An introduction letter is used to refer a candidate for employment or introduce someone to a customer. It is sent by email, snail mail or even by hand. Many times you may need to use an introduction for yourself that will help you get a job opportunity or assist you in your search.
While writing an introduction letter, always address the letter in first person, whenever possible. You should begin your letter with your name, position, role, etc. if needed. You need to explain how you got the name of the reader, if applicable. You should clearly state the purpose of your letter and what you hope to accomplish through the letter. It may be related to fixing up an appointment date and time to meet the reader or asking the reader to grant you an opportunity for an interview.
The first thing to remember is ‘first impression is the last impression’. Thus, make sure the letter is written neatly, with no grammatical errors or typos. If you cannot send over a typed letter, write a handwritten letter. Write in clear, legible writing without making any mistakes or smudges. Keep the letter brief and stick to the point. Keep the note of the letter positive and make sure you cover all the information about yourself or the person you are introducing in a few lines.
Those writing for themselves, should mention all the important information about their selves and the purpose of the letter. You need to write your contact information, brief history of the organization you work with, your goals, etc. While closing the letter, do not forget to thank the person and end the letter on a positive note.
Introduction Letter for Employment for Someone You Know WellDear John,
I’m writing to introduce you to Alice McPhee. I know Alice through the Aniston Software Group, where, as you know, I am the technical director. Janice and I worked together on several local software projects.
Janice is interested in relocating to the San Francisco area in the near future and would appreciate any recommendations you could offer her for conducting a job search for a software technician position and any help you can provide with the logistics of relocating to California.
I’ve attached her resume for your review and you can contact her at email@example.com or 111-111-1111. Thank you in advance for any assistance you can provide.
Self Introduction Letter for EmploymentYour Name
Your City, State, Zip Code
Your Phone Number
Your Cell Phone Number
In today’s customer service oriented society, timely, friendly, proactive service is sought to enhance future business growth. Customer loyalty is always impacted when you employ the right service retail professional to represent you when assisting your valued customers.
I have learned through my long-term experience in the service industry, how to meet and exceed each customer’s expectations by providing a service that sells! I have assisted all types of customers in all types of settings throughout my career. I have understood through experience that acquiring and maintaining loyal repeat business as well as spreading the word of your business through these loyal patrons is of the utmost importance for every company. Positioning a company for better exposure and greater marketability is a task that I have performed with success many times.
I am an excellent team leader who achieves ongoing success with her teams by building morale, maintaining teams’ self-confidence and training them to build the sale by improving their people skills.
It would be a pleasure to interview with you and I look forward to hearing from you soon.
Introduction Letter to CustomerName of Recipient
Recipient City, State, Zip Code
Dear Mr./Ms./Dr. (Name of Recipient)
Re: (Write the name of new product you are introducing)
As a valued customer of [XYZC Company], I wanted to take this opportunity to tell you about an exciting new development for us. We have just expanded our product line to include offerings from [MNO Company]. I have known [name of owner] from MNO Company for several years, and I can tell you that his/her products are of the finest quality. I wouldn’t have taken this step if I didn’t feel that MNO Company’s products would complement our own and provide a real benefit to our customers.
The enclosed brochure will provide you with more information about MNO Company and their product line. If you would like more information, please feel free to contact me at [write your phone number and/or e-mail address].
When you are ready to order, we are available during [hours of service] or online at [write your website URL here].
We value your business and look forward to continue serving you in the future. Please don’t hesitate to get in touch regarding questions you may have. I, and my staff, look forward to hearing from you.
I hope you find these free samples satisfactory for your future use.
Sounding domineering or sycophantic, while writing a professional letter is something that, often hinders the path of effective business communication. Undoubtedly, business writing demands judicious balance of professionalism and congenialness. Any form of letter writing, de facto, has its own unique writing style. A business introduction letter is written to introduce your business to a third party whom you want to make aware of your firm’s presence. These can be in the form of customers, audience groups, clients, other firms, investors, etc.
Impressing your client through introduction letters and generating their interest in your business demands you to present your letter in a standard format, sans errors.
Format of the Letter
A business letter of introduction follows a format that has been presented below. By going through the same, you will be able to know, in general, about how one should proceed to write an introduction letter.
Name of Addressee
Name of Organization
Reference: Give a brief reason for the purpose of writing this letter. This can vary depending on your needs. While some may be introducing a new product to their customers, several others may be informing about their business to their potential clients.
In the introductory paragraph, you ought to mention about your company (if you are introducing it to customers and clients). Include information, like who owns the organization and what has been phenomenal about this firm. In case, you are introducing your business to new clients to attract funds for business expansion, you must begin with an emphatic introduction stating the firm’s year of formation and establishment.
In case, you have given some documents along with this letter, state in brief about them in this paragraph.
In the third paragraph, you can summarize your products USP or your firms’ USP. You can further thanks the addressee for considering his time and efforts to read your letter.
