Meeting someone new can be nerve-wracking, whether it’s for business or social reasons.
You want to make a good impression, but it’s not always easy to find the right words when introducing yourself via email.
What should you say to strike the perfect balance between friendly and professional?
Crafting a great meet-and-greet email doesn’t have to be a daunting task.
With a few key elements and some thoughtful personalization, you can write an email that will help you build rapport and establish a positive relationship from the start.
Take a look at these 20 sample emails for inspiration.
Meet and Greet Sample Emails
Here are 20 examples of meet-and-greet emails for various situations:
1. New Team Member Introduction
Subject: Excited to join the marketing team!
Hi everyone,
I’m thrilled to be joining the marketing department as the new Social Media Manager starting next Monday! I’ve heard great things about the innovative campaigns you’ve been running and can’t wait to contribute my skills in social strategy and content creation.
Before this role, I managed social media for a fast-growing e-commerce brand, increasing our Instagram following by 200% in a year. I’m passionate about building engaged communities and driving business results through creative, data-driven social marketing.
Looking forward to meeting you all in person soon. In the meantime, feel free to connect with me on LinkedIn or shoot me an email if you’d like to chat!
Cheers,
Jenna Lee
2. Potential Mentor Outreach
Subject: Aspiring data scientist seeking mentorship
Dear Dr. Patel,
I’m reaching out because I’m an avid follower of your work in machine learning and deeply inspired by your career journey. As an aspiring data scientist just starting my master’s program in computer science, I would be incredibly grateful for the opportunity to learn from a pioneering researcher and industry leader like yourself.
If you have any availability, I would love to treat you to coffee and hear your insights on breaking into the field, key skills to develop early on, and how to stay on the cutting edge in such a rapidly evolving space. I’m also happy to provide any assistance I can, perhaps related to projects from my previous experience as a data analyst.
I know your time is extremely valuable, so even 30 minutes would mean a great deal to me. Please let me know if you might be open to a quick chat.
Best regards,
Amir Gupta
3. Conference Follow-Up
Subject: Great to meet you at Content Marketing World!
Hi Julia,
It was a pleasure connecting at Content Marketing World last week! I enjoyed our conversation about scaling content creation and how you’ve built such an impressive in-house content studio at your company.
I’m interested in continuing our discussion and exploring potential collaboration opportunities between our teams, especially related to the innovative interactive content you mentioned. If you’re open to it, I’d love to set up a quick call to brainstorm ideas and see how we might be able to help each other.
Also, I recall you were looking for recommendations on AI writing tools. I’ve experimented with several and have found Copy.ai and Jasper to be the most helpful for generating ideas and first drafts. Let me know if you’d like me to send over some examples of content I’ve created with them!
Thanks again for the great chat. Hope to reconnect soon!
Cheers,
Ryan Park
4. Cold Outreach to Potential Customer
Subject: Improving {{Company}}’s sales productivity
Hello {{First Name}},
I recently came across your LinkedIn post about the challenges of maintaining high sales productivity as your team scales. It resonated with me because my company, SalesLoft, specializes in helping sales organizations boost their efficiency and effectiveness through automation and streamlined workflows.
We’ve worked with dozens of fast-growing companies like yours to save sales reps time on administrative tasks so they can focus on high-value activities like relationship-building and closing deals. On average, our customers see a 20% increase in productivity within the first 60 days.
I’d love to learn more about {{Company}}’s specific sales productivity pain points and share a few ideas on how we could help. Would you be open to a quick 15-minute call next week? I’m happy to work around your schedule.
Best regards,
Samantha Jones
Account Executive, SalesLoft
5. Alumni Network Connection
Subject: Fellow Wildcats working in sustainability
Hi Michael,
I’m reaching out to introduce myself as a fellow Northwestern alum (class of 2015) working in the sustainability space. I came across your profile in the NU alumni directory and saw that you’ve had an impressive career focused on renewable energy and cleantech investing.
I recently transitioned from a management consulting role to join a climate tech startup, and I’m keen to connect with other Wildcats who share my passion for using business as a force for environmental good. If you’re open to it, I’d love to learn more about your experience investing in cleantech, any advice you might have for someone just entering the industry, and how you see the space evolving in the coming years.
I’m sure you’re quite busy, but if you have 20-30 min for a quick Zoom or phone chat, it would mean a great deal to me. And of course, I’m happy to work around your schedule and return the favor however I can (I still have close ties to McKinsey if you ever need access to their research/resources).
Thanks in advance,
Liam Murphy
6. Congratulatory Message to New Connection
Subject: Congrats on the new role!
