Introduction Email Templates: 20+ Examples (2026)
A good introduction email template is the difference between getting a response and getting ignored. Whether you're starting a new job, following up after a conference, or introducing your business to a potential partner, that first email sets the tone for the entire relationship.
I've put together 22 copy-paste templates for every situation you'll run into - self-introductions, team intros, business outreach, post-event follow-ups, and warm introductions. As someone who's built Wave Connect from the ground up, I've sent (and received) more introduction emails than I can count. These are the ones that actually work.
TL;DR
A professional introduction email should be under 150 words and include five elements: a specific subject line, who you are, why you're reaching out, the value you bring, and a clear next step. Personalized subject lines get 26% more opens. Below you'll find 22 ready-to-use templates for self-introductions, new team emails, business outreach, event follow-ups, warm introductions, and follow-up messages you can copy and customize in under 2 minutes.
What You'll Learn
- The 5-part framework: How to structure any introduction email so it actually gets read
- 22 copy-paste templates: Self-intros, team intros, business emails, event follow-ups, warm intros, and follow-ups
- Subject line formulas: 12 subject lines organized by situation with open-rate tips
- Common mistakes: The 5 things that kill introduction emails before they get opened
How to Write an Introduction Email (5-Part Framework)
Every effective introduction email has five parts: a specific subject line, a clear opening line, context for why you're reaching out, the value you bring, and a concrete call to action. Skip any of these and your email either gets ignored or feels incomplete. The best introduction emails are under 150 words - anything longer and you're making the reader work too hard. According to Campaign Monitor, personalized subject lines increase open rates by 26%.
Here's the framework I use every time:
- Subject line: Be specific, not vague. "Sarah - quick intro from the Austin conference" beats "Hello" every time.
- Opening line: Who you are + why you're emailing. One sentence max.
- Context: How you're connected - mutual contact, shared event, industry overlap. This is what makes it feel personal, not random.
- Value proposition: What's in it for them? Not what you want - what you bring.
- Call to action: A specific next step. "Are you free for 15 minutes next Tuesday?" is way better than "Let me know if you'd like to chat sometime."
Think of this like your elevator pitch in written form. You've got about 8 seconds of someone's attention before they decide to keep reading or archive your email. Make those seconds count. ⚡
One more thing - your email signature is a silent introduction in every message you send. A clean signature with your photo, title, and links does heavy lifting before the recipient even reads the body. If yours needs work, check out our guide on adding digital business cards to email signatures.
Self-Introduction Email Templates
A self-introduction email works best when you lead with context (why you're reaching out) before credentials (who you are). Nobody cares about your title until they understand why your email matters to them. Here are five templates for the most common self-introduction scenarios.
1. Introducing Yourself to a New Client or Account
Subject: Your new point of contact at [Company]
Hi [Name],
I'm [Your Name], and I'll be your primary contact at [Company] going forward. I've reviewed your account and I'm up to speed on [specific project/goal they care about].
I'd love to set up a quick intro call so I can learn about your priorities and how I can best support you. Would [Day] at [Time] work?
Looking forward to working together,
[Your Name]
2. Introducing Yourself After a Career Change
Subject: Former [old role] now in [new field] - would love to connect
Hi [Name],
I recently transitioned from [old industry/role] to [new industry/role], and your work on [specific project or content] caught my attention. My background in [relevant skill from old career] gives me a unique perspective on [their area].
I'd really appreciate 15 minutes to hear about your experience in [new field] and any advice you'd share. Would you be open to a quick call or coffee?
Thanks,
[Your Name]
3. Introducing Yourself to Someone You Admire
Subject: Your [article/talk/project] changed how I think about [topic]
Hi [Name],
I'm [Your Name], a [your role] at [Company]. I came across your [specific piece of content] and it completely shifted my approach to [specific topic]. I actually applied [specific takeaway] to [what you did with it].
No ask here - just wanted to say thanks and let you know your work is making an impact. If you're ever open to a conversation, I'd be honored.
Best,
[Your Name]
4. Introducing Yourself When Joining a Professional Organization
Subject: New [Organization] member - excited to get involved
Hi [Name/Group],
I just joined [Organization] and wanted to introduce myself. I'm [Your Name], a [role] specializing in [area]. I've been in [industry] for [X years] and I'm looking to connect with others who are working on [shared interest].
I'd love to hear about any upcoming events, committees, or projects where I could contribute. What's the best way to get involved?
Excited to be here,
[Your Name]
5. Self-Introduction at a New Company
Subject: New [role] on the [department] team - hello!
Hi [Name],
I'm [Your Name] and I just started as the new [role] on the [department] team. Before this, I was at [Previous Company] where I [relevant accomplishment]. I'll be focusing on [what you'll work on].
