How To Respond To Email Introduction
What Is Email Introduction?
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An email means electronic mail i.e a form of mail(messages) that is sent and received on electronic devices. Email has become a very popular and necessary means of communication among people over the years. An email address is always in this particular format; the username followed by an @ sign and then the URL of the email service provider (e.g yahoo.com) e.g email@example.com
Many times, someone, either someone wanting to do business or for any other reason, may try to introduce themselves to you via email. This is what is referred to as email introduction.
Examples of where email introduction is used is when one wants to apply for a job through email, if one wants to inquire about an open position at a firm or if one wants to request some particular information. What are the different types of email introduction you might receive?
Networking – Networking emails are often used by professionals who want to connect with other professionals because they believe that such connection can benefit their business. Though networking emails are mostly common among professionals in business fields wanting to expand their network, it also applies to other people too.
Application or Job Search – When someone reaches out with a job search or job application, they introduce themselves to potential employers. This is often done in some companies through email. These types of email introduction are usually very formal and they are usually instantly recognizable.
Sales – Sales introduction emails introduce a company or brand to the recipient and try to convince them to make purchases. It usually has a friendly language as establishing a personal connection with the customers is a useful way to engage them and eventually increasing customer base.
How To Reply To An Email Introduction
1. Use Salutation or Polite Ways Of Addressing
It’s always best to address the sender politely with a greeting such as ‘Dear’followed by the sender’s name which they must have signed the introduction email with. In some cases, it may be more suitable to address the sender as Dear Sir/Ma.
2. Write The Subject/Topic
The subject or topic is like a summarised version of the information in your email. Given that in this case, it is a response to an introduction email, then the subject/topic should be in relation to that original email. Note that the subject/topic should never be longer than ten words.
3. Address Everyone
When you want to respond to an email introduction, you should remember to fill in your CC and BCC fields. The person who had been introduced should be in the CC field and the person who made the introduction should be in the BCC field.
4. Appreciate The Sender
It is very important that you thank the person who sent you the email for reaching out even if the email was now really useful to you as the connections you make now can turn out very useful later. Examples of ways to say that include, ‘Thank you for sending this’, ‘Thanks for the email’ or ‘Thanks for reaching out’. And it is mostly done in the first line of the introduction paragraph of your reply email.
5. Express Your Interest or Lack Of Interest
If what the introduction email is offering interests you, whether it’s an interesting networking opportunity for your company, a potential employee, or a chance to get more sales connections, it is important that you make it clear that you are excited and interested.
Sometimes you might not be very psyched by what the email has to offer or maybe you don’t agree with the terms and conditions listed. In this case, it’s better to let the sender know exactly how you feel. You might also decide to be impassive and subtle about it to avoid hurting the sender’s feelings.
However, it’s always best to be direct and straightforward, formal without being seen as cold.
6. Be Personal
Personalizing your email rather than being generic helps to create a connection with the sender or the person being introduced. It goes further to support your earlier appreciation to the sender for reaching out.
7. Request For More Information
In order to show the sender that you are genuinely interested, you should ask for additional information concerning what the sender wrote to you about. This is a good way to invite the sender to keep the conversation going and to also display your interest.
Other things to remember when replying to an email introduction include :
Reply As Soon As Possible – Replying to an email introduction shouldn’t take more than 24 hours. Taking too long to reply may suggest to the sender that you are not interested and a quick response says otherwise. Moreover, when you finally reply, the offer may no longer be available.
Using proper email etiquette – This includes filling the CC and BCC fields, proper salutation and your signature at the end. Using the proper etiquettes makes your email look professional and appealing.
Proofread Your Email – Proofread your email response at least twice to make sure you’re using the right tone and also check for typographical errors. You don’t want to make any mistakes that can end up compromising your professional approach. This also applies to any other email or even any other form of writing.
Example of reply to Job Search Introduction Email
Subject: Responding to your introduction
Dear Ms. Janet,
Thanks a lot for reaching out!
I was so excited when I heard about the marketing associate with your company, Janet Advertising and I think that my five years of experience in marketing and advertising would benefit your company. I love the work you do and it will be a great privilege to work with you.
Please I want to know more about the position so I will appreciate any extra information you can give me about the job. Also, I’m ready to answer any questions you might have for me.
I shall be expecting your reply
Telephone : +1(200)-987-3232
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