Hi Priya,
Just wanted to drop a quick note to say congratulations on starting your new position as Head of Product at {{Company}}! I’ve been following {{Company}}’s work in the e-learning space and have been impressed by the engaging, user-friendly courses you’ve developed.
I’m sure you’ll do great things in this role with your deep expertise in EdTech and passion for making high-quality education more accessible. If there’s anything I can do to support you settling in, please don’t hesitate to reach out, whether it’s making an introduction, sharing insights from my time in a similar role, or just grabbing a virtual coffee to cheer you on.
Wishing you all the best in this exciting new chapter! Look forward to staying in touch.
Cheers,
Vikram Patel
7. Reconnecting with a Former Colleague
Subject: Long time no see!
Hey Tom,
Hard to believe it’s been nearly 5 years since we worked together at {{Company}}! I was thinking about the awesome project we collaborated on to revamp the mobile app onboarding flow and realized it’s been way too long since we last connected.
I’d love to catch up and hear about what you’ve been up to these last few years, both professionally and personally. I seem to remember you had a passion for landscape photography – have you been able to do any cool photo trips recently?
As for me, I’m leading UX design at an early-stage fintech startup, which has been equal parts challenging and exhilarating. Always happy to swap stories and insights with a fellow design veteran like yourself!
If you’re up for a trip down memory lane and a glimpse into the present, let me know if you have any time for a quick catch-up call in the next few weeks. Would be great to reconnect!
Cheers,
Lisa Chen
8. Introduction from a Mutual Contact
Subject: Introduction from John – content marketing expert
Hi Sarah,
I hope this email finds you well! Our mutual friend John Smith said he mentioned me to you as someone who might be able to help with your company’s content marketing strategy. I lead content at XYZ Inc., an e-commerce brand in the home decor space, and John thought there could be some valuable knowledge-sharing between us.
I’d be more than happy to hop on a call and discuss any content challenges you’re facing, share what’s worked well for us in scaling our blog and social channels, and brainstorm some new ideas to engage your target audience. I’m also curious to learn more about your approach to SEO and driving organic traffic, as that’s an area my team is looking to double down on this year.
If you’re open to connecting, I’m generally available Tuesdays and Thursdays between 1-5 pm ET. But I’m happy to work around your schedule and find a time that’s convenient for you.
Looking forward to potentially collaborating!
Best,
Emily Nguyen
9. Asking for a Referral or Recommendation
Subject: Seeking your insights on job search
Dear Professor Lee,
I hope this email finds you well. I’m reaching out because I’ve recently begun searching for product management roles in the tech industry, and I’m seeking advice from trusted mentors like yourself who have a deep understanding of the field and the skills required to succeed.
As one of my favorite professors and someone whose opinion I greatly respect, I would be immensely grateful for any insights you might have on how to position myself as a strong candidate coming from a non-traditional background (as an English major). I’m also wondering if you know of any PM openings that might be a good fit or if you’d be willing to make an introduction to others in your network hiring for entry-level roles.
I’ve attached an updated copy of my resume for reference. Please let me know if you have any initial feedback or suggestions for improvement. I know you must be quite busy with the new semester, but even a brief reply would mean a great deal to me.
Thank you for your guidance and support throughout my academic journey. Your mentorship has been instrumental in helping me discover my passion for product development.
Best regards,
Ethan Kim
10. Seeking Advice from an Industry Expert
Subject: Seeking your advice on breaking into UX research
Dear Ms. Patel,
I’m reaching out because I’m a huge admirer of your work in UX research, particularly your innovative studies on voice interface usability. As someone just starting in the field, I would be incredibly grateful for any advice you might have on how to break into UX research and set myself up for success.
A bit about my background – I recently graduated with a degree in cognitive science and have been working as a research assistant in a psychology lab for the past year. I’m passionate about understanding human behavior and applying those insights to design more intuitive, user-friendly products. However, I’m unsure of the best path to transition into a full-time UX research role in the industry.
If you have a few minutes, I’d love to hear your thoughts on what skills and experiences I should prioritize developing early on, any resources you’d recommend for learning UX research best practices, and how to effectively showcase my psychology research experience to potential employers. I’m also curious to learn more about your career journey and what drew you to specialize in voice interfaces.
I know you must have an incredibly busy schedule, so even a brief response would be greatly appreciated. I’m happy to hop on a quick call if that’s easier, or simply correspond via email. Please let me know if there’s any way I can return the favor or support your work.
