Many who attempt to write an email are being caught in the dilemma of what to say in the first paragraph because of so many overwhelming ideas. This is not a big problem because the introduction summarizes what your letter is all about. It should generally answer these questions: what, why, who, when, and how.
Here are some tips:
Attract the attention of the reader/receiver. Begin with a "hook" that attracts their attention and introduces the broad theme.
Use clear and straightforward to understand so that the sender and receiver understand the goal and act accordingly.
The tone of each email you write should be appropriate. For example, an important client or your supervisor will require a "formal" tone. However, if you're speaking to a close colleague or a friend, you can deviate and personalize the tone and language you employ.
Most people receive many emails each day and only have a limited amount of time to read them. Be concise by explaining the most crucial and valuable information.
Follow up on the email to ensure that progress has been made and to avoid miscommunication.
In the introduction, you should include the following information:
Greetings.
Begin by writing a brief greeting that thoughtfully opens the letter on the first line, including their name, followed by a friendly greeting. If you want to make your introduction unique, make sure the opening is appropriate for the situation and include information that will benefit both parties.
Example:
Dear Ms. Perez
"I would like to thank you for responding to my previous email."
Explanation.
Next, explain your intention of emailing them. Provide any background information to help the reader understand why you are writing an introduction and how it affects them. Declare your main point of interest. Add a line or two outlining your letter's intent or subject.
Example:
"I am writing in response to the new project that I recently submitted. I would like to ask for clarification on the paragraphs that Mr. Cruz edited…."
Other things to take note of.
Contact Information. Include the email address of the person you are introducing in the "CC" line so that the receiver can look it up. Any additional contact information that is required should be included.
Introducing someone else. If you want to introduce someone else, include their first and last names and essential titles. Describe their role and make a summary, including their position and function. Describe how they might collaborate or be of assistance to one another.
Example:
"Allow me to introduce my colleague Mr. Juan de la Cruz to the Ripple VAs team. He published many articles in many newspapers, and now he will be the new content writer for our company. He will greatly help us since we have not consistently uploaded articles on the website for the past few months. We will be meeting with him virtually tomorrow."
Writing an introduction is critical in crafting an email message as it serves as a hook and allows your reader to continue reading the passage. Hence, by constantly writing every day and following the suggestions mentioned earlier, there is no reason that you cannot make an excellent introduction and convey the message to your reader(s).
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