Lastly, give a detailed address, and contact number, so that you can be contacted in case the client, investor, or customer wants to do business with your firm.
Template for Reference
The following example will help you to know how to write an introduction letter.
Team Leader, Technical
Investa Pvt. Ltd.
283 – 28th Street
Date: May 26, 2012
Investa Pvt. Ltd.
474 – Wall Street
353 – 6th Street
Reference: Introduction to the firm Investa Pvt. Ltd.
Dear Mr. Pattison:
The purpose of this letter is to introduce to you, the firm, Investa Pvt. Ltd. that has been active in the investment business since the year 1990. We are proud to inform you that we have some of the biggest clients spread all across Europe and U.S., and we have been successful in providing them with efficient services, ensuring that our investment strategies offer maximum returns.
Along with this letter, we have enclosed brochures, documents, and information pamphlet about our firm. After going through these information sources, you will be able to know that we are working in diversified investment fields, like mutual funds, equity shares, life insurance, etc. We offer our services after thorough counseling with our clients and by charging a nominal fee.
We are fully aware that you must be investing in some other options of investment, and you might need time to think about our firm. We, sincerely acknowledge your time and efforts for reading this letter.
In case, you are interested to know anything about our firm, feel free to contact on the address and contact details given in the brochure.
Getting the Desired Results
☛ While writing a business letter, make sure you provide precise information about the company. Your goal is to lay down the vital details about the company.
☛ State the reason for your correspondence. Make the letter an ad hoc endeavor to make the intent of your letter known.
☛ While drafting the letter, where you introduce your business, draw up the content centripetal to what you want. If you seek information about a particular product or service, ask for it. If it’s a meeting that you would appreciate to be scheduled, frame your views to convey the message. The concerned authority should drive home the purpose of the letter and correspond, if the request mentioned in the letter could be considered.
☛ Besides, stir clear the ambiguity that double-drumming words or sentences bring with them. Simple sentences appearing, where they ought to, are enough to sustain the reader’s attention. Instead of decoding your letter, the reader, well may act upon the proposition, most certainly in the affirmative.
☛ Avoid informal, or asperse language. Don’t have your letter come across stilted. Balance out your language. This way you are able to communicate the exactness of your intention of drafting the letter.
☛ Ensure your letter is not stained with errors. Proofing your letter to a T, perhaps, is the best way one can count onto carving that first impression. Besides, spell the name of the authority to whom you are addressing the letter, correctly. A mishap right at the salutation is simply not the way to start a business association. No matter how well the body or valediction of the letter is drafted, being callous at the task of running a spell check, certainly won’t fetch the act.
Bottom line: Writing business letters is simple, if you’re aware of what you have got to mention in the letter. Without sounding grandiloquent or verbose, keep the letter simple and clear.
When it comes to business writing, most people find it difficult to maintain that fine balance between being professional, without sounding either authoritative and domineering or on the other hand, sycophantic. This is especially true for letter writing, where most people tend to be at sea regarding what the correct format or writing style should be while addressing a complete stranger for a professional reason. A business introduction letter is a standard letter that is written to introduce either an individual or a company to another individual or organization. In case you are writing a standard letter, then remember not to exceed one page and include all the pertinent information in documents enclosed with the letter. These letters are not the same as cover letters. You can draft a single introduction letter and use the draft to send it across to various companies for business purposes. Remember the letter should be checked for any error, grammatical or spelling, before it is sent out. Maintain a polite tone in the letter and express gratitude for the time the addressee is giving your letter.
Business Introduction Letter Format
While it is easier to refer to examples and then draft your own letter, it is advisable to refer to the format of a business letter of introduction and then use the same as a basis for your letter. Given below is a template that you can use in case you want to draft a letter introducing your organization to a prospective client.
Name of Addressee
Name of Organization
Reference: State in precise terms the reason for which you are writing this letter.
Dear Ms./Mr. (addressee)/ To whomsoever it may concern
The introductory paragraph of the letter should be a detailed introduction to the company that you are representing. Give information about who owns the organization and who operates it. Explain how association with your company can be an asset to the firm that you are writing the letter to.
In case you are enclosing other documentation about your company, then the second paragraph needs to provide the gist of the information in the brochures attached.
In the third paragraph, you can explain what the USP of your company is. Once you have explained how your company stands apart in your field of work, you can thank the addressee for their time and ask them to contact you in case of any future needs. Also ensure that you mention how competitive your pricing is, making the firm all the more suitable for the job.
The fourth paragraph of the letter can give out your contact details, in case the addressee is interested in having business with your firm.
Business Introduction Letter Sample
If the template given above has not managed to clarify the format for introduction letters, then this example will help elucidate the same for you.
