How To Write An Introduction Letter (With Types And Samples)
By Indeed Editorial Team
Published 6 July 2022
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
Writing a letter of introduction can be a great way to issue a professional introduction between yourself, clients, contractors, job candidates, colleagues or other professional contacts. When writing a letter of introduction on your own or on someone else's behalf, it is important to understand what to include and how to maintain an appropriate tone. Learning how to write an introduction letter can help you draft an effective one that can enable you to foster positive professional relationships.
In this article, we define an introduction letter, explore the steps to help you write one, demonstrate its types and share two samples for your reference.
What Is An Introduction Letter?
An introduction letter is a professional document that introduces two or more contacts. The purpose of an introduction letter can vary, but these letters typically present a professional tone and help you or your contacts grow their professional networks. For example, you may write a letter of introduction on behalf of a team member you supervised to help them pursue a new career opportunity. Another example is to write a cold letter proactively to introduce yourself to a potential employer and enquire about opportunities within their company.
Related: How To Write A Formal Letter
How To Write An Introduction Letter
You can refer to these steps to understand how to write an introduction letter:
1. Consider your audience and purpose
Before writing your letter, take time to reflect on the letter's purpose and audience. By understanding the context of the letter and the expectations of the reader, you can draft a document that uses the correct professional tone while expressing its intent clearly. For example, the tone you can use to write a cold letter may differ from the tone you use for a familiar contact. It is imperative to use a more formal tone to introduce yourself to a potential employer than you may use to introduce yourself to your new colleagues.
Along with this, it is also important to make sure you have all the information you require for the letter before you start. For example, make sure you know the names of the recipients and have their contact information. If you are writing a cold letter to introduce yourself to someone, try to use their full name so you can address them directly and make a more personal first impression. When writing on behalf of someone else, check their contact information to make sure it is accurate before including it.
2. Greet the reader and write an introduction
Start the letter with a polite greeting, such as dear or greetings. You can address the reader directly by name, or use a polite general greeting, for instance, to whom it may concern. After greeting the reader, write an introduction paragraph that states the purpose of the letter and the name of the person you are introducing. For example, when writing a cold introduction letter, state that you are writing to introduce yourself because you found the contact's name through a professional social media page and you want to learn more about their organisation.
Providing context for the letter in your introduction is important because it helps the reader understand your reason for writing. It is typical to keep this paragraph brief, such as by writing two to three sentences before starting the body of the letter. If you are writing on behalf of yourself or another professional contact to recommend them for an opportunity, consider adding a few details about what makes them or yourself a good fit for the opportunity.
3. Provide contextualising details in the body
Depending on the type of letter and how long it is, you may write an informative body. Write one to two paragraphs providing details about your reason for writing. If you are writing about a potential job opportunity, use your body paragraphs to elaborate on what makes you a good fit for the opportunity or what qualities you endorse in the person for whom you are writing. As introduction letters differ from cover letters, try to keep these paragraphs brief and provide only the most relevant details. You can provide further information if the reader issues a follow-up.
4. Draft a polite conclusion
End the letter with a polite conclusion paragraph. Thank the reader for their time and consideration. You may use this paragraph to emphasise the most important details included in the body of the letter if required. The conclusion paragraph is also a great place to include your contact details or the contact information of the person for whom you are writing. Take prior consent from the individual before sharing their contact details, like the phone number or email address. This also ensures that you enter the correct details in the letter, which is crucial for further communication from the receiver.
Add a polite closing to end the letter. Use a professional phrase like sincerely and sign your name at the end. You may use a less formal closing if you are familiar with the reader. For formal or professional letters, you can add your job title to your signature. This highlights your position and can demonstrate your authority or professional familiarity relevant to the enquiry.
5. Edit, revise and proofread
Before submitting the letter, review it thoroughly. Ensure the information you include is accurate and revise the language to show a professional tone that can meet your reader's expectations for formality. Proofread your writing closely to identify mistakes in grammar and spelling and rectify them. By submitting a letter that is free from errors, you can demonstrate your professionalism, attention to detail and writing skills to help make a positive impression.
When proofreading, try reading the document aloud to yourself or have someone else read it for you. This technique helps you listen to the content and identify any awkward phrases that you can revise for clarity. You can also take a break to get a fresh perspective and identify any repetitive information to remove them or recollect any other important information that might be helpful to add.
Types Of Introduction Letters
There are two types of introduction letters, including introduction letters that you write on your own behalf and those you write for someone else. Writing a letter of introduction is a polite, formal and professional way of introducing contacts. For example, you may write an introduction letter introducing:
Two or more colleagues
A few of your professional contacts
Your clients or customers
Contractors or freelancers
A job candidate
New members of your team
Yourself to a potential employer, new professional contacts or members of a new work team
Introduction Letter Samples
During your professional career, you may require writing an introduction letter on your own behalf or for one of your professional contacts. Here are two sample introduction letters that you can use as reference when writing yours:
Introduction letter sample for a professional contact
Here is a sample letter for introducing a former colleague to a professional contact:
Hope you are doing great! I am reaching out as my former co-worker, Mahi, is interested in working at the Accounting Consultancy of Mumbai. I remembered you joined the company a few years back.
Mahi has four years of experience as a chartered accountant and is looking to continue her career at the Accounting Consultancy of Mumbai, but wants to learn more about the company before applying. I thought I can connect you two for an informational interview if you manage some time. If there is someone else at your company who you feel can provide clarity to Mahi's queries, you can feel free to forward the request or provide us with the individual's contact information, if possible.
I have copied Mahi on the email, and she will reach out to follow up. Thank you in advance for your assistance, Krishna!
Have a great evening.
Introduction letter sample for yourself
Here is a sample for writing a cold letter to introduce yourself to a potential employer:
Dear Arjun Singh,
I hope you are well. My name is Ravi Laghari, and I am writing to introduce myself as a potential future contractor for your company. I am an experienced copywriter with over 10 years of industry experience. I found you via your professional social media profile, and I feel my writing services are an excellent fit for your company's marketing team.
As a professional copywriter, I have extensive experience working on freelance assignments. I pride myself on producing clean copy that fits the brand voice of my clients and elevates their marketing. My knowledge of search engine optimisation best practices and style conventions, combined with my proven ability to produce high-value content that clients love to read, makes me a qualified contractor for your company.
If you are interested in learning more about my services, please feel free to contact me by phone, email or social media. If you have time, you can call me at +91 888-990-741, send me an email at firstname.lastname@example.org or message me through my professional website at: raviwrites.copywritingportfolio.com. Thank you for your time and consideration.
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