Effective Formal Introduction Email Templates for Small Businesses

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The power of an effective introduction email for your business should never be underestimated. Pretty much self-explanatory, a formal introduction email is an email that you send to leads, customers, or other companies to introduce your business.

It is always said that first impressions matter because they influence other people’s perception of you and your resulting interactions. Introduction emails do exactly that for your business. So, how do you write an effective formal introduction email? In this article, we will take a look at introduction email templates for different situations.

But first, let’s take a look at the different components that should be included in a great introduction email. First, you need to start with an interesting subject like that is sure to grab the attention of your prospect. Remember that they do not know your business or what you do, so give them a reason to open your email when they see it in their inbox.

Secondly, you must tell your reader why you have reached out to them. In other words, give them an explanation for your email, so they are intrigued to continue reading. Then, remember to talk about something that is relevant to them so as to make your business relevant.

Your email should also clearly state the value that your business can offer, and then include an effective call to action.

Here are several introduction email templates your business can use.

  • Introduction email template #1 for cold leads

This introduction email template is for when you have identified a lead, but you haven’t had any kind of contact with them before. Here, the main goal is to introduce your business to the prospect, establish rapport, and schedule a phone call or in-person meeting.

Subject line: [Prospect name], do you have 10 minutes this week?

Hi [Prospect name],

I found your name when [write how you found them]. [Include a personalized greeting to show that your email is not spam].

We are a business that [share what you do]. We understand that [define their pain point]. [Include points that show your credibility]. We have worked with [similar companies] in the past and helped them [how your past clients have benefited from you]. We believe that we might be able to help your company too.

If you believe that your company can benefit from the solutions that we offer, I would love to schedule a brief phone call this week to learn more about your company and how we can help you. I’m free [insert three options]. Let me know which works for you.

I appreciate you taking the time to read my message.



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  • Introduction email template #2 for company introduction

This is also like a cold lead introduction, where you introduce your company to potential clients and customers in a professional manner. This introduction email template emphasizes what your company does.

[Subject:] Looking for [the product/service you offer]?

Dear [Prospect name],

I’m reaching out to you and your company as I believe that our [include product/service] can help you meet your needs effectively. As you may know, [include pain points] and we completely understand how challenging this can be for companies such as yours.

Our company, [insert company name], prides ourselves on delivering high-quality solutions aimed at [their pain point]. [clearly insert the value you provide, the unique way your company can help them]. We have worked with [similar companies] in the past and we believe that we can help you the same way we have helped them.

We understand that embarking on a journey with us will be something new for you, which is why we offer a special deal for new clients. [insert your special offer or discount to entice your prospect].

If you believe this is something that would work for your company, feel free to reach out to me. Thank you for taking the time to read my email. I look forward to hearing your response.


[Name and contact information]

  • Introduction email template #3 for follow-up introduction

A follow-up introduction email is one that you send after you have already been introduced to someone, but have not exchanged any contact information yet. This introduction email template is to help you get in touch with them after your initial introduction.

Subject line: [First Name], I’m glad we met at [insert place or event]

Dear [Prospect name],

This is [insert your name and company]. It was great meeting you at [place or event].

As someone who has worked with companies in [the industry they belong to] for many years, I understand that [include pain points]. Considering our experience working with [similar companies], we believe that we may be great fit for your company as well.

I don’t know if you are facing these issues, but if you are, then our company may be able to provide the exact solution you need.  I would love to get on a brief call with you to discuss this further. I’m free on [insert three options]. Let me know which is most suitable for you.

If this is not an issue you face, I completely understand. I appreciate you taking the time to read my email. I look forward to hearing from you.


[Name and contact info]

  • Introduction email template #4 for new product/service introduction

When your business is launching new products or services, you can use this introduction email template to share the news with your existing customers.

Subject line: [Highlight the new product/service and include one exciting feature]

Dear [Prospect name],

I am happy to share some exciting news with you.

We understand [clearly lay out pain point]. To address your needs and concerns, we have now launched a new [product or service] that has been designed to give you a better, smoother experience. We fully believe that our [product or service] is something that you will appreciate.

I have attached [information about your new product/service and your company] for your reference. You can also learn more about our exciting new product/service and all its new features on our website [insert link].

Thank you,


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