How to write an effective introduction email?

Micheli , Invited guest @ Mailrelay

Have you ever sent an introduction email and not received a response?

We know that writing an effective introduction email can be a difficult task, but it is an essential tool for trying to foster business connections and increase your chances of success.

In this article, we will present practical tips on composing an email that will grab the recipient’s attention and increase the chances of getting a response.

Discover how to personalize your email, structure your sentences and paragraphs, and follow up to establish a strong connection with the recipient.

Read on to learn how to write an introductory email that will open doors in the business world!

· The introduction email is a very underused tool

Why is it so important to create a good first impression? How to introduce your project to a new contact over email?

To better understand its relevance, we can think of our own way of acting daily.

When we have a new interest, we dedicate time to it.

For example, when you decide to start exercising, you are extremely motivated during the first weeks, aren’t you?

On many occasions, you feel very enthusiastic when you start a new project, but it is also true that (in many cases) this interest diminishes little by little.

Something similar happens with your subscribers. In the beginning, they will be very interested, open your emails, click on your links more often.

How can you take advantage of this period in your email marketing strategy?

Through an introduction email.

This email, the first email that your new subscriber will receive (if you don’t count the confirmation email), should be used to establish a solid basis and create a longer-lasting relationship with the new subscriber.

There is no excuse for missing this opportunity to establish contact with your subscriber since you can set up an autoresponder campaign and automate the process, if your email marketing software offers this option for your current plan.

9 consejos para que tu email de presentación sea más efectivo

· 9 tips to make your introduction email more effective

1- To start, write an irresistible subject line.

This is the first email they will receive from your company, and it is important that they not only open it but also that the message makes a good impression. To achieve this goal, I recommend that you follow the tips in this article.

It would be interesting if the subject line also shows the general style of the next campaigns, as that would help to make it clear what your tone and form of communication will be. This way, you will avoid surprises in the future.

2- Start by capturing the reader’s attention

You can write whatever you want, but you can’t bore your subscribers.

Take special care in this introduction email. The last thing you want is to bore your contacts in the first paragraph; they are reading about you or your company.

What helps to keep them interested?

I would recommend making use of storytelling techniques. Create a story; try to find an anecdote.

Of course, this is not always easy, as it requires a certain amount of experience.

In this case, don’t worry; focus your answer on your customer’s problem or need.

We usually show more interest in solving our own needs.

3- Show that you have researched and understand the problem.

A simple way to gain a certain degree of trust with customers is to show that you know and understand the problem they are facing.

If you do that in your introductory email, you will score points.

This is a well-known, proven, and effective copywriting strategy.

4- Should you sell or not in the introductory email?

This is a common doubt because many companies are afraid to sell in the first emails.

They think it will annoy their contacts.

Here we have to clarify certain points:

  • If you have not misled your contacts at the time of their subscription to your list
  • If they signed up to solve a specific need.
  • And your product solves that need

Why would the leads be bothered by the fact that you are trying to sell to them?

They will have subscribed to learn more about your product or to learn more about how to solve their problem.

If they have no interest in buying, having them on your list is of little benefit to you.

5- Not too much or too little text, just enough to convince them

Many people worry too much about the length of the text.

If it is too long if it is too short.

But this matters little. You just need to keep two things in mind:

  • Don’t bore your subscribers.
  • Write what you need to achieve your goal, whether it is to explain something about your product or to to convince them to click on a link or to buy.

When you fulfill these two points, you don’t have to worry about the length of your text. However, you can check if there is anything you don’t have to include in the message.

6- Adjust your tone to the context

Create and use a tone that your contacts will understand and share. It would be better not to use expressions or terms your readers are unfamiliar with. Use the same vocabulary as your customers so there are no comprehension problems.

This is something that also helps generate a certain degree of trust because it gives the impression that you belong to the same “social background.”

Elige tus enlaces con atención

7- Choose your links carefully

You will likely want to add at least one link to your email, to achieve the goal of your email marketing campaign.

If the text of your email is quite long, you may want to add more than one link. Even if the landing page is the same, you can include two different texts, ultimately increasing the chances that your subscribers will click on one of them.

Using multiple links can even help you understand your customers’ main objection.

8- Take the next step

Try to always guide your subscribers toward the next step in an attempt to generate micro-conversions and manage to convince your subscribers to accept the communication.

You can try, depending on the case, to:

  • Convince them to sign up for a webinar,
  • Convince them to call you,
  • Explain that there will be an upcoming email,
  • Invite them to download a file,
  • or visit a landing page.