Thank you in advance for your time and insights,
Nadia Ahmed
11. Requesting a Career Transition Informational Interview
Subject: Curious to learn about your transition from finance to tech
Hi Jason,
We met briefly at the NYC Tech Meetup a few months ago and chatted about our shared interest in fintech and mobile investing apps. I’ve been following your work at {{Company}} since then and have been impressed by the innovative features you’ve rolled out especially the AI-powered portfolio optimization tool.
I’m considering making a similar career transition from a traditional finance role to the tech startup world, and I would love to hear more about your journey and any advice you might have. I’m particularly curious about how you positioned your finance background as an asset in the tech industry, what skills you had to develop to succeed in a startup environment, and how you knew {{Company}} was the right fit for you.
I know you must be super busy, but if you have 20-30 minutes for a quick coffee chat (my treat!) or even a brief phone call, it would be immensely helpful as I navigate this transition. I’m happy to work around your schedule and meet whenever/wherever is most convenient for you.
Regardless, I appreciate you taking the time to read this note. Looking forward to hopefully staying in touch and following your exciting work at {{Company}}!
Best regards,
Sid Gupta
12. Following Up After Positive Informal Meeting
Subject: Great chatting at the coffeeshop yesterday
Hey Olivia,
Really enjoyed our serendipitous conversation at Philz Coffee yesterday! Seems like we have a ton in common, from our shared love of oat milk lattes to our experience working in the social impact space. I appreciated you sharing your perspective on the challenges of maintaining work/life balance while working at a mission-driven startup – definitely something I’ve been grappling with myself lately.
I’d love to continue our discussion and hear more about the innovative volunteer engagement program you launched at {{Company}}. I’m working on a similar initiative to mobilize our user base for local service projects and would be super keen to brainstorm ideas together and learn from your experience.
If you’re open to reconnecting, I’m around most days after 5 pm for a coffee or kombucha if you want to meet up in person. But I’m also happy to hop on a quick Zoom/phone call if that’s easier with your schedule. In the meantime, I’ll shoot over that article I mentioned on virtual volunteering – I think you’ll find it really interesting!
Thanks again for the great conversation. Look forward to staying in touch!
Cheers,
Kai Johnson
13. Following Up After Conference Booth Visit
Subject: Thanks for stopping by our booth at {{Conference}}!
Hi {{First Name}},
It was great meeting you at {{Conference}} last week and chatting about how our platform can help streamline {{Company}}’s content production process. I enjoyed hearing your perspective on the challenges of aligning global content across multiple product lines while maintaining brand consistency – it’s a pain point we hear from many of our customers.
I took a closer look at {{Company}}’s content ecosystem and have a few specific ideas on how we could help your team save time and improve collaboration, especially using our AI-powered localization and brand voice tools. If you’re interested, I’d be happy to walk you through a more personalized demo and discuss potential solutions in more depth.
I know you must be swamped catching up on work after the conference, but if you have 30 minutes in the next week or two for a follow-up call, I’d love the opportunity to share these ideas and get your feedback. I’m generally available Mondays and Wednesdays between 1-4 pm ET, but I’m happy to work around your availability.
Thanks again for taking the time to visit our booth and learn more about {{Product}}. Looking forward to potentially working together to elevate {{Company}}’s content strategy!
Best regards,
Tanya Gupta
Solutions Engineer, {{Product}}
14. Potential Research Collaboration Outreach
Subject: Collaboration opportunity on VR in education research
Dear Professor Nguyen,
I recently came across your fascinating paper on the impact of virtual reality simulations on student engagement and knowledge retention. As a fellow researcher exploring immersive learning technologies, I was particularly intrigued by your findings on VR’s potential to enhance STEM education outcomes.
I’m currently leading a project at the University of Michigan investigating how VR can be used to develop spatial reasoning skills in engineering students. Given the clear overlap in our research interests, I thought there might be an exciting opportunity for collaboration between our institutions.
If you’re open to it, I would love to arrange a Zoom meeting to discuss your latest work in more depth, share insights from our own VR learning experiments, and explore potential avenues for partnership. This could entail anything from co-authoring a paper to jointly applying for grant funding to advance our shared research agenda.
I’m sure you have a very busy schedule, but if you have an hour to connect in the next few weeks, it would be an honor to brainstorm ideas with such an esteemed expert in the field. I’m happy to work around your availability and am flexible on timing.
Regardless, thank you for your groundbreaking contributions to immersive learning research. Your work has been a major source of inspiration for our lab. I look forward to potential discussions and keeping up with your future discoveries!
