The short answer
An introduction email tells someone who you are, why you are writing to them in particular, and the one thing you are asking for. Open with the connection you share, keep it under 150 words, and end with a question they can answer yes or no. Below are 12 templates, subject lines and a WhatsApp version.
Most introduction emails fail in the first two lines. They open with the sender’s name and company history, and the reader has no reason yet to care. The ones that get replies open with the connection: who sent you, what you saw, or what you share.
How to write an introduction email that gets a reply
- A subject line they recognise: a mutual contact, their company, or the event where you met.
- The connection, first: why you are writing to them and not to anyone else.
- Who you are, in one sentence: role, company and the result you are known for.
- One ask: a short call on named days, a document, or an introduction. Not three.
- Your details: a signature with your direct number, so they can reply the way they prefer.
Keep it under 150 words. If it needs scrolling on a phone, it is too long. Every template below follows this order; the brackets are where your specifics go, and the specifics are what get the reply.
Introducing yourself: 5 templates
1. Introducing yourself to a prospectEmail
Subject: [Their company] and [the problem you solve]
Hi [name],
I'm [your name], [role] at [company]. We help [type of company] [result], most recently [a client like them] cut [metric] by [amount].
I noticed [specific, recent thing about their company]. If [problem] is on your list this quarter, would a 15-minute call next week be useful?
[Your name]
The line about them has to be real and recent. If you cannot write it, you are not ready to send.
2. Someone suggested you writeEmail
Subject: [Mutual contact] suggested I get in touch
Hi [name],
[Mutual contact] suggested I write to you. I'm [your name], and I run [what you do] at [company].
[Mutual contact] mentioned you are working on [their project]. We did something similar for [example], and I'd be glad to share what we learned.
Would a short call on Tuesday or Thursday work?
[Your name]
Put the mutual contact in the subject line. It is the only reason this email gets opened.
3. New in your role, to a clientEmail
Subject: Your new contact at [company]
Hi [name],
I'm [your name], and from this week I look after [their account] at [company]. [Previous contact] has briefed me on [current project], so nothing changes on your side.
My direct line is [number], and I'm on WhatsApp on the same number. Could we have 20 minutes in the next two weeks so I can hear what matters most to you?
[Your name]
Clients worry about continuity. Say early that you have been briefed.
4. To a new team at workEmail
Subject: Hello from [your name], new in [team]
Hi all,
I joined [team] this week as [role]. Before this I spent [time] at [company], working on [area].
I'll be working on [project], so I'll likely need [kind of help] from some of you. If you have ten minutes for coffee in the next fortnight, I'd like to hear what you are working on.
[Your name]
Say what you will work on and who you will need. It turns a hello into a reason to reply.
5. To a possible partnerEmail
Subject: [Your company] + [their company]: a shared customer problem
Hi [name],
I'm [your name] at [company]. We both sell to [shared customer type]: you with [their product], us with [yours].
Our customers keep asking for [thing their product does]. I think there is a simple referral or integration here. Worth a 20-minute call to see?
[Your name]
Lead with the overlap, not your pitch. Partners reply to a shared customer problem.
Introducing two people: the double opt-in
A double opt-in introduction asks each person privately before connecting them. It takes an extra message and saves you from the introduction that one side never wanted. Use template 6 with each person, then template 7 once both say yes.
6. The double opt-in: asking firstEmail or WhatsApp
Hi [name A],
I know [name B], [role] at [company B]. They are [doing something relevant to A], and I think a conversation could help you both with [shared topic].
Happy to introduce you if you'd like. No pressure either way.
[Your name]
Ask both sides before connecting them. A busy person who said no to an intro will remember who sent it anyway.
7. The introduction itselfEmail
Subject: Intro: [Name A] <> [Name B]
[Name A], meet [Name B], [role] at [company B]. [B] [one line on what B does and why it matters to A].
[Name B], meet [Name A], [role] at [company A]. [A] [one line on what A does and why it matters to B].
You're both working on [shared topic], so I thought you should talk. I'll leave it to you two from here.
[Your name]
One line on each person, one reason they should meet, then step out of the way.
