A Perfect Letter of Introduction [Examples]
By Status.net Editorial Team on June 14, 2023 — 15 minutes to read
- How To Write a Letter of Introduction Part 1
- Types of Introduction Letters Part 2
- Letter of Introduction Template Part 3
- Templates: Letter of Introduction for Job Seekers Part 4
- Templates: Letter of Introduction for Networking Part 5
- Templates: New Team Member Letter of Introduction Part 6
- Employee to Customer Introduction Letter Template Part 7
- Business Introduction Template Part 8
- Tips for Writing a Perfect Letter of Introduction Part 9
A good letter of introduction can be a valuable tool in making new connections, whether for personal, professional, or business purposes. In this article, we’ll explore how to write a perfect letter of introduction.
To begin, it’s important to understand the difference between a letter of introduction and other forms of introductory communication. An introduction letter isn’t a cover letter – rather, it serves to establish relationships and spark interest.
Difference Between Introduction Letter and Cover Letter
An introduction letter is not a cover letter. While both documents are used to make introductions, they serve different purposes. An introduction letter is typically written to introduce yourself, your business, or a third party, whereas a cover letter is used when applying for a job or sending a proposal. In an introduction letter, you should briefly highlight your background, accomplishments, and goals, while in a cover letter, you should focus on how your skills and experiences relate to a specific job opportunity.
Introduction Letter vs. Letter of Recommendation
An introduction letter is also not a letter of recommendation. A letter of recommendation is written by someone who knows you well, like a former employer, teacher, or mentor, to vouch for your abilities and accomplishments. It often includes specific examples of your work and contributions, as well as why the person is recommending you for a certain position or opportunity.
Related: A Perfect Letter of Recommendation [8 Templates]
An introduction letter is written by you or on behalf of an individual or company to make an initial connection with others. While you might mention your skills and experience in an introduction letter, it doesn’t have the same weight or credibility as a letter of recommendation, since it lacks the endorsements from others.
Related: How to Ask for a Letter of Recommendation [Examples]
The Full Guide to Reference Letters [Best Templates]
- An introduction letter is used to introduce yourself, your company, or a third party to others.
- A cover letter is used when applying for a job or submitting a proposal, focusing on how your skills and experiences relate to the specific opportunity.
- A letter of recommendation is a formal endorsement of your abilities and accomplishments, written by someone who knows you well.
Remember to use the appropriate type of letter for each situation and adhere to the specific guidelines and tone for each document: this will ensure your communication is effective and appropriate, increasing your chances of making a positive impression.
Part 1 How To Write a Letter of Introduction
Format and structure.
To write an effective letter of introduction, start with proper formatting. Use a standard font, such as Arial or Times New Roman, and set the font size to 12. Stick to a formal tone, and use single spacing with a space between paragraphs.
Greeting and Opening Remarks
Begin your letter with a professional greeting. If you know the recipient’s name, use “Dear [Name].” If not, use “Dear [Title]” or “To Whom It May Concern.” Your opening remarks should briefly explain the purpose of the letter and introduce yourself or the person you are introducing.
Related: How to Start a Letter (and Mistakes to Avoid)
In the main body of the letter, provide details about yourself or the person you are introducing. Focus on the key qualifications, skills, and experiences that are relevant to the recipient. This is also an ideal place to mention any mutual connections or shared interests.
- Keep the paragraphs short and concise.
- Highlight your achievements or expertise.
- Use bullet points or tables to enumerate qualifications or experiences, if necessary.
Closing and Sign Off
To close the letter, express your gratitude to the recipient for their time and attention. Offer your assistance if they have further questions or would like additional information. Use a standard sign-off, such as “Sincerely,” “Best Regards,” or “Yours Faithfully,” followed by your full name and contact information (e.g., email, phone number).
Related: How to End an Email Professionally (Examples)
Remember to proofread your letter of introduction and ensure that spelling, grammar, and punctuation are accurate before sending it off.
Part 2 Types of Introduction Letters
In job-related introduction letters, you are typically introducing yourself as a potential employee or applicant. This is useful when seeking new job opportunities, submitting your resume, or reaching out to potential employers. Your letter should showcase your skills, experience, and enthusiasm for the position while also expressing your interest in the company and its mission.
When networking, it’s important to make a great first impression by introducing yourself effectively. In a networking introduction letter, the goal is to establish a connection with an individual or a group within your industry. Mention your title, role, and any common acquaintances you may have. Also, highlight some of your accomplishments or notable experiences relevant to the people you’re introducing yourself to.
Agency or Freelancer Introductions
If you are an agency or a freelancer looking for clients, an introduction letter is a great way to showcase your services and expertise. The focus should be on how you can support the client’s needs and help them achieve their goals. Provide a brief overview of your industry experience, the services you offer, and some examples of successful projects or satisfied clients.
In a team introduction letter, your objective is to introduce your team members to a new client, project team, or department. Detail the relevant qualifications, skills, and areas of expertise for each team member. This will help establish trust and confidence in your team’s abilities. Be sure to include contact information to facilitate further communication.
