Writing an email to a stranger is easy. Writing an email to a stranger that gets a response? Not so easy. The typical professional gets so many messages on a daily basis it’s a feat if they even open yours — let alone reply.
Luckily, at HubSpot we know a lot about effective emails. Here are our best tips for introducing yourself over email.
Persuade your recipient to open your email with a compelling subject line. Piquing their curiosity is key; unlike a message from someone whose name they recognize, there’s no guarantee they’ll read yours unless it grabs their attention.
Picking a greeting that they’re familiar with shows you’ve done your research.
As for the second part of the salutation: Their name. I recommend referring to them by first name. These days, that’s the norm across industries.
Steer clear of “[First name] [last name]”, which sounds stilted and robotic, and “Mr./Mrs./Ms. [last name]”, which makes you seem young.
The opening line is one of the most important parts of an introduction email. Here’s where you try to establish relevance. If you succeed, you give your recipient a reason to keep reading.
Even though your first instinct is probably saying something about you — such as “My name is X and I’m reaching out because …” — this will quickly cause their eyes to glaze over.
Never highlight the fact you’re a stranger — it’s like telling your recipient your email will probably be irrelevant.
Instead, you want to lead with something about them. After all, most people like talking about themselves more than any other topic.
Want more inspiration for your salutation? Check out these email opening lines and greetings that put “Hi, my name is” to shame.
Now that you’ve stimulated their interest and genuinely complimented them, it’s time to connect the dots.
For example, let’s say you’re hoping to set up a networking meeting so you can learn more about their role (and potentially get a job referral).
The key is making your explanation as relevant to your recipient as possible. You want them to feel special — not like one person on a list of 100 that you’re emailing. And always make sure you’re writing sales emails prospect’s actually want to read using this five-step process.
Before you ask for anything, you need to provide value. Thanks to the principle of reciprocity, receiving value makes people want to return the favor.
In Influence: The Psychology of Persuasion, Dr. Robert B. Cialdini describes study in which an unknowing test subject received a can of soda from the researcher. The soda cost $0.50.
Later, the same researcher asked the participant to buy $5 worth of raffle tickets. Agreement rates were much higher than for participants who didn’t get any soda.
The final piece of the puzzle? Your call-to-action (CTA). Remove as much friction from your ask as possible; if you want them to meet with you, for example, provide a link to your meetings tool so they can instantly see when you’re both available and book a time. Or if you want them to review a post you’ve written, include the attachment so they can immediately read it.
Try to strike a balance between polite and confident. Phrases like, “I know you’re busy, but …”, “I’d normally never ask, however …”, “You probably don’t have time, so …”, “It would mean the world to me …” and “I’ll be forever in your debt if …” make you seem desperate — and suggest your recipient would be massively inconveniencing themselves by saying yes.
Because you’re reaching out to a stranger, your request shouldn’t be that excessive or unreasonable. If it is, that’s a completely separate issue. Don’t hurt your chances of a “yes” by sounding insecure.
No need to write anything more. The best emails are short, sweet, and concise. After all, extra information or unnecessary details lessen the probability your recipient will actually read the email — they’ll be too put off by its length. You also run the risk of distracting them from what actually matters.
With that in mind, say “thanks,” “thank you,” or “thanks so much” (depending on the size of your request), and add your name. Looking for more sign off ideas? Try one of these powerful email closing lines that’ll intrigue your recipients and prompt responses.
Invite them to an upcoming event.
Want more tips on great follow up? Here’s a guide to sending follow-up email after no response.
Now that you have all the building blocks, let’s see each section in action working together as a full introduction email.
I’m inspired by the work you’ve done in customer success, not to mention your unique career path.
I saw your recent article on managing surges support ticket and had to reach out. I’ve helped companies like yours easily manage accelerated support tickets, which has contributed toward as much as 40% growth in as few as three months — this case study illustrates how.
If you’re interested in learning how to implement some of these strategies in your team, I’d love to share more. Here’s a link to my calendar [insert link].
Introduction emails don’t have to be awkward or unreliable. Follow this formula, and your introduction emails will go over like a charm.