FREE Rules for Writing an Introduction Letter [ With Samples ]

In the business world, communication is highly important and is actually the secret to becoming successful. There are also going to be times wherein you need to present yourself to someone or to a business entity you have yet to meet. That can be a pretty nerve-racking experience and yet sometimes, it is deemed to be important.

Did you know that you still have a chance of getting hired in your dream company even if they are not actively seeking for new employees? Did you also know that you can pique a future client’s interest with a simple letter? These are just some of the examples where an introduction letter is used.

You might be confused as to what introduction letters are and what they are actually used for. Guess what? Today you are in luck! We want to share with you what we know about introduction letters, especially the rules of how you can come up with a good one. Check out the rest of this article to find out more!

What Is an Introduction Letter?

Basically, as what its name suggests, an introduction letter is meant to introduce you or your business to another person, business, or entity. They are often confused with cover letters and application letters but they are actually not the same. However, there are letters of introduction for job purposes.

Introduction letters are deemed to be highly important for businesses that are still starting out as they can help you grow your business and build a network of individuals that can become potential clients. They are your first point of contact, so you have to make sure that you come up with one that is well-written and can be easy to understand. You want to make a good first impression so these letters have to be written with utmost care and a careful choice of words.

Writing an Introduction Letter

There are different types of introduction letter and we will let you in on a few guidelines that you can follow for writing these letters. We will give you a different set of guidelines on how to write an introduction for each main type of introduction letter.

General Guidelines for Writing

• Always address your letters to a specific person if possible.
• Let the recipient know who you are, if it is relevant to the purpose of your introduction letter. State your name and your position.
• Let the recipient know how you were able to get their contact details.
• State the reason why you are writing your introduction letter.
• Make sure to include all the important details that is deemed to be relevant for the purpose of your letter.
• Close the letter appropriately and end the letter positively. Do not forget to leave your contact details as well.

 

Writing an Introduction Letter to Introduce Another Person

Typically, these letters are used for job-related purposes such as recommending someone for a position in a company. Here is a guideline you can follow for writing this type of introduction letter:

• Mention the person’s name and job title (if applicable).
• Let the recipient know what is your relationship with the person you are writing about. Let them know what your experience with the person is on a professional level.
• Include the strengths and good qualities of the person being introduced. You can also mention where he/she has worked before.
• Let the recipient know why you are introducing the person to him/her and what you want to accomplish from writing the letter.
• You can leave the person’s contact details. This makes it easier for the recipient to get in touch with the individual you are writing about especially if he/she wishes to schedule a meeting with the person being introduced.
• You should close your letter in a strong manner by mentioning that you are confident that the person you are introducing will be able to execute any assigned task properly.

 

Writing a Business Introduction Letter

Business introduction letters are usually written when you introduce your business or company to another business or company. General guidelines for writing these types of introduction letters are as follows:

• Do not forget to mention the name of your company.
• Talk about your company or business. Give the recipient/reader a brief idea about your company’s history and what your long-term and short-term goals are.
• Talk about what you offer such as the products and services you have available.
• Invite the recipient to check out any great milestone that is on its way such as a grand opening, membership discounts, freebies, or an open house.
• Make sure you include all the important details that you want the reader to know about your company. Be as specific as you can.
• Express in the end part of your letter that you are looking forward for the reader to become a member of your organization or that you are looking forward for him/her to become a loyal customer.

 

Writing an Introduction Letter to Introduce a New Product or Service

Whenever a company has a new product or service available, they can let their clients know about these things through an introduction letter. Check out how you can write this type of introduction letter below:

• Let the reader know that you are thankful for his/her patronage for your business and what you are offering.
• Give a brief description about the product/s or service/s that is new in your company.
• Let them know what they can benefit from purchasing the product.
• Enclose pamphlets or brochures that give more information about the new product/s and/or service/s.
• Mention any promotions you might have about the new item/s.
• Close your letter by letting the recipient know how much their loyalty is valued.

 

You are now equipped with sufficient information about how you can come up with a well-written introduction letter. Even if it’s your first time to write an introduction letter, if you follow all of the guidelines we have presented to you, writing that introduction letter will become easier. You will end up with letters that are easy to read, concise, and effective in relaying the message that you want to convey to your recipient.