Letter of Introduction Examples
Part 3 letter of introduction template.
I hope this letter finds you well. My name is [Your Name], and I am writing to introduce myself to you. [Insert a brief sentence or two about yourself, such as your current position or relevant experience]. I am reaching out to you because [insert reason for writing the letter, such as expressing interest in a job opportunity or seeking to establish a professional relationship].
I am excited to learn more about your organization and explore opportunities for collaboration. Please feel free to reach out to me at [insert contact information] if you have any questions or would like to discuss further.
Thank you for your time and consideration.
Best regards, [Your Name]
Templates for various types of introduction letters:
Part 4 Templates: Letter of Introduction for Job Seekers
When you are seeking a new job, it’s essential to introduce yourself professionally. Here’s an example of a letter of introduction for job seekers:
Dear [Recipient’s Name],
I hope this message finds you well. My name is [Your Name] and I am writing to express my interest in the [Job Title] position at [Company Name]. I came across your job posting on [Job Board/Website] and believe my skills and experience make me an ideal candidate.
Throughout my career, I have worked on various projects focusing on [specific skills or subject matter]. At my previous job at [Previous Company Name], I [describe a significant achievement or responsibility]. Additionally, I am skilled in [list relevant skills] and have experience using [software or tools related to the job].
I have attached my resume for your review, which includes more information on my background and qualifications. I would appreciate the opportunity to discuss my suitability for the position during an interview. Please feel free to contact me at [Your Email] or [Your Phone Number] to schedule a meeting or for any further information.
Thank you for taking the time to consider my application. I look forward to hearing from you soon.
Sincerely, [Your Name] [Your Email Address] [Your Phone Number]
Related: Best Job Interview Request Email Responses (Examples)
Subject: [Your Name] – [Target Job Title]
I came across the [Job Title] opening at [Company Name] and after reviewing your company’s impressive accomplishments in [Industry], I believe that my [Number of Years] years of experience in a similar role make me an ideal fit.
Enclosed is my resume, which highlights my expertise in [Specific Skills or Accomplishments]. I am confident that my experience in [Area of Expertise] would make a valuable contribution to your team.
[Optional: Mention any mutual connections, if applicable.]
I would welcome the opportunity to discuss my qualifications further and explore how I could contribute to [Company Name]’s success. Thank you for considering my application.
Part 5 Templates: Letter of Introduction for Networking
A networking introduction letter aims to establish connections with potential clients, partners, or colleagues.
Subject: Introduction – [Your Name] and [Recipient’s Name]
Hi [Recipient’s Name],
I hope this message finds you well. I came across your profile while searching for professionals in the [Industry] field, and I am impressed by your experience and accomplishments.
As a fellow professional in the [Industry], I believe that connecting with like-minded individuals like yourself can greatly benefit both our careers. I am particularly interested in [Specific Area of Interest] and would appreciate any insights or advice you may have.
If you’re open to it, I’d love to set up a time to chat over a coffee or a quick phone call. Looking forward to your response.
Best regards, [Your Name] [Your Email Address] [Your Phone Number]
I hope this email finds you well. My name is [Your Name], and I am a [Your Profession or Title] at [Your Company or Organization]. I recently attended the [Event or Conference Name] and saw your insightful presentation on [Topic]. Your ideas resonated with me, and I believe your expertise could benefit the projects I am currently working on.
My current projects involve [briefly describe your projects, e.g., developing new software or implementing a marketing strategy]. I am eager to learn more about your work in [Recipient’s Field of Expertise] and would love to schedule a phone call or coffee meeting to discuss our shared interests and potential collaboration.
Please let me know when you are available, and I will be happy to make arrangements. You can contact me at [Your Email] or [Your Phone Number].
Looking forward to connecting with you.
Part 6 Templates: New Team Member Letter of Introduction
Template 1: introducing yourself.
When joining a new team, a letter of introduction helps introduce you to your colleagues and establish rapport.
Subject: Hello from [Your Name], your new [Job Title / Team Role]
Dear [Team Name or Colleagues],
I hope this email finds you all in good spirits. My name is [Your Name], and I am excited to join the [Company Name] team as your new [Job Title / Team Role]. It’s a pleasure to meet all of you!
A little bit about myself: I have been working in the [Your Industry] for [Number of Years] years, mainly focusing on [Area of Expertise]. My skills include [list relevant skills], and I am proficient in [software or tools you will be using].
In my spare time, I enjoy [mention personal hobbies or interests to connect on a personal level].
I am eager to contribute to the team’s success and look forward to learning from each of you. Please feel free to reach out if you have any questions or concerns, or if you would like to grab lunch or coffee together.
Thank you for the warm welcome, and have a great day!
Best, [Your Name]
Template 2: New Team Member
Welcome a new team member with this template, outlining their role and initial responsibilities.
Subject: Welcome [New Team Member’s Name]!