I've heard great things about the work you're doing with [their project], and I'd love to grab a coffee (virtual or real!) to learn how our teams overlap.
Looking forward to meeting you,
[Your Name]
Quick tip: your LinkedIn headline is often the first thing people check after getting your email. Make sure it tells the same story your introduction email does. 💡
Introduction Email to a New Team
An introduction email to a new team should be warm, brief, and signal that you're there to collaborate - not just announce your arrival. Whether you're the new hire or the new boss, the goal is the same: make people feel comfortable reaching out to you. Here are three templates for the most common team introduction scenarios.
6. New Employee Introducing Themselves to the Team
Subject: Hey team! Your new [role] here
Hi everyone,
I'm [Your Name], the new [role] starting on [date]. I'll be working on [specific area/project], and I'm really looking forward to it.
A little about me: I previously worked at [Company] doing [what you did]. Outside of work, I'm into [hobby/interest - keeps it human].
I'm a big believer in just reaching out, so don't hesitate to say hi - I'd love to learn how we'll work together. See you soon!
[Your Name]
7. New Manager Introducing Themselves to Direct Reports
Subject: Looking forward to working with all of you
Hi team,
I'm [Your Name], and I'll be stepping into the [role] position starting [date]. I wanted to reach out before my first day to say how excited I am to join this team.
My management style is [brief description - e.g., "collaborative and transparent"]. My first priority is listening - I want to understand what's working, what's not, and how I can support each of you.
I'll be scheduling 1-on-1s with everyone in my first two weeks. In the meantime, my door (and inbox) is always open.
See you soon,
[Your Name]
8. Team Lead Announcing a New Hire
Subject: Welcome [New Hire Name] to the team!
Hi team,
I'm excited to announce that [New Hire Name] is joining us as [role] starting [date]. [He/She/They] will be focusing on [what they'll work on].
[New Hire Name] comes from [Previous Company] where [he/she/they] [relevant accomplishment]. [He/She/They] brings great experience in [skill area] that will really strengthen our work on [project].
Please join me in welcoming [New Hire Name] - and feel free to reach out to say hi before [his/her/their] first day!
[Your Name]
Business Introduction Email Templates
A business introduction email should communicate who you are, what your company does, and why the recipient should care - all in under 150 words. The biggest mistake I see? Leading with your company's entire history instead of the problem you solve. Here are four templates that get straight to the point.
9. Introducing Your Company to a Potential Partner
Subject: Potential partnership between [Your Company] and [Their Company]
Hi [Name],
I'm [Your Name], [role] at [Your Company]. We help [target audience] with [core value proposition], and I think there's a natural overlap with what you're building at [Their Company].
Specifically, I see an opportunity to [partnership idea - be concrete]. We've done similar work with [reference client or example], and the results were [brief outcome].
Would you be open to a 20-minute call to explore whether this makes sense for both sides?
Best,
[Your Name]
10. Introducing Your Services to a Prospective Client
Subject: Quick idea for [their company's specific challenge]
Hi [Name],
I noticed [specific observation about their business - a blog post, a product launch, a job listing]. It looks like [their company] is focused on [growth area].
At [Your Company], we help companies like [similar client] with [specific service]. We recently helped [reference] achieve [brief result].
I have one idea that might be useful for your team. Worth a 15-minute call?
[Your Name]
11. Introducing a New Product or Service to Existing Clients
Subject: Something new that solves [problem they've mentioned]
Hi [Name],
We've been working on something I think you'll find useful. Based on your feedback about [specific pain point], we built [new product/feature] to help with [outcome].
Here's what's different: [one key differentiator]. Early users are seeing [brief result or reaction].
Want me to walk you through a quick demo? Happy to set up 15 minutes whenever works for you.
Thanks,
[Your Name]
12. Vendor Introduction to a New Business Contact
Subject: [Mutual Contact] suggested I reach out
Hi [Name],
[Mutual Contact] mentioned that you're looking for a [type of vendor/service]. I'm [Your Name] from [Company] - we specialize in [specific service area] and have worked with companies like [reference].
I'd love to learn more about what you're looking for and share how we might be able to help. Would [Day] at [Time] work for a quick intro call?
Best,
[Your Name]
Introduction Email After Meeting at an Event or Conference
An introduction email after an event should reference something specific from your conversation - not just "it was great meeting you." Specificity is what separates your follow-up from the 30 other generic emails they got that week. The sweet spot is within 24 hours, while the conversation is still fresh. Here are four templates for different event scenarios.
For a deeper dive on the full follow-up process (timing, LinkedIn strategy, CRM tracking), check out our guide on how to follow up after a networking event.
13. Follow-Up After a Conference or Networking Event
Subject: Great meeting you at [Event Name] - [specific topic]
Hi [Name],
It was great connecting at [Event Name] yesterday. Our conversation about [specific topic you discussed] really stuck with me - especially your point about [something specific they said].
