The purpose of employee self introduction email is to formally introduce oneself to the other members of the organization. The introduction email helps in establishing a quick connect with other people in the department.
This post includes a Sample Self Introduction Email to All Employees from New HOD. The Introduction Email Template shared below makes it easier to draft one such email that helps one introduce everyone in a formal manner.
Self-introduction Email Format from New HOD to All Employees
Hello Team,
I, Ray Smith, would like to introduce myself to all the members of the Science Department. I have recently joined New York College as the Head of Department of Science and Technology. I am writing this email to briefly introduce myself.
I am a PhD in Mechanical Engineering from California University batch 2000-2001. I have worked in the field of Science with many renowned universities in the country. Previously, I was associated with Raymond University as Deputy HOD for five years.
I am really excited to be working as HOD for the Science and Technology Department in the New York College. I will always look forward to take our department and university ahead with my experience and my knowledge in the field of science.
Looking forward to work with everyone. It would be a pleasure to know you all and work with everyone in synergy. Always feel free to get in touch with me and I will be always there to help you.
Introductory salutation has a very important role to play in every kind of letter writing. It actually sets the ambiance for the rest of the letter. It can make or simply break the effectiveness linked with the sentiment of the letter. You need to consider the kind of relationship you entertain with the recipient. This is very important especially in business letters. The level of formality is always linked to the name, gender and position of the person the letter is sent to.
Basic Introductory Salutation Letter Etiquette
Here is a list of the basic introductory salutations you need to keep in mind in the letter writing process:
‘Dear’ followed by the person’s name is generally the most standard way to open a business letter. Examples may be Dear Patrick, Dear Ms. Wong, Dear Mr. and Dr. Simpson, Dear Professor Ben etc.
If you are not must familiar with the reader or your relationship is a bit formal, you may use ‘Dear’ followed by the title and the last name or simply use the first name. For example, Dear Ms. Herper or Dear Rose.
If you are uncertain if a woman uses Miss or Mrs., use Ms. just to be on the safe side.
Use Professor, Dean, Sister, Rabbi, Imam, Senator, Governor, Captain, Admiral, and Judge instead of Mr., Ms., Mrs., and Dr. for these designations.
Use both names in the introductory salutation if you are writing to two people. For example, Dear Mr. Watson and Ms. Taylor
If you are uncertain about a person’s gender, use the full name instead. For example, Dear M.K. Cooper.
If you are uncertain about a person’s name or gender use generic greetings like ‘Dear Recruiter’, ‘Dear Sir or Madam’ instead of ‘To Whom It May Concern’.
Here is a tip: If you know the recipient quite well, salutations won’t matter much, but of you are in any kind of dilemma, always choose the formal route. The bottom line is salutation can make or break the success of your communication. The more appropriate your salutation is the more is the chance of a positive response.
To sum up, what matters in salutation is to determine the level of formality you want to forecast. If you could get this part right, you won’t have much difficulty in choosing the right salutation.
Even letter writing is a form of art. It has to be presented in a certain format obeying certain rules. And when it comes to business communication, first impression counts. Generally business letters are written on 8.5 x 11 sheet plain paper with the company letterhead clearly visible. The address and other contact information are also mentioned distinctly. A consistent type size and style is chosen while writing letters. The layout is normally kept justified to the left margin and extra space for new paragraphs. The margin should also be kept balanced and right justification should not be entertained.
Following are the introductory steps to be following as a part of basic letter formatting etiquette.
1. Start your letter with the address of the receiver on the top left corner. It should include the following information on separate lines: Name; Title or position; Company name; Street Address; City, State, Zip Code, and Country
2. Then follows the date on which the letter is sent. Abbreviations are normally avoided. You may use any one style from March 19, 2014 or 19 March 2014. It is written after a space of two to three lines from the address.
3. The next is the subject line. Summarize the objective of the letter in a few words so that the recipient gets an idea of what the letter is about.
4. Basic letter writing protocol urges letter to begin with ‘Dear’ followed by the addressees honorific and last name. For example, ‘Dear Dr. Riddle’. First names sound informal and hence should be avoided in business letters.
5. The next in line is the body text. Mention about the main objective of your letter in not more than three paragraphs separated by two line spaces in between. In the last paragraph express your kind gratitude for the anticipated consideration. Start and conclude all correspondence with cordial sentiments.
6. End salutation normally goes by ‘Sincerely’, ‘Yours Truly’, ‘Best Regards’ etc. for different purposes followed by a comma. They are always kept cordial.
7. Signature lines follows. Mention the name of the sender and sign the letter with the first and last name. For multiple senders, you will require to include a signature line for each sender.
8. If your letter has to be sent with attached Enclosures, Postscripts, and Courtesy Copies, it is normally mentioned two line spaces below the second signature line.
What is most important in letter writing is that it should be devoid of silly mistakes. Errors kill the essence of professionalism and are subjected to high risk of being underestimated. Therefore, whenever in doubt, ask multiple people to review your letter. Plus keep the spell check and grammar check on in your system while writing.
Receiver’s Name (with salutation Mr/Ms/Mrs/Dr) (Mr. Andrew Symonds)
Designation, (General Manager)
Company Name (Imedia Technologies)
Address (Roswell, NM 224345)
Dear (Salutation and Last Name)
Dear Mr. Symonds,
The first paragraph should have a brief introduction of the sender of the letter. Be brief and to the point.
The second paragraph should be the introduction of the candidate being introduced. Mention the reasons of introduction and proper recommendation if needed. Try to support your candidate as much as possible for positive outcome. But be careful in giving right details to avoid embarrassment in the future.