Dear [Existing Team Members],
Please join me in extending a warm welcome to our newest team member, [New Team Member’s Name]. [He/She/They] will be joining us as a [New Team Member’s Job Title] effective [Start Date].
[New Team Member’s Name] brings with them a wealth of experience in [Area of Expertise], having worked at [Previous Company] for [Number of Years Experience]. In their new role, they will be responsible for [Responsibilities].
We are excited to have [New Team Member’s Name] on board and look forward to their contributions as we continue to grow and succeed.
Please take the time to introduce yourself to [New Team Member’s Name] and offer any assistance they may need as they familiarize themselves with our processes and systems.
Best regards, [Your Name] [Your Title]
Part 7 Employee to Customer Introduction Letter Template
Introducing an employee to clients or customers:
I am writing to introduce you to our newest team member, [Employee Name]. [He/She] is joining us as [Position/Title] and brings with [him/her] [Number] years of experience in [Industry/Specialization].
[Employee Name] is an expert in [Skill/Expertise] and has a proven track record of delivering exceptional [Service/Product]. [He/She] is committed to providing our customers with the highest level of service and ensuring that their needs are met with the utmost care and attention.
We are thrilled to have [Employee Name] on board and believe that [he/she] will be a valuable asset to our team and to our customers. [He/She] is excited to meet and work with all of you, and we are confident that you will find [him/her] to be a knowledgeable and helpful resource.
Please join me in welcoming [Employee Name] to our team and we look forward to continuing to serve you with excellence.
Sincerely, [Your Name] [Your Title] [Company Name]
Part 8 Business Introduction Template
Introduce your business to potential clients, partners, or investors with this template.
Subject: Introducing [Your Company Name]
I would like to take this opportunity to introduce you to [Your Company Name], a [Description of Your Business] that specializes in [Product/Service Offering]. We have successfully served clients in [Industry] for [Number of Years/Timeframe].
Our key services/products include: – [Service/Product 1] – [Service/Product 2] – [Service/Product 3]
We understand the challenges faced by businesses like yours in the [Industry] sector and have a track record of delivering solutions tailored to your needs. Our expertise in [Specific Area] allows us to offer you the best possible service.
We would be thrilled to explore how our offerings can provide value to your organization. Please don’t hesitate to reach out if you have any questions or would like to schedule a meeting.
Best regards, [Your Name] [Your Title] [Your Company] [Your Email Address] [Your Phone Number]
Part 9 Tips for Writing a Perfect Letter of Introduction
When writing a letter of introduction, it is important to keep it brief. Clearly state the purpose and get straight to the point. Remember, your recipient may have a busy schedule, so limit your introduction to a few paragraphs. Being concise ensures that your message is understood and remains memorable.
Use a Professional Tone
Maintain a professional tone throughout your letter of introduction. Be confident, knowledgeable, and clear. Avoid using casual language or informal expressions. This demonstrates your respect for the recipient and reflects well on your professionalism.
Include Contact Information
Ensure that you include your contact information, such as email address and phone number, so the recipient can easily reach you. This can be placed at the beginning or end of the letter. Including your contact information allows the recipient to respond and take the desired action.
Before sending your letter of introduction, proofread it carefully for errors in grammar, spelling, and punctuation. A well-written, error-free letter shows attention to detail and care in your communication. Ask a colleague or friend to review your letter for additional insights and suggestions.
Frequently Asked Questions
How do you start a good introduction letter.
To start a good introduction letter, ensure you have a clear purpose for the letter. Begin by addressing the recipient by name if possible and introducing yourself. State the reason for writing the letter and try to engage the recipient’s interest with a hook, such as a shared connection or a relevant accomplishment. Example:
My name is [Your Name] and I am writing to introduce myself and express my interest in [reason for writing the letter]. I hope this letter finds you well.
I wanted to reach out to you because [hook – shared connection or relevant accomplishment]. As someone who is [briefly describe your background or experience], I believe that I would be a valuable asset to your [company/organization/project].
I am excited to learn more about your work and how I can contribute to it. Please feel free to reach out to me at [contact information] to discuss this further.
Thank you for your time and consideration. I look forward to hearing from you soon.
What distinguishes a letter of introduction from other types of letters?
A letter of introduction is specifically written to introduce yourself, your business, or an employee to another party. It aims to establish a relationship, provide information about your expertise or service offerings, and potentially open up opportunities for collaboration. Unlike cover letters, which focus on a specific job position, introduction letters highlight your skills or experiences more broadly and are often used for networking purposes.
What are the different types of introduction letters?
Introduction letters come in various forms, such as:
- Business to Business (B2B) – Introducing a company, product, or service.
- Employee to Customer – Introducing an employee to clients or customers.
- Self-introduction – Introducing oneself for networking, job applications, or collaboration opportunities.
- New Hire Introduction – Introducing a new employee to the team or organization.
What are some effective tips for writing a letter of introduction?
- Be concise and clear about your purpose.
- Use a professional tone and language.
- Personalize the letter by addressing the recipient by name.
- Emphasize your strengths, experiences, or areas of expertise.