8. Asking someone to introduce youEmail
Subject: Would you introduce me to [name]?
Hi [connector],
I'd like to meet [name] at [company] about [specific reason]. Would you be comfortable introducing us?
To make it easy, here's a short blurb you can forward as it is:
"[Your name] runs [what you do] at [company]. They've helped [similar company] with [result] and would like 15 minutes to compare notes on [topic]."
Thanks either way.
[Your name]
The forwardable blurb is the whole trick. It saves the connector from writing anything.
After an event
An introduction after an event is half introduction, half follow-up. If you already had a proper conversation and a next step, use a conference follow-up email instead. These two are for the people you only half met.
9. You met briefly at an eventEmail
Subject: From the [event] coffee queue
Hi [name],
We spoke briefly at [event] on [day], about [what you talked about]. I'm [your name] from [company].
You mentioned [their problem]. Here's [the article, deck or contact] I said I'd send.
If it's useful, I'm happy to talk it through on a call next week.
[Your name]
Name the moment, not just the event. They met a hundred people; they talked about one problem with you.
10. You saw them speak but never metEmail
Subject: Your talk on [topic] at [event]
Hi [name],
I was in the audience for your session at [event]. Your point about [specific point] matched what we see at [company], where [one line of your context].
I'm [your name], [role]. I'd value 15 minutes to hear how you handled [related problem]. Would any time in the next two weeks work?
[Your name]
Speakers get dozens of these. Quoting a specific point proves you were listening.
Handovers and replies
11. Replacing a colleague who is leavingEmail (sent by the person leaving)
Subject: Introducing [new contact], who takes over from me
Hi [name],
I'm leaving [company] at the end of the month, and I wanted you to hear it from me. [New contact] will look after [your account] from [date].
[New contact] has worked on [relevant experience] and has my notes on [current project]. I've copied them here so you have their details: [email], [phone].
It's been a pleasure working with you.
[Your name]
Sent by the person leaving, not the replacement. That is what carries the trust across.
12. Replying to an introductionEmail
Subject: Re: Intro: [Name A] <> [Name B]
Thanks, [connector], moving you to bcc.
[Name], great to meet you. [One line on why you are glad to be introduced.]
Would [day] at [time] or [day] at [time] work for a 20-minute call? Here's my calendar if neither suits: [link].
[Your name]
Reply within a day, thank the connector, move them to bcc, and offer two times.
Introduction email subject lines
The subject line has one job: make them recognise why it is in their inbox. Names and shared context beat cleverness.
- [Mutual contact] suggested I get in touch
- Intro: [Name A] <> [Name B]
- From [event]: [the topic you discussed]
- Your new contact at [company]
- [Their company] and [the problem you solve]
- Would you introduce me to [name]?
Skip “Introduction”, “Quick question” and “Touching base”. They describe the email without giving a reason to open it.
The WhatsApp version
Across the Gulf and the Levant, a first message often goes on WhatsApp, especially after you have met in person or a mutual contact has shared your number. Cut the email to three lines and lead with your name, because they may not have you saved:
WhatsApp introductionWhatsApp
Hi [name], this is [your name] from [company]. [Mutual contact] gave me your number.
We help [type of company] with [result]. Would a 10-minute call this week be OK?
Send it during working hours, and save your details in their phone with a contact card so the next message shows your name.
Make it easy to save you
Whatever you send, include a way to save your details in one tap: a contact card, or a link to a digital business card. A reply is more likely from someone who can find you again, and you can make a card free.
Introduction email mistakes
- Starting with yourself. “My name is…” is the weakest first line. Lead with the connection.
- Two or three asks. A call, a deck and a referral in one email gets none of them.
- Introducing people without asking. Use the double opt-in, every time.
- Attachments on a first email. They trip spam filters and nobody opens them. Link instead.
- No direct number. Add a clean signature; our free email signature generator makes one in a minute.
- Not replying to an introduction for days. The person who introduced you is watching. Reply within a day.
Introduce yourself without typing a thing.
In person, a bl1nk card does the introduction: one tap or scan opens your profile, saves your details to their phone, and its AI assistant answers their questions while you talk to the next person. Free for one person.
