The dos and don'ts of writing an introductory email

The introductory email! It's often the first impression you make on someone, and it can make or break the success of your outreach. Here are some dos and don'ts to help you craft a great introductory email:

DO:

  1. Start with a strong subject line: Make sure it's clear, concise, and relevant to the recipient.
  2. Use a professional greeting: Address the recipient by their title and last name, if possible.
  3. Keep it brief: Aim for 100-150 words or less. You want to pique their interest, not overwhelm them.
  4. Be clear about your purpose: State the purpose of your email in the first paragraph. Are you seeking advice, looking for a collaboration, or introducing a new project?
  5. Show you've done your research: Mention something specific about the recipient or their work that shows you've taken the time to learn about them.
  6. Use a conversational tone: While you want to be professional, a friendly and approachable tone can go a long way in building rapport.
  7. Include a clear call-to-action: Let the recipient know what you'd like them to do next, whether it's responding to the email or scheduling a call.
  8. Proofread and edit: Make sure to check for spelling, grammar, and punctuation errors before hitting send.

DON'T:

  1. Don't be too generic: Avoid using generic greetings or phrases that could apply to anyone.
  2. Don't be too long-winded: Keep your email concise and to the point. You don't want to bore the recipient.
  3. Don't be too pushy: Avoid making demands or expecting the recipient to drop everything to respond to your email.
  4. Don't use spammy language: Avoid using phrases like "urgent" or "limited time offer" that can trigger spam filters.
  5. Don't ignore the recipient's time: Don't expect the recipient to respond immediately or within a certain timeframe.
  6. Don't include unnecessary attachments: Only include attachments that are relevant and necessary for the recipient to review.
  7. Don't use overly formal language: While you want to be professional, using overly formal language can come across as stuffy or pretentious.
  8. Don't forget to include your contact information: Make it easy for the recipient to get in touch with you by including your contact information, such as your email address and phone number.

Here's an example of a well-crafted introductory email:

Subject: Exploring Opportunities for Collaboration

Dear [Recipient's Name],

I hope this email finds you well. My name is [Your Name], and I'm reaching out from [Your Company/Organization]. I came across your work on [Project/Topic] and was impressed by your insights on [Specific Aspect of Their Work].

I'm currently working on a project that aligns with your interests and expertise, and I'd love to discuss potential collaboration opportunities. Would you be available for a quick call next week to explore how we could work together?

Best regards, [Your Name]

Remember to always tailor your email to the specific recipient and purpose of your outreach. By following these dos and don'ts, you'll be well on your way to crafting a great introductory email that sets the tone for a successful connection.