How To Introduce Yourself Over Email

When you meet someone in person, you smile, shake their hand and engage in some polite conversation. But what if you're meeting someone over email? How do you make yourself stand out so that the other person feels compelled to respond? You must know how to introduce yourself the right way.

Aja Frost, a senior SEO strategist for HubSpot, has learned a lot about sending effective emails from working on HubSpot's acquisitions team. In this issue of Promotional Consultant Today, we feature Frost's tips for introducing yourself over email.

Write a compelling subject line. Frost says it's key to pique the curiosity with your subject line. Unlike a message from someone whose name they recognize, there's no guarantee they'll read yours unless it grabs their attention.

Tailor your greeting to the industry and situation. Picking a greeting they're familiar with shows you've done your research, according to Frost. After you say "Hello [name]" or "Dear [name]," Frost recommends referring to them by their first name as it's the norm across industries.

Make your first line about them. The opening line is your chance to establish relevance. If you succeed, you give your recipient a reason to keep reading. However, Frost advises against using the standard, "My name is X and I'm reaching out because ..." as this will quickly cause their eyes to glaze over.

Explain why you're reaching out. If your goal is booking a sales call, your first line might be "I see you host several campus events per year," and your second could be "I work with companies like Facebook and Google to help promote their college recruitment events." Frost says the key is making your explanation as relevant to your recipient as possible.

Provide value. Frost notes that a thoughtful, authentic compliment can provide value, so if you've already said something nice in your first few lines, you don't necessarily need to do more. However, it doesn't hurt to go a little further. You could suggest a useful app or tool or offer to introduce them to someone you they'd benefit from knowing.

Include a call-to-action. Remove as much friction from your ask as possible. Frost says if you want them to meet with you, provide a link to your meetings tool so they can instantly see when you're both available and book a time.
Say "thanks" and sign off. According to Frost, you don't need to write anything more. The best emails are short, sweet and concise.

Follow up with them. If you send this incredible introduction email and they don't respond, Frost says you should send a follow-up email. Try inviting them to an event or sharing a relevant piece of industry news.

Introduction emails don't have to be awkward or boring. Instead, they can be useful tools to establishing meaningful relationships. When introducing yourself via email, remember to tailor each note to the recipient. Avoid following a formula when crafting your emails and aim to provide value. When you follow the guidance above, you help your introduction emails go over like a charm.

Compiled by Audrey Sellers

Source: Aja Frost is a senior SEO strategist on HubSpot's acquisitions team.

filed under March 2020
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