I looked into [what you mentioned you'd do], and I think [brief insight or resource]. Happy to share more if you're interested.
Here's my contact info so we can stay connected: [link to your digital business card or portfolio]
Looking forward to continuing the conversation,
[Your Name]
14. Follow-Up After a Trade Show Booth Conversation
Subject: Following up from [Trade Show] - the [product/demo] you asked about
Hi [Name],
Thanks for stopping by our booth at [Trade Show]. You had some great questions about [specific topic they asked about].
As promised, here's [the resource, case study, or info you mentioned]. I also wanted to share [one additional insight related to their question].
Would it make sense to schedule a call to dig deeper into how [your solution] could work for [their company]?
[Your Name]
15. Follow-Up After a Casual Networking Mixer
Subject: The [topic] conversation from last night
Hi [Name],
I really enjoyed our conversation at [event] last night. It's rare to meet someone who's as passionate about [shared interest] as I am.
I was thinking about what you said about [specific topic], and it reminded me of [article, resource, or idea]. Thought you'd find it interesting.
Would love to continue the conversation over coffee sometime. Let me know what works for you.
[Your Name]
16. Follow-Up After a Mutual Introduction at an Event
Subject: [Mutual Contact] introduced us at [Event] - following up
Hi [Name],
[Mutual Contact] introduced us at [Event], and I'm glad they did. Your work in [their area] is exactly the kind of [overlap/collaboration/insight] I've been looking for.
I'd love to find time to continue our conversation, especially around [specific topic]. Are you available for a 15-minute call next week?
Here's my full contact info for easy reference: [digital business card link]
Best,
[Your Name]
Pro tip: instead of hoping they remember you from a pile of paper cards, share your digital business card right in the follow-up email. One tap and they have your full profile, links, and contact info saved permanently. Way more memorable than a .vcf attachment. 🚀
Want more strategies for making connections stick at events? Here's our guide on how to stand out at networking events.
Warm Introduction Email Templates
Warm introductions have a response rate 5-10x higher than cold outreach because trust transfers through the mutual connection. But there's a right and wrong way to ask for one. The key is making it easy for the connector - give them enough context to copy-paste, and never make them do the work of explaining why the intro makes sense. These templates cover all three roles in a warm introduction.
17. Asking a Mutual Contact for an Introduction
Subject: Quick favor - intro to [Person's Name]?
Hi [Connector's Name],
I noticed you're connected with [Person's Name] at [Their Company]. I'm working on [specific project or goal] and I think [he/she/they] would be a great person to learn from.
Would you be comfortable making an introduction? Here's a blurb you can forward or paste:
"[Your Name] is a [your role] who specializes in [area]. [He/She/They] is working on [specific thing] and would love to pick your brain about [specific topic]. [His/Her/Their] email is [email]."
Totally understand if it's not the right time - and I appreciate you either way.
Thanks,
[Your Name]
18. Making the Introduction for Two People You Know
Subject: Intro: [Person A] meet [Person B]
Hi [Person A] and [Person B],
I've been wanting to connect you two for a while. [Person A], meet [Person B] - [brief description of Person B and why Person A should care]. [Person B], meet [Person A] - [brief description of Person A and why Person B should care].
I think you'd both benefit from a conversation about [shared topic]. I'll let you two take it from here!
Best,
[Your Name]
19. Following Up After Someone Introduced You
Subject: Re: Introduction - great to meet you, [Name]
Hi [Name],
Thanks for the intro, [Connector's Name]! Moving you to BCC so your inbox doesn't get flooded.
[Name], it's great to meet you. As [Connector] mentioned, I'm working on [specific thing] and I'd love to hear your perspective on [specific topic].
Would you have 15 minutes for a quick call this week or next? Happy to work around your schedule.
Best,
[Your Name]
Warm intros are basically online networking at its best - someone else vouches for you before you even show up. 🤝
Follow-Up Introduction Email Templates
If your first introduction email didn't get a response, don't assume the person isn't interested - they're probably just busy. Research from Harvard Business Review shows that follow-up emails have higher response rates than initial outreach, yet most people never send one. The trick is adding new value - not just saying "bumping this to the top of your inbox."
20. Follow-Up When Your First Email Got No Response
Subject: Re: [Original Subject] - one more thought
Hi [Name],
I sent a note last week about [brief topic recap]. I know inboxes get crazy, so just wanted to circle back with one more thought.
I came across [article, data point, or insight] that's relevant to [something they care about]. Thought it might be useful regardless of whether we connect.
Still happy to chat if the timing works. If not, no worries at all.
