Wondered about how to write a perfect Letter Of Introduction, as to get a new job or a client? But couldn’t figure out a way, how to begin and what will be the correct and professional way to introduce yourself in it? Don’t worry as we got you covered with the best tips and format of a well-written letter of introduction that will help you achieve your desired goal.
Often when we begin writing an email or professional letter of introduction we get stuck on how to get started, what will be the beginning of the letter, and how to end it? Is this the correct way to go about it? is it written formally or not? Am I introducing myself correctly or not? Does this have all the necessary information about me that a client, employer, or network needs? Our minds bombard us with these many questions and no answers.
To get all your questions answered, stick around as this blog is going to be a one spot for knowing all about the letter of introduction. So without any further a due let’s understand the basics first.
What Is A Letter Of Introduction?
As the name suggests “letter of introduction” is written to introduce oneself or someone else to others. Here the “others” refers to your prospective employer, a client, a new network, or a professional contact. A letter of introduction can be in a form of a letter, email, or a message on Linkedin or any other professional app.
While writing it one should make sure that you create a good impression on the reader for eg: if your introduction letter is for a job opportunity, then a well-written letter to your hiring manager can help you get a new job.
The difference between a cover letter and a letter of introduction is that a cover letter is written for purpose of job openings or current job postings that you may be applying for you have to submit it along with the job application and resume.
Whereas a letter of introduction is written to introduce yourself and to show interest in a company that you like and want to know its availability, not just for jobs but also for different reasons which we will talk about in detail below. If we talk about the format of both the letters are similar to one another.
This is not just for jobs, but also in general if you want to acquire clients and establish valuable networks or even introduce a new team member to someone else, a letter of introduction can help you achieve it. Its important for an introduction letter to have clarity and a professional tone, one cannot just introduce in an informal way.
Below we will discuss to whom we can write a letter of introduction and why so that you get a clear idea about the purpose of the letter.
Types Of Introduction Letters And Reasons To Write Them
1. To A Potential Employer For A Job
As job seekers you can also write introduction letters, introducing yourself to the company you want to work with. In the letter speak about yourself, which position you want to be interviewed for, write about your skills and accomplishments, past job experiences and how they will benefit the company, and so on.
2. New Team Member Introduced To Others
When a new member joins the company, hiring managers can always introduce them to the other employees so that the other employees know about him/her and make them feel welcomed. Write about their background, skills, accomplishments, and so on in the letter. All these things will help existing employees know about the new employee and their interests so that it can serve as an icebreaker for the conversation when their new colleague joins.
3. Different Clients And Customers
Now, this letter of introduction can be written for introducing your business to your clients, investors, customers, suppliers, and so on. It’s like a business letter, it can be B2B i.e business to business, or B2C i.e business to customers. This letter can be used for introducing your new business, a new product or service, for partnership purposes, to introduce sales or discounts, investment-related things, and so on.
4. A Professional Contact
If you want to add a professional network for any purpose it can be for a specific job, partnership, just for collaboration, job referral from a mutual acquaintance or assistance for jobs, for knowing more about a field someone expertise in, and so on, you must always introduce yourself in a formal way by using an introductory letter.
5. Freelancer’s Introduction To The Company Or Clients
If you are someone who works independently as a freelancer then you may require to have contacts and clients for your business. So through a letter of introduction, you can highlight your skills, accomplishments, experience, who are you, what you do, and so on, so that your clients know about you a bit more.
These were the reasons to whom you can write an introductory letter, remember wherever you introduce yourself or a person to someone else you should always go for an introduction letter and write it in a professional tone, so other than the mentioned reasons there can be other reasons as well to write it.
Format Of Introduction Letter
An accurate format plays an important role in curating a formal letter of introduction, make sure before sending your final output to check all grammatical and spelling errors. Now let’s begin with the format that you can follow while writing a letter of introduction. Here is an introduction sample of what you can include in every step of your letter.
1. Greet The Addressee
No matter to whom you are writing a letter or even an email the most important thing is to always greet the person you are addressing your letter to and mention their name as well along with the greeting. For greetings, you can use terms like hello and dear to sound professional.