- Include a call-to-action, such as requesting a meeting or asking the recipient to review your attached documents.
- Proofread and edit your letter for grammar, spelling, and punctuation errors.
- How to Ask for a Letter of Recommendation [Examples]
- How to Start a Letter (and Mistakes to Avoid)
- How to End an Email Professionally (Examples)
- Emotional Intelligence (EQ) in Leadership [Examples, Tips]
- A Perfect Letter of Recommendation [8 Templates]
- Effective Nonverbal Communication in the Workplace (Examples)
- Search Search Please fill out this field.
- Career Planning
- Finding a Job
Letter of Introduction Examples and Writing Tips
Types of Introduction Letters
Tips for writing a letter of introduction, letter of introduction examples, letter introducing two people, letter introducing yourself, more introduction letter examples, related types of letters.
Sam Edwards / Getty Images
Do you need to write a letter introducing yourself to a prospective employer, a networking contact, or a potential new client? A well-written letter of introduction can result in a valuable relationship, and help you find a new job or acquire a new client. Learn why and how to send a letter, email, or LinkedIn message introducing yourself, so that you can make the best possible impression on the reader.
Surveys report that 70% to 80% (some even as high as 85%) of job seekers say that networking has helped them find a new job. However, this doesn’t mean that every networking success story involves a direct connection. Sometimes, it’s less about who you know, and more about who your friends know. A letter of introduction is one way to forge a new connection.
There are two types of letters of introduction.
- In the first type, you introduce a connection to someone else you know . That someone might be a potential candidate for employment, or someone looking for career assistance.
- In the other type of letter of introduction, you write to someone you haven’t met . You introduce yourself to ask them for a job referral or request assistance with a job search .
A letter of introduction can be a useful way to network and gain job search advice, or even possibly a job opportunity.
The most important tip to remember when writing a letter of introduction is to keep it short and to the point. The person you are contacting is a busy professional, and you want to get his or her attention right away.
Use a Professional Tone
When writing your letter, make sure the tone matches your relationship. If you are close friends, you can write in a slightly less formal style. However, if you are introducing yourself for the first time, make sure your letter is extremely professional.
Mention Who You're Introducing
First, include a quick introduction that explains who you are, or a short synopsis of the person you are introducing.
Explain Why You're Writing
Then, briefly describe what you would like to accomplish by sending your letter. Does the other person wish to apply for a job opening? Are you hoping to set up an informational interview for yourself? Be as clear as possible.
Share Your Contact Information
Conclude with a description of how the recipient of the letter can either get in touch with you or the third party. Make it as easy as possible for the recipient to respond.
Proofread and Edit
Whether or not you are already acquainted, be sure to thoroughly edit and proofread your letter before sending it.
In many cases, the letter can be sent via email, because that's the quickest and easiest way to connect.
This is a letter of introduction example for introducing two people. Download the letter of introduction template (compatible with Google Docs and Word) or see below for more examples.
This letter is written as an introduction to connect two people, and is typically sent to someone you know well.
Letter of Introduction Example: Introducing Two People
Barbara Nygaard 123 Main Street Anytown, CA 12345 555-212-1234 firstname.lastname@example.org
April 11, 2022
Bob Smith Talent Evaluation Acme Recruiting 123 Business Rd. Business City, NY 54321
I'm writing to introduce you to Janice Dolan, who I have the pleasure of being acquainted with through the Brandon Theater Group. I am the Technical Director for the group, as you know, and I have worked with Janice on several local theater projects. She is a terrific stage manager with over ten years of experience.
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 theater 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 555-555-5555. Thank you in advance for any assistance you can provide.
Signature (hard copy letter)
This letter is an example of a letter written to introduce yourself.
Letter of Introduction Example Introducing Yourself
Subject: Introduction From Katherine Sussman
Dear Mr. Randall,
My name is Katherine Sussman, and I am currently a recruitment associate for XYZ Recruiting. I have been working as a recruiter for the past three years.
I am interested in moving from recruitment work in a large corporation to internal recruitment for a nonprofit. I used to work in development for ABC Nonprofit and would love to bring my current skills to a similar nonprofit. I know you do this kind of work for Sunshine Nonprofit, and I would appreciate hearing a bit about your experience in this field. I would love to arrange a time to meet with you for an informational interview.
I have attached my resume for your review. If you have time for a brief conversation, please let me know. You can contact me via email (firstname.lastname@example.org) or phone (555-555-5555). I look forward to hearing from you. Thank you so much.
Here's more information on introducing yourself, including how to introduce yourself in an email, and tips for saying thank you for an introduction.
- How to Introduce Yourself in an Email
- Sample Thank-You Letter for an Introduction
- Tips for Writing a Letter Requesting Career Advice
People often confuse a letter of introduction with other types of job search letters:
A cover letter is a document sent with your resume and other job application materials. Your cover letter serves as an introduction to your resume. Sometimes, you’ll mention a referral from a mutual acquaintance who told you about the job or passed on the hiring manager’s name. The letter explains why you are qualified for the specific job for which you are applying.
