How to Respond to an Email Introduction

Professional email introductions are part of being a professional. If you know what you’re talking about and you wow your colleagues, clients, and customers every day, then sooner or later, someone’s going to drop you a line asking you to share your secrets.

Of course, very often, when someone gets in touch for your help, it’s a two-way street – you scratch my back, and I’ll scratch yours. So, ensuring you know how to respond to an email introduction politely and professionally is not only a courtesy but could very easily be a whole new opportunity.

Read on to learn how to respond to an email introduction properly so you can be totally prepared for the next opportunity that comes along. 

How to Respond to an Introduction Email – Who’s Writing?

If you read our how-to on writing an email introduction, then you’re already well aware of what most introductory emails will look like. However, when it comes to replying to an email introduction, a lot will depend on who’s writing to you and why. Here are the most common intro emails and what they might contain:

• The Networking Email – When someone reaches out with a networking email, they’re likely to introduce themselves and suggest how a connection can be mutually beneficial in the future. Often, you may already know or know of the person who’s contacting you.

• The Job Search/Application Email – For small businesses or HR departments in particular, the job search email introduction will be instantly recognizable. These will often be the most formal types of introductory emails, and usually, the applicant will be recommended by someone you can trust.

• The Sales Email – Sales emails can run both hot and cold. Unless your interest is piqued, then you can probably ignore the latter, however, introductory emails made through personal connections can be a useful way to engage with products and services your company needs.

How to Reply to an Introduction Email – Things to Remember

When learning how to reply to an email introduction, keep these points at the front of your mind:

• Say Thanks – This should really go without saying, but thanking the sender for reaching out is just good manners. Even if the introduction was unwanted at this time, it’s always good to keep a useful connection for later.

• Show Interest – If you’re interested in whatever the introductory email is offering; be that a potential staff member, a new professional contact, or a new sales connection, then be sure to show that interest. Lukewarm responses tend to be received in exactly that way.

• Reply in Good Time – A quick response will help support any interest you may have in whatever is being offered. Letting a lead run cold means that the offer may no longer be on the table when you finally do reply.

• Be Personal – Someone has taken time out of their day to write an introductory email that they believe will be useful to you. Sending a generic email response is likely to be poorly received by all parties. Personalize your email and try to connect with either the sender or the person who is being introduced. You’re more likely to foster deeper connections with a personal touch that, even if the introduction doesn’t work out, may be useful later on.

How to Respond to Introduction Email – Composing Your Email

When it comes to composing your email, like most messages, there are a few core elements that you should focus on: 

• Write a Subject Line – The subject line of your email is always important. When it comes to responding to an introduction email, you should always reference the subject line of the original message. You may want to add some extra information or clarify a confusing subject line, however, it should be recognizable to the original senders.

• Address Everyone – When considering how to respond to email introductions, you should keep in mind your CC and BCC fields. You should always address the email to the person who has been introduced (CC), however, you should also BCC the person who made the introduction so that they know you have responded.

• Be Direct and Choose the Right Tone – Balancing a direct approach with the right tone is crucial when replying to an introduction email. First impressions count, so you should try to be formal without coming across as cold. However, you also want to get straight to the point, stating how the connection could be mutually beneficial and what the next steps in any potential process will be.

• Proof and Proof Again – Whenever you’re sending an email of any kind, you should proofread what you’ve written – twice. Even simple mistakes can be costly and compromise your professional façade. Ensure that all the information contained is correct and relevant, and double-check any attachments you are sending.

So, if you’ve received an intro email recently and you want to learn how to respond to that email introduction, Spike’s guide contains all the advice you need.

Alternatively, if you want to discover a more streamlined way to manage and reply to all of your messages, then download Spike today. It’s got everything you need to for your daily professional activities, and much more. And, if you’re curious and want to incorporate some added value to your day, you can find many great tips & tricks in Spike’s blog.