How To Introduce Yourself In A Business Email

It is important, when introducing yourself for the first time in a business email

, to use a formal style of addressing the recipient. Over time, as you become more familiar, the method of address can become less formal, such as using his or her first name at the beginning. If you don't know the recipient's name, then address your email to the person's title or "to whom it may concern".

Also, keep in mind that most business people are besieged with emails every day. Make sure that you keep the pleasantries brief and to the point and that you get to the purpose of the email quickly. Keep your language direct and on point. Your recipient will appreciate that consideration for their time. It is best to state the purpose of the email right in the subject box. So you might write there "confirming lunch", "confirming order", "setting an appointment", or some other such brief statement of the purpose of the email. If necessary, write a short paragraph at the beginning giving the recipient just enough about your background to make them place a value on you and want to read on.

You are writing the email for a purpose. It may be to gather information, to set an appointment, as a call to action, or any of a number of other purposes. It is very important to never lose sight of your purpose and to make it as clear as possible to the recipient. Never beat around the bush. Get to the point quickly. If you get a quick response, then your email served its purpose. If you get no response, it is unprofessional to continue emailing to chase the recipient. Wait a respectful amount of time and write one followup email to see if you can precipitate a response. Never risk burning a bridge, as you might want to try to do business with this recipient again.

Make sure that you "sign" the email with your name and title. Provide your recipient with your office phone number and, if you are frequently out of the office, your cell number as well. This allows them to impulsively reach you to discuss your email. Try to make responding to you as convenient and effective as possible.

It is also a good idea to have a professional email address. It might be your first initial and your name at your company's website. This creates an image of professional credibility for your company.

Always spell check and grammar check your email before sending it. Typos and errors suggest that you are sloppy and they reflect badly on you. Make sure to spell your recipient's name correctly and get their title exactly right. And keep your words as businesslike as possible. Avoid abbreviations that are commonly used in texting and that have crept into the vernacular of today's emails.

by: Trevor Richards

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