A referral letter is a letter you write to someone you don’t know following a lead by a mutual acquaintance. In the letter, you would begin by mentioning your common contact, and then make your request—perhaps you are applying to a job they have available, or you are looking to conduct an informational interview or learn about career opportunities.
A letter of recommendation is a letter written by someone who is familiar with your academic work or your job skills and can endorse your candidacy for a position. The letter would be addressed to the admission officer, department head, or hiring manager, and would include specific skills and experiences that highlight your suitability for the position you’re applying to.
- A letter of introduction can forge a new connection. Use these letters to introduce yourself to a potential new client or employer, or to do the same for one of your contacts.
- Keep your letter concise and to the point. The reader is a busy professional. State your purpose early on.
- Consider sending your introduction via email. If time is of the essence, emailing your note can help make an introduction quickly.
- Edit and proofread before sending. Even if you know the recipient well, make sure your letter is perfect before you mail or send it.
PayScale. " How Many Jobs Are Found Through Networking, Really ?"
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How to Write an Introductory Letter
Last Updated: July 12, 2023 Fact Checked
wikiHow is a “wiki,” similar to Wikipedia, which means that many of our articles are co-written by multiple authors. To create this article, 14 people, some anonymous, worked to edit and improve it over time. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 321,793 times. Learn more...
An introductory letter is most commonly used in business communications, used to establish contact, request information, or outline a new product or service. In general, you'll write introductory letters to people that you don't know personally, making them somewhat tricky to nail in terms of tone and style. But you can learn some short-cuts to help make your letter concise, readable, and effective at giving you the introduction you want.
Introductory Letter Template
Writing the Opening
- Begin your letter by stating your position, title, or role and explaining why you're writing. You don't usually have to include your name in the letter, because your name will be included in your signature.
- Cut to the chase: "I am writing today to inquire about openings for a new comptroller" or "I am writing to outline the features of a new product recently unveiled by my company" are perfectly effective statements of purpose, which should be one of the earliest sentences in the letter.
- One common mistake that inexperienced writers make is in avoiding contractions at all cost, to such a degree the letter ends up sounding like it was translated, rather than written. Use contractions, letting the letter sound conversational, but also professional.  X Research source Let the letter represent you.
- Don't try to sound smart by substituting thesaurus words for words you would normally use. This isn't a master's thesis, this is an intro letter. Use the appropriate words and be concise.
- If you have any connection to anyone who works at the company, or if you've been referred to apply, or if you know someone who's previously been awarded a grant from your institution for their work, it's good to make a note of that early in the introduction. This can be a way of jogging someone's memory ("Oh, this is who Jim told me about!"), or establish it for the first time.
Writing the Body of the Letter
- Outline some of the experience that you have in the field or industry you reference in the letter. If you have targeted the introductory letter as mentioned, it will be focused on some kind of professional field or industry. It's helpful to include specific skills and experience in order to make the letter effective.
- Wanting a job is not the same thing as qualifying for it. If you outline in the introduction that you're interested in interviewing for the job because you'd made an excellent fit, you don't need to repeat yourself fifty times throughout. Writing that you "really really need this job" doesn't make you seem like a more attractive candidate.
- Focus the introductory letter toward a specific job level. This job type or position doesn't have to be explicitly mentioned, but keep in mind what kind of result you are going after in order to keep the letter relevant.
- Reiterate the most important information in the conclusion. Just before you close the letter with an appropriate salutation, it's a good idea to briefly reiterate the thing that you want, directly.  X Research source
Revising and Polishing the Letter
- Revising is more than cleaning up your typos and spelling errors. Give your letter a whole second look and make sure that the subjects and verbs are all in agreement, that your meaning is clear, and that your letter accomplishes what it needs to accomplish.
- Once you've gotten the writing as successful as possible, it's ok to start proofreading and looking for "late concerns," the last-minute things, including fixing typos, spelling errors, and formatting your letter.
- Include a CV or resume as appropriate, following the introductory letter. The intro should be the first thing in any application packet.
- Include good contact information. Going through the final edit of the introductory letter, make sure that important contact information is included, generally in the top right-hand corner of the header. Include your email address, phone number, and other basic contact information.
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- ↑ https://www.indeed.com/career-advice/career-development/letter-of-introduction
- ↑ https://au.indeed.com/career-advice/career-development/introduction-letter
- ↑ https://edu.gcfglobal.org/en/grammar/contractions/1/
- ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
- ↑ https://writingcenter.unc.edu/tips-and-tools/editing-and-proofreading/
- ↑ https://www.letters.org/introduction-letter/business-introduction-letter-format.html
- ↑ https://www.grammarly.com/blog/what-does-ps-mean/
About This Article
When you’re writing an introductory letter, address your letter to a specific person whenever possible. Open the letter by stating your position, title, or role, and explain why you’re writing, including how you came to learn about the company and any personal connections you have with the organization. Be as specific as possible about what you’re asking, such as requesting a time to meet in person for an interview, and reiterate the most important information in the conclusion. For tips on formatting your letter, read on! Did this summary help you? Yes No
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Structure of a Formal Letter
- Business English
- Pronunciation & Conversation
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- Resources for Teachers
- TESOL Diploma, Trinity College London
- M.A., Music Performance, Cologne University of Music
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Formal English letters are quickly being replaced by email . However, the formal letter structure you learn can still be applied to business emails and other formal emails . Follow these structure tips to write effective formal business letters and emails.
