How to write a compelling email introduction

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Image by Muhammad Ribkhan from Pixabay

Emails are a widely used form of communication, especially for business. Indeed, you might get so accustomed to sending them that you stop giving much thought to their quality. However, nothing about your email should be taken lightly. All parts of it—the introduction, the body, and the conclusion—must be written carefully. Especially your introduction.

It’s a popular saying not to judge a book by its cover, but far too many people judge an email by its first few lines. If you do not include a proper introduction, the reader may abandon your email before the end. Readers are said to spend an average of 10 seconds on a brand email. That is very little time, so you need a great introduction to change the stats for you.

This guide will show you how to write the ideal introduction for your next email. Let's get it started. 

What is an email introduction, and why does it matter?

Simply put, an email introduction is how you start an email. In most cases, it serves as the opening paragraph. It tells the reader about you and your business, states the purpose of the email, and sets the tone for the rest of your correspondence. It determines whether or not your readers will read the rest of your message.

A proper introduction is especially important when writing to someone for the first time. Stats say that more than 80% of people will open a welcome email, which is four times higher than the average open rate. You do not get a second chance to make a good first impression. How you pull it off will determine whether your reader will keep reading your emails or bounce them.

Email is one of the most efficient ways to communicate with clients and team members. As a result, you must work hard to improve your email communication. It starts with a proper introduction.

How to write a proper email introduction

To make a good first impression on the reader and persuade them to continue reading to understand your message, your introduction should be well-written. Here are some tips to keep in mind:

  • Short and sweet is best:

Your readers are busy people with a lot on their plates. Hundreds of billions of emails are sent and received daily. You run the risk of being ignored if you start rambling on and on. Your introduction should state the purpose of the email in as few words as possible. This means that you must be careful to use the appropriate words. Remember that an introduction is just that—a starting point—so avoid cluttering it. Do not worry; you have the remaining paragraphs to fully express yourself. 

  • Be cordial:

Email is mostly used for formal purposes, but that does not mean you have to be stiff when writing. Your introduction should be friendly and warm to grab the reader's attention. You can begin with a hook, such as a brief story that explains the purpose of the email or a question that sparks interest. If there is a common ground, such as a mutual friend or a recommendation, you may also mention that, once it relates to the email's overall gist.

The reader's full name should be used in formal emails, while their first name should be used in informal ones. Personalized emails have a 26% higher chance of being opened, according to Campaign Monitor.

  • Use the proper fonts and text formatting:

Do you know that fonts affect how people feel about your email? It's true. Of course, the font style will depend on whether your email is formal or casual, but it should be of reasonable size in either case. The recipient might find it difficult to read if it is too small.

The most popular fonts are Arial, Calibri, and Times New Roman in sizes 11 or 12. Line spacing should be single, 1.5, or double. Ideally, the text should be aligned to the left. It could also be justified, especially if the email is formal.

  • Your subject line matters too:

Yes, we are talking about introductions, but all parts of the email are essential. It should flow seamlessly from the opening to the conclusion. If people will give attention to your introduction and the rest of the email, your subject line must be catchy. According to statistics, the subject line alone can convince 47% of people to open an email and 69% to classify it as spam. The subject line of a formal email should be as direct as possible, while that of a casual email may be more creative. See our post on writing a solid subject line.

  • Always check your spelling and proofread:

Misspelled words and poor grammar make an introduction appear sloppy. And, yes, even the most skilled among us can make those mistakes. Your best bet is to run your introduction and the rest of your email through spelling and grammar checks. These checks can also help you find and eliminate colloquialisms, offensive language, and other things that might have escaped your attention while writing. You can also send a test email to ensure everything checks out on the receiver’s end.

Email introduction examples

For a formal email:

Subject line: [Application for the role of sales manager]

Short greeting: [Dear Mrs. Walsh,]

Introductory paragraph: [My name is Jennifer Ke, and I am writing in response to a recent job posting on the company's website.]

For a casual email

Subject line: [You are snoozing.... and losing big time!]

Short greeting: [Hey André,]

Introductory paragraph: [It’s Sophie here from Moonwalk Stores. Everyone else is taking advantage of our 35% slash sales, so what's stopping you? No need to adjust your budget— we've adjusted our prices to meet you.]

For following up on a referral

Subject line: [Referral from Morgan Myles]

Short greeting: [Dear Mr. Michael,]

Introductory paragraph: [Mr. Morgan has been a friend and associate of mine for the past five years. In one of our recent conversations, he mentioned that you needed some digital marketing services, and I would be happy to work with you on that. That’s why I’m writing.]

For introducing someone else:

Subject line: [Please, meet Barbara Sam]

Short greeting: [Dear Jonathan,]

Introductory paragraph: [ You might recall Barbara from the inter-company luncheon we had six months ago. She is the team leader for the group we are working with on the GIG project. You might want to reach out to her]

Learn how to write the best emails from beginning to end.

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