How to Respond to an Introduction Email (Examples Included!)

Do you struggle to reply every time you receive an introduction email? It happens to the best of us. It's not uncommon to freeze, unsure where to take the conversation next—especially if you're new to the working world.

Besides, responding to an introduction email seems like such a simple task that it's easy to mess up—whether by being too informal or overly formal, or even by taking too long to hit reply. Luckily, none of these mistakes are huge or problematic, but they can certainly hurt your networking experience.

That said, we have your back. With this simple yet effective tutorial on how to respond to an introduction email, you'll master the answers to every introductory communication from now on. See our tips and examples below.

What is an introduction email?

An email introduction is usually sent to establish a business relationship or a professional connection. It could be someone reaching out to introduce themselves to you, or a contact of yours introducing you to a third party. 

It's like at a work event, where you introduce a friend of yours, who is a marketing specialist, to another friend who has a marketing company. Or when a person who has heard of you before decides to say hello and start a connection that can be beneficial to both in the future.

The only difference is that this initial contact is virtual—which has become more and more common in the contemporary world. And it doesn't stop there: Sometimes it might actually result in a professional opportunity or collaboration. That's the goal.

Why should you respond to an introduction email

If you were the one asking to be introduced, an introductory email is unlikely to catch you by surprise. But, if you're being approached by someone and don't know how to proceed, here's a couple of reasons as to why it's important to respond:

• It's good etiquette: Just as it's good manners to answer when a person addresses you in real life, it's also good practice to do so when addressed virtually.

• It shows you appreciate the gesture: When a colleague or a contact from your network introduces you to someone, it's a good idea to show respect for their time and consideration.

• It helps you grow your network: Nowadays, networking is more important than ever. By not responding to an introduction email you may be losing a valuable contact—and who would want that, right? 

How to respond to an introduction email

Now let's take a look at how to prepare your response. These are simple steps—and some may seem like common knowledge to those who write corporate emails on a regular basis. If that's not your case, don't worry: It won't be hard to follow, and it will make your communication way more effective.

“Responding to an email introduction requires a blend of professionalism and courtesy. The best way to reply is with gratitude, and expressing a clear interest in the connection,” says Geoff Cudd, who advised executives at Fortune 500 for 20 years and is the founder of Don't Do It Yourself, a website that connects freelancers and small business owners. 

Here's how you should do it:

1. Don't take too long

After receiving an introduction email, it's good etiquette to reply in a timely manner. So, try not to take more than 48 hours. “It's essential to be prompt in your response to show respect for the introducer's time and the potential value of these new connections,” says Cudd.

2. Don't be overly informal

Every email starts with a salutation, and you don't want yours to be overly informal. Use a professional tone and leave any overly informal language for an equally informal setting. The classic greeting like “Hi”, “Hello” or “Dear [Person Name]” are always the safest options.

3. Don't be too formal either

Yes, you should keep a professional tone, but there's no need to go overboard either. Unless you're being introduced to some form of authority, overly formal language like “Madam” or “Sir” is unnecessary. To nail the tone of the conversation, simply mirror the level of formality they used when addressing you.

4. Thank the sender

Start your message by addressing and thanking the sender for making the introduction—especially if you asked them to. You can write a simple “Thank you for introducing me to [Person Name]” or simply “Thank you for making this introduction.” 

If it's a person introducing themselves directly to you, try something along the lines of “Thank you for taking the time to introduce yourself.”

5. Express interest in the connection

“Be concise yet thorough in your response, showing enthusiasm for the introduction without being overly effusive. Demonstrating a genuine interest in how the connection could be mutually beneficial will set a positive tone for future interactions,” says Cudd.

Your approach will depend on why this introduction is happening: Is it to form a business partnership? Is it about a job position? Are you and this person going to work together? Whatever the reason, express your interest in what's on the table.

6. Propose a next step

It's time to close your email. Suggest next steps “whether that's setting up a meeting or expressing eagerness to explore potential opportunities for collaboration,” says Cudd. 

For example, if it's about a job opportunity for you, offer to schedule a meeting to discuss your qualifications. If the goal is to create a business partnership, you can propose that they send a catalog or portfolio. 

7. Sign and proofread

After your last paragraph, you're ready to sign and hit send. Just make sure to proofread your email carefully. This is highly recommended to avoid looking unprofessional or sloppy—most importantly if you're trying to close a deal or getting a job.

Reply to introduction email: Samples

Now that you've mastered what to say when introduced to someone via email, let's put it into action.

Read on to see three examples of how to respond to an email introduction, depending on why you're being reaching out:

Example #1: Job opportunity

Let's say you're being introduced to a manager that has a spot on their team and it's exactly the job you're looking for. In this case, how do you respond to an email introducing you to someone? Try something like:

Dear Ms. Johnson,

Thank you for introducing me to Ms. Garcia.

Hi Ms. Garcia. Thank you for your interest in getting to know me. A bit about my work history: I've been working as a data scientist for the past five years and I'm currently looking for a remote data analyst position. I've had the privilege of working in many different industries, such as games, finances and fashion. It would be exciting to enter in the real estate business with your company.

I'm looking forward to having a 1:1 conversation with you to explain my qualifications further. When can we set up a meeting?

Thank you both again for the consideration.

Kind regards,

Louise Brown

Example #2: Networking

Now imagine an email from someone introducing themselves to you just popped in your inbox. You work in the same field and they're looking for creating a network. Here's a sample response:

Hello Christine,

Thank you for reaching out and taking the time to introduce yourself. I am happy to hear that the community of women in STEM is growing.

I'd be thrilled to establish a network with more women in this field, as I believe that we can and need to help each other.

Please let me know if you have any information about groups or communities of women in STEM, so we can share opportunities and ideas.

Best regards,

Louise

Example #3: Business partnership

Another possibility is being approached by someone looking to start a business partnership. Here's how you can reply to their email introduction:

Hi Ms. Jones

Thank you for taking the time to introduce yourself and your photography business. I am thrilled to hear that you know about my wedding dress store, Bridal.

I am sure our business could both benefit from working together, as you need models for your portfolio and I always need new quality photos for my website. I would be interested in discussing a possible partnership for my next collection.

Please let me know when we can schedule a meeting to discuss how we can collaborate. I'm usually available for calls on Tuesdays and Thursdays afternoon.

Best regards,

Louise

Lastly, personalize your message

At this point, you've probably realized that responding to an introduction email is way easier than you thought. Use the examples above to guide you, but remember to always add your personal touch. People can tell when you took time to talk to them—and a simple gesture like this can make a big difference for your career.