Receiving an email introduction is an opportunity to forge a new professional relationship. Your response is the first impression you will make, setting the tone for future interactions and reflecting on your personal brand. A prompt and professional reply demonstrates that you value the new connection and the time of the person who introduced you. This initial exchange is the first step in building a network that can lead to new ideas, collaborations, or career prospects.
The Anatomy of an Effective Reply
An effective response to an introduction email has a clear structure designed to be respectful of everyone’s time. The first step is to “Reply All” to the original message. This ensures both the introducer and your new contact are included. Immediately begin by thanking the person who made the introduction.
Following the thank you, directly address and greet the new contact. A point of etiquette is to then move the introducer to the “BCC” field. You should explicitly state you are doing this, often by writing “(moving [Introducer’s Name] to BCC),” to save their inbox from the back-and-forth of scheduling.
The final component is to propose a clear and specific next step. Instead of a vague offer to connect, suggest a concrete action. For example, propose a “brief 15-minute call next Tuesday or Thursday afternoon.” This proactive approach makes it easy for the new contact to respond.
Tailoring Your Reply for Different Situations
Replying to a Networking Introduction
When the purpose of the introduction is general networking, your reply should be enthusiastic and focused on learning. Express genuine interest in the new contact’s work or experience, perhaps referencing something specific you know about them from the introducer or a quick online search. This shows you’ve done your homework and value their time.
The call to action in this context should be low-commitment. Suggest a “virtual coffee” or a brief informational chat. Phrasing it this way signals that you are seeking a mutually beneficial conversation rather than making a significant demand on their schedule.
Replying to a Job-Related Introduction
A reply concerning a potential job requires a slightly more formal tone. Your objective is to convey your professionalism and suitability for a role. After the initial pleasantries, pivot to the purpose of the introduction. You should briefly highlight your relevant experience and mention that you have attached your resume for their convenience.
Replying to a Sales or Partnership Introduction
In a sales or partnership context, your reply must immediately signal value. After thanking the introducer, briefly articulate the benefit your product, service, or potential collaboration can offer the new contact’s business. The call to action should be a proposal for a short meeting to explore these potential synergies.
Common Mistakes to Avoid
One of the most frequent errors is forgetting to move the introducer to the BCC line, which clutters their inbox with scheduling emails. Another common pitfall is being too vague with your call to action. Phrases like “Let’s connect sometime” put the burden on the new contact to figure out the next steps and can stall the conversation.
Delaying your response can also be detrimental. A prompt reply, ideally within 24 hours, shows enthusiasm and respect for the introduction. Finally, avoid an overly casual tone and proofread your email for typos and grammatical errors, as these can detract from your credibility.
Email Reply Templates and Examples
Having a template can streamline the process of replying to introduction emails, allowing you to respond quickly and professionally. These examples can be adapted to fit your specific needs and the context of the introduction.
Here is a general networking template:
Subject: Re: Introduction: [Your Name] / [New Contact’s Name]
Hi [Introducer’s Name],
Thanks so much for making this introduction (moving you to BCC).
Hi [New Contact’s Name], it’s a pleasure to meet you. I was excited to connect as I’m very interested in your work in [Their Industry/Field]. I’d love to learn more about your experience.
Would you be open to a brief 15-minute virtual coffee chat next week? I’m available on Tuesday or Wednesday afternoon.
Best,
[Your Name]
For a job-related introduction, you might use this template:
Subject: Re: Introduction for [Job Title] Role
Hi [Introducer’s Name],
Thank you for connecting me with [New Contact’s Name] (moving you to BCC).
Hello [New Contact’s Name], it’s great to connect with you. I’m very interested in the [Job Title] position at [Company Name]. My background in [Relevant Skill or Field] aligns well with the responsibilities described, and I have attached my resume for your review.
I am available to discuss my qualifications and the role further at your convenience. Would you be free for a short call next week?
Sincerely,
[Your Name]