Receiving an email introduction may be unexpected and surprising sometimes, especially if you’ve never faced it before. However, it’s important to know how helpful it can be to respond to an email introduction with etiquette. Not only is it a chance to open the door to new perspectives but also to leave a lasting impression for the future.
Basically, knowing how to respond to an introduction email is a valuable networking skill. Doing it professionally will set the right tone for the communication to follow. If you want to hone this skill, make yourself comfortable and keep on reading our article!
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An email introduction is one of the ways to start communication aimed at establishing business or professional connections of various kinds. Those can include sales, cooperation, talent acquisition, or career advancement opportunities.
The advantage of this approach is that it’s workable for both sides, the employer and the employee. Companies can reach out to potential candidates or partners introducing themselves and providing details about their offer. Employees can demonstrate their interest in a job opening and express themselves and their expertise at a high level.
First and foremost, it’s about the etiquette. When being addressed in real life, we are unlikely to keep silent or ignore the other person. There is not so much of a difference between online and offline communication principles, even though it’s not obvious to everybody. Regardless of your interest in the offer, we do recommend sending a response email. Even if it consists of only a few lines, it will help to create a good impression due to:
Remember, even if now the information isn’t relevant to you, it may well pay off later on.
Here, we’ve reached the practical part. Having figured out the positive effects of responding to an introduction email, let’s look at some examples and tips on how to create a professional response letter.
It’s crucial to remember that every business letter has a structure to follow. Besides making a professional impression, sticking to the principles of proper business writing has also psychological grounds. By making your email organized and structured, you significantly facilitate the task for the reader. They are more likely to read your message to the end and perceive the information better and faster, on the contrary to reading a poorly organized text. This may well guarantee that the receiver gives their response faster and more eagerly.
The first part of a well-organized email is always an introduction. What exactly should you include in it?
Here is an example to rely on when composing your introduction:
Subject: Thank you for the introduction email
Dear Ms/Mr. Sandler,
Thank you for reaching out!
I was so excited to hear from you about the content creator position available at GinnyTech now! I also appreciate the fact that my candidacy drew your interest.
Should the offer be relevant for you, you’d better not scare them off with your unprofessionally composed response. Some email introductions may not include details, so feel free to require all the additional information you need that will help you decide on your further steps. Here are some ideas to consider when writing your response email.
The best way to show your genuine interest is to request more information on the topic. If it’s an introduction email about a job opportunity, you may want to get closer familiarized with the responsibilities. If it’s a partnership opportunity, you may be curious about the cooperation nuances. If it’s a letter from the sales team, you may be eager to learn more about the goods or services provided. Or you may just want to know from what sources you could find out more about the sender and their company. Ask follow-up questions about anything that can make the decision-making process faster and easier for both sides.
When the letter pursues networking goals, giving additional information about yourself can come in handy too. For instance, imagine that you or your company have been introduced or recommended to someone. So now, you’ve got a letter from a potential client which is a chance to establish a new professional connection. Whether they are familiar with the details or not, it’s always a good idea to take the initiative and provide all the necessary information again before they ask you to. It’s not always that the sender knows everything very well, but you will show your respect and care for them as your potential client or partner.
This is another rule of a well-composed letter – it has to be laconic but informative. Be friendly but don’t cross the line by being unceremonious or touching too personal topics. You don’t want to waste the other person’s time by including irrelevant information. For instance, if they ask you about the online interview, there is no need to say you have a dentist appointment on that specific day and, for that reason, you cannot join. Just offer another day or time instead.
Also, keep in mind that this is business correspondence. You should stick to a professional tone throughout your response. Avoid excessive praise or compliments. It’s a great idea to demonstrate your appreciation and use kind words, however, an excessively sugary behavior is definitely out of place here.
To get the new contact established, you should encourage the sender to keep in touch. Even though the offer is not relevant for you at the moment, it may become at some point in time. Or vice versa, the other side may require your services or assistance someday. This is undoubtedly a win-win scenario for both parties. To show your willingness to stay in contact, you may consider applying the following approaches.
Should the offer make sense to you, don’t delay discussing the further steps. Share your ideas on potential collaboration – common goals are bound to build strong connections and create opportunities for mutual success. New marketing and promotional opportunities will not be superfluous either. Every business has its audience, so you might try cross-promoting and, as a result, expand each other’s reach. If it’s an employment opportunity, request more information on the role and let them know when you are available for the interview.
Throwing “Sorry the offer is not relevant at the moment but let’s keep in touch!” may sound awkward, as it gives no clarity at all. Being more specific could save the situation and give the sender the feeling that you are truly interested in potential cooperation. Include more specific time frames, like “Your offer might become relevant in one month. Please, leave your phone number, and I will call you when I know all the details.” Specify the means of communication and the time when the sender might expect to hear back from you so that your response doesn’t look like vague promises.
Even though online networking methods have been enhanced for the past several years, meeting offline invariably remains a more effective way to establish meaningful connections with new people. For instance, it has been proven by the research that shaking hands contributes to increasing cooperative behaviors and promotes higher openness in the negotiation. Both of these factors have demonstrated an extremely favorable impact on reaching successful joint and deal-making outcomes. Furthermore, by participating with a person in an event and sharing experiences, you develop a stronger bond with each other. Attending conferences, seminars, or trade shows are perfect for this mission because they also offer educational opportunities in the common field.
They say a picture paints a million words, so there are two examples of response emails that you can use as a layout for your own ones. Be careful with the purpose and the details and don’t forget to proofread your text several times. You may also use numerous AI software online to check spelling and grammar – under no circumstances can our business letter be illiterate. This is a huge red flag immediately.
Subject: Thank you for the introduction email
Dear Ms. Sandler,
I am truly pleased to know that our company, GinnyTech, attracted your attention and inspired you to reach out to us. I also appreciate your effort and time invested in preparing the introduction presentation about your company, Newation Industries.
I do believe cooperating could be beneficial for both of us. Therefore, I will be glad to discuss our partnership opportunities as soon as possible.
How about setting up an online call in the coming weeks? Please, let me know when it will be convenient for you.
Subject: Responding to your introduction email
Dear Mr. Radler,
Thank you for reaching out!
I was so excited to hear from you about the content creator position available at GinnyTech now! I also appreciate the fact that my candidacy drew your interest. I am so inspired by the work your company does and would be happy to join the team.
I would be glad to start the interviewing process when it’s convenient for you. I am ready to answer any questions you might have for me and discuss the further steps of our collaboration.
I look forward to hearing from you!
You should never apply a negligent attitude when networking with other professionals because it is one of the most workable ways to strengthen your position in business. An introduction email is a part of a networking process, that’s why it’s so important to be able to respond to it professionally. The main principles include being laconic, informative, and respectful toward the sender. With the help of the tips in our article, you can tweak your writing skills and present yourself as a decent participant on the business scene.