A Purpose for Each Paragraph
First Paragraph: The first paragraph of formal letters should include an introduction to the purpose of the letter. It's common to first thank someone or to introduce yourself.
Dear Mr. Anders,
Thank you for taking the time to meet with me last week. I'd like to follow up on our conversation and have a few questions for you.
Body Paragraphs: The second and following paragraphs should provide the main information of the letter, and build on the main purpose in the introductory first paragraph .
Our project is moving forward as scheduled. We'd like to develop a training program for staff at the new locations. To this end, we have decided to rent out space in the local business exhibition center. New staff will be trained by our experts in personnel for three days. In this way, we'll be able to meet demand from the first day.
Final Paragraph: The final paragraph should shortly summarize the intent of the formal letter and end with some call to action.
Thank you for your consideration of my suggestions. I look forward to an opportunity to discuss this matter further.
Formal Letter Details
Open with an expression of formal address, such as:
Dear Mr, Ms (Mrs, Miss) - if you know the name of the person you are writing to. Use Dear Sir / Madam if you do not know the name of the person you are writing to, or To Whom it May Concern
Always use Ms for women unless you are specifically requested to use Mrs or Miss.
Beginning Your Letter
First, provide a reason for writing. If you are beginning correspondence with someone about something or asking for information, begin by providing a reason for writing:
- I am writing to inform you about ...
- I am writing to ask/inquire about ...
- I am writing to ask about information for small businesses.
- I am writing to inform you that we have not yet received payment for ...
Frequently, formal letters are written to express thanks. This is especially true when writing in response to an inquiry of some kind or when writing to express appreciation for a job interview, a reference, or other professional assistance you have received.
Here are some useful phrases of gratitude:
- Thank you for your letter of (date) inquiring about ...
- We would like to thank you for your letter of (date) asking for / requesting information about ...
- In response to your letter of (date), we would like to thank you for your interest in ...
- I would like to thank you for your letter of January 22nd requesting information about our new line of lawnmowers.
- In response to your letter of October 23, 1997, we would like to thank you for your interest in our new line of products.
Use the following phrases when asking for assistance:
- I would be grateful if you could + verb
- Would you mind + verb + ing
- Would it be too much to ask that ...
- I would be grateful if you could send me a brochure.
- Would you mind telephoning me during the next week?
- Would it be too much to ask that our payment be postponed for two weeks?
The following phrases are used to offer help:
- I would be happy to + verb
- We would be pleased to + verb
- I would be happy to answer any questions you have.
- We would be pleased to assist you in finding a new location.
In some formal letters, you will need to include documents or other information. Use the following phrases to draw attention to any enclosed documents you might have included.
- Enclosed please find + noun
- Enclosed you will find ... + noun
- We enclose ... + noun
- Enclosed you will find a copy of our brochure.
- Enclosed please find a copy of our brochure.
- We enclose a brochure.
Note: if you are writing a formal email, use the phase: Attached please find / Attached you will find.
Always finish a formal letter with some call to action or reference to a future outcome you desire. Some of the options include:
A referral to a future meeting:
- I look forward to meeting / seeing you
- I look forward to meeting you next week.
An offer of further help
- Please do not hesitate to contact me if you have any questions regarding this matter.
- If you need any further assistance please contact me.
A Formal Sign Off
Sign the letter with one of the following phrases:
- Yours faithfully,
- Yours sincerely,
- Best wishes.
- Best regards.
Make sure to sign your letter by hand followed by your typed name.
Formal letters written in block format place everything on the left-hand side of the page. Place your address or your company's address at the top of the letter on the left (or use your company's letterhead) followed by the address of the person and/or company you are writing to, all placed on the left side of the page. Hit the key return a number of times and use the date.
In formal letters written in standard format place your address or your company's address at the top of the letter on the right. Place the address of the person and/or company you are writing on the left side of the page. Place the date on the right-hand side of the page in alignment with your address.
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- Writing Tips
How to Write a Letter of Introduction
- 5-minute read
- 7th July 2020
If you want to build your professional networks , or help someone else build theirs, a letter of introduction can be a powerful tool. But an introduction letter is different from a cover letter or a letter of recommendation , so it’s important to get it right! You might write an introduction letter to:
- Introduce yourself to someone you want to work with.
- Introduce someone else to a professional you already work with.
We’ll look at both types of introductory letter below.
