The proper etiquette for an email introduction response is to put the sender’s name in the blind carbon copy (bcc) and reply all with your message. Putting their name in the bcc line ensures that they receive your response but not future messages from the other person.
- Address the sender. Begin your email with a greeting, such as “Dear,” followed by the name the sender signed the email with. …
- Thank the sender. …
- Show interest. …
- Request more information. …
- Create a subject line. …
- Include a signature. …
- Proofread your email.
Email intros 101: Connecting people with a professional introduction email
Types of email introductions
You might receive the following kinds of email introductions:
1. Job search
A job search email connects employers with potential new hires. When they’re trying to fill a position quickly, an employer might get in touch with you via a job search email to introduce themselves and their business. You can also email a company you’re interested in working for to introduce yourself and your job search.
2. Networking
A networking email introduces the sender by establishing a professional connection with the recipient. Professionals who want to connect with other professionals can use networking emails, which are most frequently used in business fields, to expand their business network. Professionals can use networking emails to get in touch with people in related fields and broaden their network to include more types of businesses.
3. Sales
An email with a sales pitch encourages the recipient to buy a good or service. If a salesperson wants to increase their clientele, they might send a sales email. Sales emails typically use cordial language and introduce the seller and product to the potential customer.
4. Vendor
An email from a vendor introduces a potential new client to a vendor that the sender is already familiar with. Emails from vendors can help with networking and sales because they are intended to encourage business between the vendor and a potential new client.
5. Remote project team
Members of a team who all work remotely from various locations are introduced in a remote project team email. To establish communication between team members who are working together but may not have met in person, a team leader can email their remote team.
What is an email introduction?
If an employer comes across a candidate’s online profile who has the qualifications and experience the employer is looking for, they may send an introduction email. You can also use introduction emails to contact businesses where you want to work, asking about openings and introducing yourself.
Etiquette tips
By responding to an introduction email in a professional and friendly manner, you can encourage the sender to continue the conversation by following proper email etiquette. Some tips you can use to write your response are:
Follow up promptly
As soon as you can, reply to let the sender know you value their time. Ideally, you should reply to the introduction email within 24 hours.
Personalize your response
Make sure to write a unique email response rather than using a boilerplate or template. By doing so, you can add personality to your reply and demonstrate to the sender your sincere interest in getting to know them.
Show genuine interest
Include a statement indicating your interest in the organization or job the sender is promoting in the email. As you make it clear that you want to work for the company, this may increase your chances of being given consideration as a candidate.
Express gratitude
In your response, include the word “thank you” to express your gratitude to the sender for introducing themselves to you. You can lay the groundwork for friendly communication and respect between you by doing this.
How to respond to an email introduction
The steps to take when responding to an email introduction are as follows:
1. Address the sender
Start your email with a salutation like “Dear,” then follow it with the name the sender used to sign off on it. By directly thanking the person who sent the introduction email, you can establish a conversational tone and demonstrate that you remember who they are.
2. Thank the sender
Thank the person who sent you the email in the first line of your introduction email. A simple “Thanks for the email” or “Thank you for reaching out” will suffice. Immediately expressing your gratitude in response can demonstrate your politeness and demonstrate that you value their message.
3. Show interest
Express your interest in the business or organization the email is coming from. You could also add a sentence or two explaining why the position interests you or why you think you’d be a good fit for the role if someone is reaching out about a specific position.
4. Request more information
Inquire further about the position or business the sender is referring to in the letter. You invite the sender to continue the conversation by requesting more information and expressing interest in what they provided in their initial introduction email.
5. Create a subject line
Change the subject line of the introduction email you received and add a new subject to your email. Writing your own subject line demonstrates that you’ve taken the time to carefully craft an entire email and have answered all of the sender’s questions. Something like “Thank you for the introduction” or “Responding to your introduction” could be the subject line. “.
6. Include a signature
Finish the email with a signature that includes your name and contact information at the end and a sign-off like “best” or “cheers” at the beginning. Include your contact information, such as your phone number and email address, in the message. A signature concludes an email, indicates that it is finished, and provides more options for carrying on the conversation.
7. Proofread your email
Make sure the writing is clear and everything sounds the way you want it to sound before sending your email response. You can also use this time to check for typos, spelling mistakes, or any language that needs revision. Before sending an email, proofreading it ensures that the information is accurate and presented professionally.
Email response examples
Here are a few examples of responses to introduction emails:
Example 1: Response to job search introduction email
Subject: Responding to your introduction
Dear Ms. Jackson,
Thank you for reaching out!
I was thrilled to learn about the marketing associate position with Jackson Advertising, and I believe my five years of marketing experience could be useful to your business. I value the work you do and would be thrilled to be a part of the group.
Please send me any additional details you have about the position, and don’t hesitate to get in touch with me if you have any questions.
I look forward to hearing from you!
Best,
Sandra Diorio
cell: (555)-987-3232
email: [email protected]
Example 2: Response to a networking email
Subject: Thanks for the introduction
Hello, Mr. Baker,
Bolo Industries, I appreciate you taking the time to introduce yourself and your business. I was also happy to learn that you were aware of Flashlight Productions, my company.
I think collaborating would benefit both of our companies, and I’d be open to discussing a partnership for my upcoming project.
If you have any suggestions for how we can work together more effectively, let me know. Maybe we can arrange a phone call to talk about our next steps in the upcoming weeks.
Cheers,
Frank Robelo
cell: (555)-678-9900
work: (555)-880-7654
email: [email protected]
