Whether you are emailing a prospective client that enquired about your services or starting the onboarding process for a new client, it is essential to know how to send a good introduction email. From eye-catching subject lines to including all the right information, there are plenty of things to keep in mind when writing introduction emails to new clients.
In this article, we will take a look at what an introduction email should contain, the best practices for writing one, as well as free templates to use when contacting a new or prospective client for the first time.
Table of Contents [Show]
The Importance of Introduction Emails
Introduction emails are a crucial step when dealing with new or prospective clients. They can set the tone for the rest of the working relationship, so it is incredibly important to make your introduction emails as compelling as possible.
The benefits of sending introductory emails include the following:
✅ Making a Good First Impression: First impressions matter, especially when emailing a new or prospective client. Sending a well-written and informative introductory email to the client will demonstrate your professionalism and attention to detail.
✅ Building Rapport: Establishing a line of communication between you and the new client is the first step to building a good rapport with them. Building a connection with your client can be beneficial in your work together.
✅ Demonstrating Your Value: The introduction email should include a summary of your services, skills, and experience, which can show the new or prospective client the value that you could bring to their business.
✅ Saving Time: Sending a comprehensive email containing answers to frequently asked questions and important information about your services can save valuable time for you and your client to discuss your business together.
How to Write an Introduction Email
When writing an introduction email to a new or prospective client, there are a few things to take into consideration. Always remain professional and friendly, and demonstrate the value that you can bring to them. Show them that you care about their business and are capable and excited to work with them. The steps to writing the perfect introduction email are as follows:
Step One: Write a Compelling Subject Line
Statistics show that up to 69% of people will report an email as spam based on the subject line alone. This is true for prospective clients as well; the subject line should be eye-catching and engaging.
Step Two: Greeting
Your greeting should be professional but personalized. Avoid vague, cookie-cutter greetings such as “To whom it may concern”. Depending on the client and your comfort levels, you can use their first name or Mr or Ms followed by their last name.
Step Three: Explain Why You’re Reaching Out
Your first line should explain why you are contacting them. If you are contacting a brand new client, explain that the email should serve as an introduction to your business and a way to communicate any necessary information.
Step Four: Introduce Yourself
Now that you have their attention, you can introduce yourself to them. If they are a prospecting client, introduce yourself by name and explain what exactly you can offer them. If they are a new client of yours, you need not introduce yourself, but you can thank them for choosing to work with you.
Step Five: Outline the Project (or Proposal)
When speaking with a client that has already decided to work with you, you can use this email to outline the next steps for the project and to schedule an onboarding meeting. If you are contacting a prospective client, you can outline your services and explain the proposal that you have for them.
Step Six: Closing
Once you have finished writing the body of your email, you should thank the client for taking the time to read your email and wish them a good day further. You can also tell them to contact you with any further questions or concerns.
Step Seven: Sign Off
Like your greeting, your sign-off should maintain a level of professionalism while still feeling personal to the client. You can use phrases like “Sincerely,” “Warm regards,” or “Thank you,” and sign off with your name and email signature.
Introduction Email Template
For a Prospective Client:
Dear [Client's Name], I hope this email finds you well. My name is [Your Name], and I am reaching out to you today because I believe that my [service/expertise] can be of value to you and your business. As a [your job title or brief description of your profession], I am passionate about [what you do or what your company does]. I looked up your [company/website/social media], and I am impressed by [specific aspect of their business that caught your attention]. I understand that your time is valuable, so I will get straight to the point. I am interested in exploring the opportunity to [introduce your service, offer your expertise or propose a project]. I have worked with a number of clients in the past, and I believe that my [list specific skills, achievements, or qualifications] could be of great benefit to you. If you are interested, I would love to set up a time to discuss this further with you. I am available at [list the times you are available] for a meeting. Please let me know what works best for you, and I will make sure to accommodate your schedule. Thank you for your time and consideration. I look forward to hearing back from you soon. Sincerely, [Your Name]
For a New Client:
Dear [Client's Name], I hope this email finds you well. I am thrilled to receive your details via my website form, and I appreciate your interest in my services. I wanted to take a moment to introduce myself and share a little bit more about what you can expect from my business. As a [your job title], I am passionate about helping businesses like yours achieve their goals and take their operations to the next level. To get started, I would love to learn more about your business and the specific challenges you face. Could you kindly provide me with some basic information, such as [list the specific information you need from the client to get started]? Additionally, I would like to set up a video call to discuss your needs and requirements in further detail. I am available at [list the times you are available], and I am happy to work around your schedule to find a mutually convenient time to meet. Please don't hesitate to reach out to me with any questions or concerns that you may have. Thank you again for your time, and I am looking forward to your response. Warm regards, [Your Name]
Introduction emails are a great way to build rapport with your clients, whether prospective or established. However, it is important to remain professional and courteous throughout your communications, and to demonstrate your expertise and the value that you can bring to your client’s business.
With the steps and templates outlined in this article, you should be able to impress your new clients with your introduction emails and showcase your services to prospective clients.