Writing a Letter of Introduction for Yourself
Sometimes, you may need to introduce yourself to someone for professional reasons (e.g., someone you want to work with or who works in an industry you want to break into). But if the person doesn’t know you, you need to take care with your letter of introduction. The basic format is:
- Opening – Use a formal salutation .
- Paragraph 1 – Introduce yourself by telling the recipient who you are and what you do. Be brief, but make sure you mention any important qualifications or experience you have.
- Paragraph 2 – Explain why you’re getting in touch. Make it clear what you’re hoping to achieve.
- Paragraph 3 – Give your contact details.
- Conclusion – Sign off by wishing them well, thanking them for their time, and using a formal valediction such as “Kind regards.”
We’ll include an example of this kind of letter below.
An Example Self-Introductory Letter
Dear Mr. Smith,
My name is Cath Jones and I’m a freelance designer based in Devonport. I have eight years of design experience across a range of corporate and non-profit organizations.
I’m getting in touch with you because I’m a fan of ABC Organization’s work in the charity sector and I’ve heard great things about how you operate. I’d love to arrange a meeting with you to discuss how you work and whether there may be opportunities to work together in future.
I’d love to hear from you when you have a moment. You can contact me on 222 222 000 or at [email protected]. If you’re interested, my website cathjones.com has examples of my work.
Thanks for your time. I look forward to hearing from you.
Writing a Letter of Introduction for Someone Else
If you are writing an introduction letter for someone else (e.g., a colleague or friend), you will usually be writing to someone you know. As such, you can often be less formal. However, there is still a basic format to follow:
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- Opening – Use a salutation appropriate to your relationship with the recipient (e.g., stick with “Dear…” if you do not know them well or they are an authority figure, but feel free to be less formal otherwise).
- Paragraph 1 – Explain who the person you’re introducing is, how you know them, and why you’re introducing them. Keep this brief but note any important qualifications or experience.
- Paragraph 2 – Make it clear why you’re writing. Why do you think the introduction could be valuable? How might the recipient be able to help?
- Paragraph 3 – Give the contact details of the person you’re introducing so the recipient can get in touch with them directly.
- Conclusion – Sign off with a friendly message and suitable valediction (e.g., “Best wishes” for a professional contact you know well).
If someone has asked you to write them a letter of introduction, they think your opinion matters; if you’ve agreed to do it, you’ve likely got something to say about that person. Maybe you can see where the introduction could be mutually beneficial . If so, make that clear to the reader.
As above, we’ll include an example of this kind of letter below.
An Example Introductory Letter for Someone Else
I know you’re working on a new project so I wanted to pass on the contact details for Cath Jones. Cath is an experienced designer who worked with us on our recent “Live Life” campaign.
I’ve worked with Cath on previous projects as well. She always delivers great results and is a pleasure to work with, so I think she’d be a useful contact for you.
Cath’s website is cathjones.com if you want to take a look at her work. Her contact details are 222 222 000 or [email protected].
Good luck with the project and hope all is well!
Things to Remember When Writing a Letter of Introduction
Whether you’re writing to introduce yourself or someone else, you want to make things easy for the recipient. It’s important to:
- Be Concise – The person you’re writing to may be very busy, so keep your letter short and to the point.
- Write Clearly – You are more likely to get a positive response if the recipient knows what you want, so make sure to say why you’re writing and what you would like to happen next.
- Professional Tone – Keep the tone of your letter professional, especially if you’ve never met the person you’re writing to.
- Proofread Your Letter – Before you hit send, ask a colleague or a professional proofreader to check your writing. A business letter with errors in it looks unprofessional, which can create a poor first impression.
And if you’d like any help with any of this, our services are available 24/7 .
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We live in a world of technology backed communication. E-mails , texts, etc are most of our preferred modes of communication . However, letters still have a major use and importance in our society . Especially formal letters written to authorities or professional contacts, because they generally stay on record. Let us learn the correct format and language of formal letters.
A formal letter is one written in a formal and ceremonious language and follows a certain stipulated format. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc and not to personal contacts, friends or family . A number of conventions must be adhered to while drafting formal letters. So let us take a look at a sample format of a formal letter .
Format of a Formal Letter
As we said earlier, a formal letter must follow certain rules and conventions. Such a format helps in relaying the information in a professional way. It must be remembered that there are various such formats for formal letters that people follow. The one explained here is the one most commonly used for formal communication these days.
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The sender’s address is usually put on the top right-hand corner of the page. The address should be complete and accurate in case the recipient of the letter wishes to get in touch with the sender for further communication .
The sender’s address is followed by the date just below it, i.e. on the right side of the page. This is the date on which the letter is being written. It is important in formal letters as they are often kept on record.
After leaving some space we print the receiver’s address on the left side of the page. Whether to write “To” above the address depends on the writer’s preference . Make sure you write the official title/name/position etc of the receiver, as the first line of the address.
This is where you greet the person you are addressing the letter to. Bear in mind that it is a formal letter, so the greeting must be respectful and not too personal. The general greetings used in formal letters are “Sir” or “Madam”. If you know the name of the person the salutation may also be “Mr. XYZ” or “Ms. ABC”. But remember you cannot address them only by their first name. It must be the full name or only their last name.