In short, you should ask them to take some action

9- Include some relevant points at the end of the message

Many of your subscribers will likely read the beginning of the email, a small part of the text in the middle, but will skip directly to the end of the newsletter.

It is true that people are always in a hurry.

This is why you should not leave the end of your email “abandoned.” Instead, include an important message, or repeat the link you are trying to promote. It is very likely that they will see this URL.

Personaliza tus correos de presentación

· Personalize your introduction emails

Personalization is a key element in creating a compelling introduction email. because it allows you to establish a connection with the recipient and show them that extra effort has been made to get their attention.

Here are some tips on how to personalize your presentation email:

Use the recipient’s name:

It is crucial that you use the recipient’s name when greeting the subscriber.

Doing that shows them you have taken the time to understand who they are and what they need. For example, “Dear [recipient name].”

Include their company name or job title, but also more custom information:

Research the recipient’s company or job title and use this information to personalize the email.

For example, if the recipient’s company has just released a new product, you could reference this in your introduction email.

Personalize the tone of the email:

The tone of the mass mailing campaign should be customized based on the recipient.

For example, if the recipient is a potential customer, the tone of the email should be more formal and professional.

If the recipient is someone with whom you already have a closer relationship, the tone of the email could be more informal.

Mention how you met the recipient:

If you met the lead through a social media profile or an event, mention this fact in the email.

This way, you are showing them that you are interested in their work and that you made an extra effort to remember and contact them.

Personalize the content of the email:

Personalizing the newsletter content based on the recipient’s interests and needs can be a fantastic way to get their attention.

For example, if the recipient is a social media influencer, you could tailor the content of the email to highlight how your product or service could help them to improve their online presence.


Dear [recipient name],

I am contacting you because I read about your company in [magazine name] and was impressed by your innovative approach to the beauty products market. As the founder of [your company name], I would like to introduce you to our customized solutions that could help your company to keep growing.

I believe that our unique approach at [name of solution] can be a great addition to your company’s product portfolio

. I am confident that our products could benefit your customers. I would like to discuss further how we can work together to help your company remain a leader in this market.

Thank you for your time and consideration.

Best regards,

[Your name].

I hope this section on personalization is useful in helping you improve your article about introduction emails. If you have any further questions or need additional help, please don’t hesitate to ask. I am here to help you with whatever is required.

Estructura sencilla para un correo de presentación

· Simple structure for an introduction email

The structure of the introduction email is crucial for ensuring that the message will reach the recipient clearly and effectively.

Here are some tips on how to structure a compelling introduction message for your leads:


Start the email with a personalized greeting that includes the recipient’s name. For example, “Dear [recipient’s name].”


In the introduction, write your name and the reason why you are contacting the recipient, such as sending him your cover letter

It is essential to keep this part short and concise to capture the recipient’s attention from the beginning.


After the introduction, you can make a connection with the recipient.

For example, you can mention a common interest or refer to an event in which you both have participated.

Presenting the solution:

In this section, present your solution or proposal clearly and effectively.

Use precise language and avoid using jargon or words that may confuse the recipient.

Advantages and benefits:

After presenting the solution, it is important to highlight the advantages and benefits of working with you or using your product or service.

This will help convince the recipient that your proposal is the best option.

Call to action:

You should also include a call to action at the end of the email.

You can invite the recipient to schedule a meeting or reply to the email to receive more information.


Dear [recipient’s name],

My name is [your name], and I am contacting you because I am very interested in your work at [company name]. As a [name of solution] expert, I believe I can help your company improve the efficiency of your production processes and give you valuable information that could help you reduce your costs.

I have a lot of experience in this industry, as I have worked with companies similar to yours and we have achieved remarkable results. I believe that our [name of the solution] would be an excellent addition to your production process and help you increase your profitability.

In addition, our innovative approach and state-of-the-art technology allow us to offer a customized service tailored to the specific needs of each business. I am confident that our solution could provide many advantages for your company.

If you are interested in learning more about our solution and how we can help you improve your production process, please don’t hesitate to reply to this email and schedule a meeting.

Thank you for your time and consideration.

Best regards,

[Your name].

I hope this section on the structure of the introductory email will be helpful. If you have further questions or need additional help, please feel free to contact us. I am here to help you with whatever you need.

The welcome email

This can be a statement of intent about your future mailings, about what you will offer your contacts and how you can help them solve their problems.

In addition, through an email marketing tool, the welcome email will help you maintain a higher deliverability rate, adding new contacts that will receive and open your emails, improving interaction levels with your email marketing campaigns.

It can serve many purposes, much better than sending nothing at all, don’t you think?

Translated by Micheli.

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