Best regards,
John Kim,
Ph.D. Assistant Professor of Learning Technologies
University of Michigan School of Information
15. Guest Speaker Invitation
Subject: Invitation to speak at our virtual UX design event
Dear {{First Name}},
I hope this message finds you well. I’m reaching out on behalf of UXSF, a community of UX professionals based in the San Francisco Bay Area. We recently came across your thought-provoking article on designing for accessibility and inclusive design – a topic that deeply resonates with our mission to promote equity and diversity in the tech industry.
Given your pioneering work in this space, we would be honored to have you join us as a guest speaker for our upcoming virtual event, “Designing for All: Strategies for Building Inclusive Products.” The event will bring together UX practitioners, researchers, and advocates to discuss best practices and innovations in accessible design.
As a keynote speaker, we would love for you to share your insights and experience in creating user-friendly experiences for people with disabilities. This could encompass your design philosophy, practical techniques for accessibility testing, or lessons learned from your work on inclusive product development. We’re open to any angle you feel would be most valuable for our audience.
The event will be held on Saturday, October 15th from 10 am-3 pm PT. It will be fully remote via Zoom, with each speaker giving a 30-minute presentation followed by a 15-minute Q&A. We typically have 200-300 attendees from across the UX community.
If you’re interested and available, we would be thrilled to have you join our incredible lineup of speakers. Please let me know if you have any questions or if there’s any additional information I can provide to help you make a decision. We’re happy to work with your schedule and content preferences.
Thank you for considering this invitation and for the important work you’re doing to make technology more inclusive. I look forward to potentially collaborating for this inspiring event!
Best regards,
Jasmine Lee
Co-Founder & Head of Programming, UXSF
16. Congratulating a Colleague on a Work Anniversary
Subject: Congrats on 5 incredible years!
Dear Priya,
I noticed on LinkedIn that today marks your 5th work anniversary at {{Company}} – what an amazing milestone! I wanted to take a moment to congratulate you on all you’ve accomplished in your role as Head of Product.
Over the past few years, I’ve watched in admiration as you’ve led your team to ship one groundbreaking product after another. From the award-winning mobile app redesign to the AI-powered personalization engine, your work has truly elevated the user experience and set a new standard of innovation in our industry.
Beyond your impressive portfolio of products, I’ve been equally inspired by your leadership and mentorship. I’ve lost count of how many colleagues have raved about your guidance and support in their professional growth. Your dedication to uplifting your team is a testament to your character.
I feel lucky to have had the opportunity to collaborate with you on several projects and learn from your product expertise. Your strategic vision, user-centric approach, and commitment to excellence have made a profound impact on me and so many others.
I know this is just one of many milestones in your outstanding career, and I can’t wait to see what you’ll achieve in the next 5 years and beyond. Thank you for being an incredible colleague, leader, and friend.
Wishing you all the best on this special day!
Warmly,
Vikram Gupta
17. Welcoming a New Client or Customer
Subject: Welcome to the {{Company}} community!
Dear {{First Name}},
On behalf of the entire team at {{Company}}, I wanted to extend a warm welcome and thank you for choosing to partner with us for your {{service/product}} needs. We’re thrilled to have you as part of our growing community of innovative brands.
We’ve built our platform with a singular focus on helping companies like yours {{key value proposition}}, and we couldn’t be more excited to support you in achieving your goals. Our team is committed to delivering the highest level of service and expertise to ensure your success every step of the way.
As a new member of the {{Company}} family, you now have access to our full suite of {{services/products/features}}, as well as our extensive knowledge base and training resources. We encourage you to explore these tools and reach out to your dedicated account manager with any questions or feedback.
We also invite you to join our exclusive customer community on Slack, where you can connect with fellow {{industry}} leaders, share best practices, and get the latest updates on product releases and events. I’ll send a separate email with instructions on how to get started.
Once again, we are honored to have the opportunity to work with {{Client Company}} and support your {{industry/function}} efforts. We believe this is the start of a tremendously valuable partnership, and we look forward to collaborating closely to help you reach new heights.
Please don’t hesitate to reach out if there’s anything we can do to improve your experience or better serve your needs. We’re here for you!
Best regards,
Samantha Lee
VP of Customer Success, {{Company}}
18. Requesting a Letter of Recommendation
Subject: Requesting a letter of recommendation
Dear Dr. Patel,
I hope this email finds you well. I’m reaching out because I’m in the process of applying to graduate programs in computer science, and I’m seeking letters of recommendation from professors who can speak to my academic abilities and potential for research.
As my senior thesis advisor and mentor, I believe you have unique insight into my skills, work ethic, and intellectual curiosity. Your guidance over the past year has been instrumental in helping me refine my research topic, improve my technical writing, and ultimately develop a thesis project I’m deeply proud of.
