discuss our
"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.
Line: Lisa - reconnecting
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
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
Here is another example introductory business email. This time,
it's even shorter:
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.
Combine these tips with the basics (such as proper
, and grammar
to create an introductory business email that will leave a good
impression and help you in achieving your objectives faster.
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