How To Write an Email To an Unknown Person

Welcome to this article on how to write an email to an unknown person. In this article, we will provide you with a step-by-step guide on what to do before writing the email, what to include in the email, and even provide you with email templates that you can customize and use. So, let’s get started!

If you’re wondering how to write an email to an unknown person, keep reading as we have all the answers you need.

What To Do Before Writing the Email

Before you start composing your email, it’s important to take a few steps to ensure that you are well-prepared:

  • Research: Spend some time researching the recipient of your email. Look for their name, position, and any relevant information that can help you personalize your message.
  • Define Your Purpose: Clearly define the purpose of your email. Determine what you want to achieve with your message and craft your content accordingly.
  • Gather Necessary Information: Collect any information, documents, or attachments that you need to include in your email. This will save you time and make your email more informative.

What to Include In the Email

Now that you’ve done your groundwork, let’s dive into the essential elements you should include in your email:

Subject Line

The subject line is your first chance to grab the recipient’s attention. Make it concise, clear, and relevant to the purpose of your email. Avoid using generic subjects such as “Hello” or leaving it blank.


Start your email with an appropriate salutation. If you couldn’t find the recipient’s name, use a neutral greeting like “Dear Sir/Madam” or “To Whom It May Concern.” If possible, try to personalize your greeting by addressing them directly.


In the introduction, briefly introduce yourself and explain why you are reaching out. Be concise and direct to make a good first impression.

Main Body

In the main body of your email, provide more details about the purpose of your message. Break down your content into paragraphs, making it easy for the recipient to read and understand your message. Use bullet points or numbered lists to convey important information or requests.


Close your email with a polite and professional ending. Use phrases such as “Thank you for your time,” “Best regards,” or “Sincerely” followed by your name and contact information.

Email Template

Subject: [Subject Line]

Dear [Recipient’s Name] / To Whom It May Concern,

I hope this email finds you well. My name is [Your Name] and I am reaching out to you regarding [purpose of your email].

[Further details, requests, or any additional information you want to include.]

Thank you for your time and consideration. I look forward to hearing from you soon.

Best regards,

[Your Name]

[Your Contact Information]


Writing an email to an unknown person doesn’t have to be daunting. By following the steps outlined in this article and using the provided email template, you can create a professional and effective email. Remember to be concise, include all necessary details, and maintain a polite tone throughout your email. Good luck!

Additional Tips:

  • Address the recipient by their name whenever possible.
  • Proofread your email for any grammatical or spelling errors before sending.
  • Keep your email concise and to the point.
  • Use a professional email signature.