If you feel you’re able to provide a strong recommendation, I would be incredibly grateful if you could write a letter on my behalf. I’m particularly hoping to highlight my experience with machine learning algorithms, my ability to synthesize complex information and my dedication to advancing the field of AI for social good.
I’ve attached my current resume, transcript, and a summary of my research interests and long-term career goals. Please let me know if there’s any additional information I can provide to assist you in writing the letter.
I’m planning to submit my first round of applications by October 15th. If you’re willing and able to provide a letter, I would greatly appreciate receiving it by October 1st to ensure ample time for submission. However, I understand if you need more time, and I’m happy to work with your schedule.
I know that writing recommendation letters takes significant time and effort. Please know that I deeply appreciate your consideration of this request and any support you’re able to provide. Your mentorship has been truly transformative in my academic journey.
Thank you in advance for your time and guidance.
Sincerely,
Aditya Gupta
19. Introducing Yourself to a New Neighbor
Subject: Your new neighbor at 123 Oak St – coffee date?
Hi there neighbor,
I’m your new neighbor in apartment 3B! My partner John and I just moved in last weekend, and we wanted to reach out and introduce ourselves. We’re so excited to be part of this community and meet the amazing people who make this building home.
A little about us – I’m a graphic designer working at a nonprofit, and John is a high school science teacher. We moved to {{City}} from across the country a few years back and have been loving the vibrant culture and endless outdoor activities the area has to offer. In our free time, you can usually find us biking, trying out new recipes, or tending to our ever-growing collection of houseplants.
We’ve heard such great things about the tight-knit, supportive community in this building and would love to get to know our neighbors better. If you’re up for it, we’d love to treat you to coffee or tea at the cute café on the corner – our welcome gift to the neighborhood!
Please feel free to swing by and say hello anytime. We’re usually around in the evenings and weekends, and our door is always open (except when we’re chasing after our escape artist cat, Whiskers). You can also reach us at {{phone number}} or {{email address}}.
Looking forward to meeting you and becoming part of this wonderful community!
Cheers,
Sarah & John, Apt 3B
20. Requesting to Shadow Someone in Your Desired Career
Subject: Aspiring data scientist seeking shadowing opportunity
Dear {{First Name}},
I hope this email finds you well. I’m reaching out because I’m an undergraduate student at {{University}} deeply passionate about pursuing a career in data science. I came across your profile on LinkedIn and was immediately inspired by your work at {{Company}} leveraging machine learning to solve real-world business problems.
As someone just starting my journey into the field, I’m eager to gain exposure to the day-to-day work of data science professionals and learn more about the skills and experience needed to succeed in this career path. I was hoping you might be open to allowing me to shadow you for a day or half a day to get an inside look at the projects you’re working on and the tools and methodologies you use.
I would be happy to work around your schedule and am available any day of the week, either in person or virtually. I’m also more than willing to sign any necessary NDAs to ensure the confidentiality of your work.
In addition to observing your work, I would greatly appreciate the opportunity to ask you a few questions about your career journey and any advice you have for someone hoping to break into data science. I admire the impressive path you’ve charted, from your degrees in computer science and statistics to your leadership of data initiatives at top companies, and I would be grateful for any wisdom you could share.
I know you must have an incredibly demanding schedule, so even a few hours of your time would be immensely valuable to me. Please let me know if there’s any way I can make the shadowing experience as easy and productive as possible for you.
Thank you for considering this request, and for being a role model for aspiring data scientists like myself. I look forward to potentially learning from you soon!
Best regards,
Kai Davis
Wrapping Up
These 20 sample emails illustrate some key principles for crafting effective meet-and-greet messages.
Whether you’re introducing yourself to a new colleague, asking for career advice, or inviting someone to an event, the goal is to establish a positive connection and open the door to further conversation.
Some tips to keep in mind:
- Keep it concise and to the point, but still friendly and personable. Aim for a balance of professionalism and warmth.
- Do your research and personalize the message as much as possible. Mention something specific about their work that resonates with you.
- Clearly state your reason for reaching out and what you’re hoping to gain from the interaction. Be upfront about your ask.
- Express gratitude for their time and consideration. Acknowledge that you understand they’re busy and that you appreciate any support they’re able to provide.
- Close with a clear call-to-action or next step. Make it easy for them to respond and move the conversation forward.
With these guidelines in mind, you’ll be well on your way to building meaningful professional relationships, one thoughtfully crafted email at a time.
Remember, every interaction is an opportunity to learn, grow, and expand your network.
Approach each one with curiosity, humility, and a genuine desire to connect.