[Your Name]
21. Follow-Up After an Initial Meeting
Subject: Next steps from our conversation
Hi [Name],
Really enjoyed our conversation on [day]. Three things stuck with me:
1. [Key point from the meeting]
2. [Something they mentioned that you followed up on]
3. [Your idea or next step]
As discussed, I'll [action you committed to] by [date]. And here's the [resource/link] I mentioned.
Talk soon,
[Your Name]
P.S. Here's my digital business card if you want to save my details: [link]
22. Follow-Up to Reconnect with an Old Contact
Subject: It's been a while - how's [their project/company]?
Hi [Name],
It's been a while since we last connected, and I wanted to check in. I saw [something recent about them - a LinkedIn post, a company announcement, a promotion] and it reminded me of our conversation about [specific topic].
A lot has changed on my end too - I'm now [what you're up to]. Would love to catch up and hear what you've been working on.
Coffee or a quick call sometime this month?
[Your Name]
Building a strong personal brand makes every follow-up easier - people remember who you are and are more likely to respond. 🌟
Subject Lines That Get Your Introduction Email Opened
Your subject line determines whether your introduction email gets opened or buried. Keep it under 50 characters, use the recipient's name when possible, and reference shared context. According to LinkedIn's email data, emails with personalized subject lines are 26% more likely to be opened. Here are 12 subject lines organized by situation.
Self-Introduction Subject Lines
- "[Name], quick intro from a fellow [industry/role]"
- "Your [article/talk] inspired me to reach out"
- "New [role] on the [department] team - hello!"
Business Introduction Subject Lines
- "Quick idea for [their company name]"
- "[Mutual Contact] suggested I reach out"
- "Potential collaboration between [Company A] and [Company B]"
Post-Event Subject Lines
- "Great meeting you at [Event] - the [topic] conversation"
- "Following up from [Event] - [specific thing you discussed]"
- "The [resource] I mentioned at [Event]"
Follow-Up Subject Lines
- "Re: [Original Subject] - one more thought"
- "It's been a while - how's [their project]?"
- "Next steps from our conversation on [day]"
Notice a pattern? Every good subject line includes something specific - a name, an event, a topic, a resource. "Hello" or "Introduction" or "Touching base" tells the reader absolutely nothing. 💬
5 Mistakes That Kill Introduction Emails
Most introduction emails fail for the same five reasons, and all of them are fixable. I've been on the receiving end of thousands of introduction emails over the past six years. Here's what makes me hit delete immediately.
1. Being too long. If your introduction email is more than 150 words, you've already lost. People skim. Get to the point. Your first email isn't a cover letter - it's an invitation to a conversation.
2. Vague subject line. "Hello," "Introduction," and "Reaching out" tell the reader nothing. Your subject line is a headline. Make it specific or it won't get opened.
3. Making it all about you. If your email has five sentences about your background and zero about why the recipient should care, you've got the ratio wrong. Lead with them, not you.
4. No clear call to action. "Let me know if you'd like to chat" isn't a CTA. "Are you free for 15 minutes on Thursday at 2pm?" is. Make it easy to say yes.
5. Not proofreading. A typo in an introduction email is like showing up to a job interview with your shirt untucked. 😬 First impressions are unforgiving. Read it out loud before you hit send.
Frequently Asked Questions
How long should an introduction email be?
Under 150 words. Keep it short enough to read in 30 seconds - people skim emails, especially from people they don't know yet.
What's the best subject line for an introduction email?
A specific one that references shared context. Include the recipient's name, a mutual contact, or the event where you met - anything that tells them why they should open it.
Should I send an introduction email or a LinkedIn message?
Email for formal or business introductions, LinkedIn for casual networking. If you want a meeting or business conversation, email signals more professionalism.
How soon should I send an introduction email after meeting someone?
Within 24 hours. The longer you wait, the harder it is for them to remember the conversation - and the lower your response rate.
Is it okay to send a cold introduction email?
Yes, as long as you personalize it. Reference something specific about their work or company so it doesn't feel like a mass blast.
How do I introduce myself to a new team over email?
Keep it warm and brief - your name, role, one thing about your background, and one personal detail. Invite people to reach out so they know you're approachable.
What should I include in a professional introduction email?
Five things: a specific subject line, who you are, why you're reaching out, the value you bring, and a concrete next step. Skip any one of these and the email feels incomplete.
Make Every Introduction Count
Your introduction email gets them interested. Your digital business card keeps the connection alive. Create a free card in 60 seconds - share it via email, text, QR code, or NFC.
Create My Free CardAbout the Author: George El-Hage is the Founder of Wave Connect, a digital business card platform serving 150,000+ professionals worldwide. With 6+ years helping organizations transition from paper to digital networking, George has deep expertise in what makes professional introductions and digital business cards successful for individuals and teams. Wave Connect is SOC 2 Type II compliant and integrates with leading CRM platforms like Salesforce, HubSpot, and Pipedrive.
