How to Introduce Yourself in a Business Email Without Sounding Awkward

Help! I’m a student who is applying for an internship at a small non-profit organization and I need to write an email introducing myself to the CEO. What am I supposed to say? What am I NOT supposed to say? I want to sound professional, but I’m only 20 years old! I can’t figure this out on my own.

—Rafael

It’s easy to understand why Rafael feels nervous about writing that email to the CEO. A well-crafted introduction can open doors, build trust, and set the tone for a productive relationship. Unfortunately, a poorly written introduction can have the opposite effect. So Rafael knows the stakes are high.

The good news is that there are some easy tips and tricks that Rafael—or anyone in a similar situation—can use to write a polished, professional introductory email. These strategies can work for you whether you’re a student like Rafael, a senior citizen launching a post-retirement career, or somewhere in between.

Do you want to introduce yourself like a pro? Here are 10 tips to help you nail it:

1. Start with a clear subject line.

Your subject line is your first chance to grab your reader’s attention, so it should be clear and specific. An email with a generic or vague subject line might wind up in the dreaded Spam folder.

• ✅ Subject: Introduction – Rafael Esposito, psychology major from from XXX University
• ❌ Subject: Hello!

2. Use a polite, professional greeting.

Begin your email with a formal salutation, especially if this is your first communication with the other party.

• ✅ Dear Ms. Bashir,
• ❌ Hey there, Judy!

Not sure about titles like Mr., Mrs., or Ms.? When in doubt, use the recipient’s full name (e.g., “Dear Taylor Brown,”). For more tips on writing salutations, click here.

3. Introduce yourself briefly, but clearly.

Include your name, role, and the reason for your email in the first two sentences.

• ✅ My name is Rafael Esposito, and I am a child psychology major at XXX University. I am reaching out to you to discuss a possible internship opportunity at ABC Center for Kids.

You don’t want to bombard your reader with details. Just get straight to the point and let them know who you are and why you are writing to them.

4. Mention how you got the other person’s contact information.

If you were referred by someone or found them through an event, say so—it builds credibility and can help you get your foot in the door.

• ✅ My professor, Dr. Patrice Johnston, has done consulting work with your organization and suggested that I contact you.

5. State the purpose of your email.

Be clear about why you’re writing to this person. Are you seeking their advice, pitching an idea, or requesting a meeting?

• ✅ I’d like to schedule a visit to your Center and discuss available internship opportunities for the summer of 2025.

6. Add a personal touch.

Do some research on the recipient to find something specific you can mention, such as a shared interest or recent achievement.

• ✅ I read your interview with Joe D. Journalist at Website.com and would especially like to learn more about the Center’s work with children on the autism spectrum.

This shows that you’ve done your homework and that you care about building a genuine connection with the other person or their organization.

7. Keep your message short and action-oriented.

Respect the other person’s time by keeping your email concise. End with a clear call-to-action.

• ✅ Would it be possible for me to visit the ABC Center for Kids and have a brief conversation with you sometime next week?

8. Use a professional closing.

Finish with a polite closing and be sure to include your full name, role, and contact details.

• ✅ Best regards,
  Rafael Esposito
  Psychology Student, XXX University

Need more tips on writing a closing salutation? Click here.

9. Proofread for grammar and clarity.

Writing errors can leave a bad impression, especially in a professional context. Double-check for grammar mistakes or awkward phrasing.

10. Follow up—politely.

If you don’t hear back in a few days, it’s okay to send a polite follow-up. It shows you’re serious without being pushy.

• ✅ I’m just following up to see if you had a chance to review my previous email.
• ❌ Hey, how come you didn’t answer my email?

By following these 10 tips, you can craft an introductory email that showcases your professionalism—even if you’re an inexperienced college student like Rafael.

Need help perfecting your email? That’s where TextRanch comes in! We specialize in helping professionals like you craft clear, confident messages that are free of spelling and grammar mistakes. To get started, just click the blue button below.