Like for eg:
Hello Bob,
(From here you can start with your opening paragraph)
2. Opening Paragraph
The first thing you need to mention in the opening paragraph is the purpose of why you are writing the letter of introduction to that particular person. The purpose of your introduction letter can be any it can be to ask for an informational interview, job opening, to have a partnership, or to have them as a client, and so on. Also if you are writing for a person you’re introducing to someone else mention their full name as well and if you are introducing yourself you don’t have to write your name as it will already be in the signature line.
After writing the purpose, you should include a small summary of your role and position, so that the reader knows about who you are. Also, include what you do and explain your function properly and how it relates to the reader, keep it short and clear don’t complicate it.
3. Middle Paragraph
Explain why you want to work with them and how it will be useful for both parties. For example, if the letter is for an employer then write about why you would be the best choice for them, and how you will benefit the company or add value to it. While reading it your recipient should get a clear idea about these 5 questions, What do you want? How is it related to them? Why do you want it? Why you and what do you have to offer to the company/client?
4. Ending Paragraph
This paragraph mostly includes the outcome part, which is what you expect the reader to do by reading your introduction letter. An example would be: If you are writing this as a hiring manager to inform other employees about the new employee then you can mention welcoming him/her to the team and assist them whenever required.
Your closing paragraph must also include contact details or any call to action that you want the reader to take. Also if there is any other important information you need to give make sure to add it as well. If you are sending it as an email in the CC section you can add an email id if you’re introducing someone else otherwise there is no need. Make sure you write your contact details properly.
5. Signature Line
In this, you can mention your full name and signature if it’s in a written form or hardcopy otherwise if it’s an email a sign is not really a requirement just end it with terms like sincerely or regards and your name in the below line.
6. Attach Documents If Any
If the email or a letter is about a job then it’s important for you to add your CV or Resume along with it.
Introduction Letter Example
Hello Bob,
I am writing this letter to ( mention the exact purpose of why you are writing this email/letter to the recipient if its some other person you’re introducing write their full name and what they do) ( a short summary talking about your background, role and what makes you the best fit/ a short summary about your new product launch, business, offers and so on/ If its someone else you are introducing mention their background).
(This part will consist of additional information about your business, you, or someone else that you introduce – write about how it’s relevant to the reader, how it will be useful to them, why they should choose you, how both parties can come together, and for what)
(End the letter with a call to action i.e to provide your contact details, so that the reader knows what to do next after reading the letter/ email)
Regards/Sincerely,
Christine
(Attach necessary documents if required eg: a resume if its an introductory letter for a job)
Tips For Writing An Introductory Letter
1. Keep your introduction letters simple and concise, have clarity in what you are conveying through it do not try to complicate, and stick to the point.
2. One common mistake people make in a job introduction letter is that they write everything that is already mentioned in their resumes or cv, don’t do that. Mention relevant points do not copy your resume.
3. Before hitting the send button for an email make sure you proofread your letter of introduction and make necessary changes.
4. Format it properly to make it look clean and professional.
5. Check whether the written information is accurate or not, if there are any grammatical or spelling errors make sure to correct them before sending.
6. Also along with your letter you can provide your work samples so that they can have a look at your previous work to know if you meet their job requirements or not.
7. Send it to the right person and on the right email, it’s important your email goes into the right hands while applying for a job or notifying clients about your new business, it must reach your target audience
8. Don’t just make the introduction letter about yourself, write information that is useful and relevant for both the parties.
9. Have a professional tone in your introduction letters
Final Note
No matter whether it’s a job search, a letter to a client, recommending someone for a job, or even for a professional network the above-given letter of introduction template format is the same for all so you don’t have to worry about that.
In job, customer, or client introductory letters, after you send it and don’t get a reply in a few days, you can also send a follow-up mail. But write an effective and formal one so that you get a response from them if you haven’t.
Every day a lot of emails are received by people, you need to write them in a smart way so that you get noticed by them so write only useful information so that your letters don’t end up in spam.
With this, we come to an end of this blog I hope now you got an idea of how to get started and what all information is necessary to be written in the introduction letters. Thanks for reading!