Maximum Security Agency
234 – 31st Street
NYC, New York – 434535
6th June 2010
Goliath National Bank
549 – Wall Street
NYC, New York – 434567
Reference: Introduction to the company Maximum Security Agency
To Whomsoever it May Concern,
The purpose of this letter is to introduce our company Maximum Security Agency, which has been a leader in the field of security provision to banks and financial institutions since 1978. We have catered to several organizations in the past and have had a good working relation with all of them, with no complaints from our clients. As a company we offer you services that are of the highest standard and at extremely competitive rates.
Enclosed with this letter is documentation about our services, including a brochure that enlists all the different services that you can make use of in case you decide to do business with us. We have a team on call round the clock that takes care of any emergency. Other than that we have trained guards, hourly foot patrols, alarm response, personal bodyguards, mobile patrols, security for special events, etc. We also have an agreement with the city police department, that allows us to alert them in case of any major security breach, garnering a response from them in a matter of a few minutes.
We are fully aware that you are already making use of security services provided by another organization and may not be currently looking for a change. We would like to thank you for the time that you have taken in order to go through this letter and the enclosed documentation.
Please feel free to contact us in case you need to utilize any of the services that our company provides. We guarantee you complete security. Our address and other contact details are given in the brochure enclosed with this letter.
Writing business letters is an extremely easy task provided you known the correct format for the letter you are writing. With the template and example of an introduction letter for new business given in this article, hopefully you will have no problem drafting a letter introducing your firm.
Ok! A very less known fact about me is that I am an entrepreneur. At my age, it often gets a bit difficult to get people to trust my business. However, with a little help from my parents and friends, I managed to put things together. So, the first step after all the foundation work, was introducing the business to people. This in itself is very important. If you don’t introduce your business to your direct clientele (whoever they are), then chances of you getting business will be significantly delayed.
An introduction letter for a new business is a way to reach out to your target audience, to let them know about you. So, how do you go about writing these introduction letters for business? Before I start with the explanation about these letters, we can take a look at a sample.
Writing Introduction Letters for a Business
Like any basic business letter, a standard method of letter-writing rules needs to be followed too. A business introduction letter has to be accompanied by a company brochure. In such a case, the sample above can qualify as an example. However, if you do not wish to give a brochure along with the letter, you will need to include more details in the letter. The details that need to be furnished will be along the following lines.
- Full names of entities involved in the business.
- Basic business details.
- Prior experience or expertise of entities involved.
- Services or products provided in detail.
- Price modules (if fixed).
All these details need to be given to the recipient, either with the help of a brochure, or through the introduction letters for the business directly. You can also go through a few for help.
If you want to introduce a new product, then you would have to word it in a different manner. For such a letter, always mention the product in the first line, making it superior to the rest of the content. You can explain the quality, the suitability and above all, the price comparison. You can elaborate with examples, to put your point forward. Conclude your letter by providing your contact information and ordering details.
When writing an introduction letter for your new business, one needs to make sure that the post of the sender is mentioned in the signature. It is imperative that the letter be sent on the company letter head. This not only gives authenticity to the letter, but provides the recipient with all the contact information of the organization in one go. Another thing to ensure when writing an introduction letter for your new business, is to give as much information as possible, without making the content too complex. Use simple and short sentences. Do not make the paragraphs too long. Even if you include 5 or 6 paragraphs in the letter, as long as a new concept is introduced in a new paragraph, stick to smaller paragraphs.
Business Introduction Letter Sample
17th January, 2015
Senior Manager – Events
4830 Kimbark Ave.
Chicago, IL 60635.
Dear Mr. Tribbiani,
The purpose of this letter is to briefly introduce my organization, Footprints Adventure Camps. We are a camping and training organization and take on several outsourcing projects.
The organization is run by 5 partners; Monica Joseph, Mike Arwen, Ted Scott, Josh Buffet, and Robin Stinson. All the partners have individual experience in the field of event management, corporate training, and camping. Monica is a certified corporate trainer and a life coach. Mike is a certified camping expert with 5 years of experience. Josh and Ted have been in event management for the past 7 years and were earlier working with Events Inc.
We have attached a detailed brochure of the organization, for you to view. We were also looking forward to meet you, with the purpose of discussing the possibilities of having specific tie-ups, with your esteemed organization. We will be in touch again to set up a meeting, at whatever time that is convenient for you.
We anticipate the possibility to working with you in the future.
Partner and Co-Founder
Encl: Company Brochure
Business Introduction Email
Communication has sped up to quite an extent due to the onset and use of emails. Introduction letters sent by email will be the same as the company introduction letter sample shown above, that one may send through airmail.
However, these days, a very good way to spread word about an organization, is through a well put-together website. When getting in touch with clients via email, one can afford to keep the letter short and provide the client with the URL link to the company website. This will not only be a faster and more informative method, but an impressive one as well.
Starting a new business is not easy, we know that. However, unless and until you don’t let the local market and then the market beyond that know about your entity, getting business will be difficult. Spread the word and let the world know that you exist.