How to start an email: opening lines and introduction templates
The first two lines of an email decide whether it gets read now or later. Start with a greeting, then say who you are (if they don't know you) and why you're writing. Here are opening lines and introduction templates you can copy.
Start with a greeting ("Hi Sarah," or "Dear Dr. Lee,"). Then use your first sentence to say why you're writing: "I'm writing to ask about…" or "Thanks for sending the report." If they don't know you, add one line on who you are and how you found them: "I'm Maria, the new office manager at Bayside Dental." Skip long warm-ups and get to your point by the second sentence.
The three-part opening
- Greeting: "Hi Sarah," is right for most work email. "Dear Dr. Lee," for formal or first contact. Our guide to email greetings covers commas, groups and "To Whom It May Concern."
- Who you are (only if they don't know you): one sentence.
- Why you're writing: one sentence that sets up the rest of the email.
That's it. The reader knows who, what and why in two lines.
Opening lines by situation
Getting to the point:
- I'm writing to ask about…
- I'm reaching out about…
- Quick question about…
- I'd like to request…
- I wanted to let you know that…
Replying:
- Thanks for getting back to me.
- Thanks for sending this over.
- Great to hear from you.
- Thanks for your patience while I looked into this.
- Sorry for the slow reply.
Following up:
- Following up on my email from Tuesday about…
- I wanted to check in on…
- Just bringing this back to the top of your inbox.
Warm but brief:
- I hope your week is off to a good start.
- It was great meeting you at the open house.
- Congratulations on the new role.
Formal:
- Thank you for your time.
- I am writing regarding…
- Please find attached…
Openers to use less
- "I hope this email finds you well." Not wrong, but so common it reads as filler. If you use it, keep the next sentence strong.
- "My name is…" as the very first words. Fine for cold email, but it usually reads better after the greeting and with context: "I'm Maria, the new office manager at…"
- "Sorry to bother you." Apologizing for emailing makes your request sound less important than it is.
- "Per my last email." Often read as irritated.
- Long backstory. If the request is in paragraph three, many readers won't get there.
How to introduce yourself in an email
An introduction email has one job: give the reader a reason to reply. Keep it to four or five sentences.
- Who you are in one line.
- How you found them or who referred you.
- Why you're writing to them in particular.
- One clear, small request.
- Thanks and a sign-off.
Template: introducing yourself to a new colleague or client
Template: introducing yourself to someone you don't know
Template: introducing yourself to a new team
How to introduce two people by email
A "double opt-in" introduction asks each person first. Then send one email to both, with each person in the To line.
Once they reply, move yourself to BCC so you don't get the whole thread. See CC and BCC explained.
A quick check before you send
- Is the person's name spelled right?
- Can they tell why you're writing from the first two lines?
- Is the subject line specific? See email subject line examples.
- Is there one clear request?
- Did you sign off with your full name if they don't know you? See professional sign-offs.
For the full structure, from subject to signature, read how to write an email.
Questions people ask
- How do you start an email professionally?
- Use a greeting such as "Hi Sarah," or "Dear Dr. Lee," then a first sentence that says why you're writing, such as "I'm writing to ask about your volunteer program."
- What is a good first sentence for an email?
- One that states your purpose: "I'm writing to ask about…", "Thanks for sending the report," or "Following up on Tuesday's call about…"
- How do I introduce myself in an email?
- In one line, say who you are and how you found them, then make one small request. Keep the whole email to four or five sentences.
- Is "I hope this email finds you well" OK?
- It's polite but overused. A specific opener, or going straight to your purpose, usually works better.
- Should I start an email with my name?
- Start with a greeting first. Then introduce yourself with context, such as "I'm Maria, the new office manager at Bayside Dental."