- Address your letter to a specific person, whenever possible.
- Begin your letter by stating your name and your position or role, if relevant.
- Tell how you got the reader’s name, if applicable.
- State the purpose for your letter.
- Indicate what it is that you hope to accomplish by sending your letter
For example, set up a time that you can meet in person with the reader or what you would like the reader to do in response to your letter (such as grant you an interview).
- Include any other important information about yourself or the purpose of your letter
For example, include your contact information, brief history of your organization, your goals, or the like).
- Close by thanking the person, and end on a positive note.
How to write an introduction letter to introduce another individual:
- As you begin, mention the person by name.
- Identify your personal or professional association with the person. Briefly tell the reader about your experience with the person.
- For a business contact, you might want to include the person’s qualifications or positive qualities, or mention past projects he/she has worked on or companies he/she has worked for.
- Identify the purpose of your letter and what you hope to accomplish by sending it.
- If you would like to give the reader the opportunity to meet with the person you are introducing, include the person’s contact information or mention when and possibly where the individuals might be able to meet. However, do not put the reader under any obligation.
- Especially for business contacts, you might include the person’s business card, if possible.
- Close your letter by indicating your confidence that the meeting would be a positive experience for both individuals, by reaffirming your hope that they can meet, by restating your esteem for the individual, etc.
How to write an introduction letter to introduce a company, organization, product, or service:
- Identify the name of your company or organization.
- Tell about the company or organization. Mention how it was started, how long you’ve been in business, your mission or business objective or goals, and so forth.
- If appropriate, identify the product(s) or service(s) you provide, and identify the benefits of buying or using these products or services. Tell why they are better than those of the competition; how they will save the reader time/money, make his/her quality of life better, or help him/her to accomplish a certain goal; and so on. In short, tell the reader why he/she must have the product or service you offer.
- Invite the person to an open house, grand opening, sale, etc., if applicable.
- If you represent an organization, describe the benefits of the organization, such as the good they do in the community, what they have been able to accomplish in the past, the benefits of membership (if applicable), and so forth.
- Invite the reader to be your customer or to join your organization, or include information on how he/she can purchase your product or service, whether at a physical store, online, over the phone, etc.
- Include information that will allow the reader to find out more if desired about your company or organization or the products or services you provide.
- Close by expressing your hope that the person will want to join your organization or become a customer.
How to write an introduction letter to introduce a new product or service to an established customer:
- Thank the reader for his/her past business.
- Describe the new products or services you are offering.
- Indicate why the reader should purchase the product or service (i.e., mention the benefits of the product or service).
- If possible, include a pamphlet, brochure, catalog, etc. that shows and describes the new products or services.
- If you are making a special promotional offer or having a special sale on the new products or services, include information about it.
- Indicate how the person can find out more information or tell how he/she can buy your product or service.
- Close by reiterating how valuable the customer is to you and, if desired, by mentioning your hope that the reader will buy the new product(s) or service(s) you are offering.