After the salutation/greeting comes the subject of the letter. In the centre of the line write ‘Subject” followed by a colon. Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on the subject of the letter in one glance.
Body of the Letter
This is the main content of the letter. It is either divided into three paras or two paras if the letter is briefer. The purpose of the letter should be made clear in the first paragraph itself. The tone of the content should be formal. Do not use any flowery language. Another point to keep in mind is that the letter should be concise and to the point. And always be respectful and considerate in your language , no matter the subject of your letter.
Improve your Story Writing Skills from this Story Writing Guide .
Closing the Letter
At the end of your letter, we write a complimentary losing. The words “Yours Faithfully” or “Yours Sincerely” are printed on the right side of the paper. Generally, we use the later if the writer knows the name of the person.
Here finally you sign your name. And then write your name in block letters beneath the signature . This is how the recipient will know who is sending the letter.
Learn more about the different types of formal letter formats with samples .
Solved Question for You
Q: Write a letter to the editor of a daily newspaper complaining about the construction work on your road in the middle of monsoon season causing inconveniences to the people of your locality.
Ans: A sample of such a formal letter may be as follows,
D- 1801, Neptune Society,
DS Marg, Lower Parel,
Mumbai 400 008.
11th June 2018.
Mumbai 400 001.
Subject: Construction work in our locality during monsoon season causing us difficulties.
Through the medium of your esteemed and respected daily, I wish to inform the municipal authorities of the difficulties the residents of my locality are facing due to the construction and repair work currently happening in our area. Monsoon season has started a few days ago and is compounding our problems.
The repair work has been ongoing for five weeks now and is falling way behind schedule. And now with the current weather conditions, we are having persistent problems of water logging and flooding in our area. Another worry is about the accidents that may occur due to the debris lying around the road. Diseases caused due to waterlogging are another one of our concerns.
Therefore I wish to draw the attention of the concerned authorities with the help of your newspaper. Hopefully, you will be able to help us in drawing their attention and resolving this matter at the earliest.
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Letter Of Introduction: Examples And Tips
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Find a Job You Really Want In
There may come a time when you have to introduce yourself to someone you’ve never met. Writing a letter of introduction is a great way to do this.
Whether you’re introducing yourself or someone else, we’ll go over how to write a letter introducing yourself, provide a sample letter introducing yourself, as well as some tips to keep in mind when writing a letter of introduction.
Your letter of introduction should be professional but still personable.
You can write a letter of introduction to introduce yourself to a stranger or to introduce one acquaintance to another.
A letter of introduction is not the same as a cover letter , a letter of recommendation, or a referral letter.
Types of introduction letters
How to write a letter of introduction, letter of introduction examples, letter of introduction templates, tips for writing a letter of introduction, what an introduction letter isn’t, letter of introduction faq.
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The two main types of introduction letters are when you write to someone you haven’t met or to introduce a connection to someone you know. Here is more detail on the two types of introduction letters:
A letter of introduction for yourself. If you’re writing to introduce yourself, it’s usually to share what you do and ask about any job opportunities they know of or advice they may have for where to apply. Maybe you’ve moved to a new city and need some guidance for your job search , or perhaps you found a company that you’d absolutely love to work for, but there aren’t any job openings that fit your skill set.
A letter of introduction for someone else to a person you already know. If you’re writing to introduce someone else, it’s often for the same reasons as you would write to introduce yourself , but there are some additional situations where this may be necessary:
You may need to introduce a new team member to the rest of your colleagues.
You may need to introduce a client to their new account representative .
You may need to introduce a contractor or freelancer to a coworker for a special project.
To write a letter of introduction, start with a professional salutation and then state your reason for writing. Here is a more detailed list of how to write a letter of introduction:
Begin your letter with a professional salutation followed by a brief sentence or two about who you’re introducing, whether it’s yourself or another person. Be sure to include any qualifications or connections that make the person relevant to the recipient.
Some examples of professional salutations include:
Dear Mr./Mrs. [Last name]
State your reason for writing. The next paragraph or two should be about why you’re introducing them and what you’re asking of the recipient. This will vary depending on the situation, but make the purpose of the letter clear.
Explain why the subject is relevant to the recipient. Regardless of whether you’re introducing yourself or someone else, explain why this person is of interest to the recipient. The goal is to create a connection out of basically nothing, and you need to be compelling to achieve that.
Suggest how the two parties may benefit from further discussion. Next, mention how both individuals would benefit from meeting and indicate why you believe that.
End with a call to action. The final paragraph explains any next steps that need to be taken and should include the contact information of the person you’re introducing. If there needs to be a follow-up meeting or if the person you’re introducing is going to be reaching out, be sure to include that information as well. This is also a good place to mention any additional documents such as a resume or portfolio you’ve attached.
Thank the recipient for their time , sign your name, and add your contact information if you haven’t already included it.
Here are some example letters of introduction for introducing yourself to someone new or introducing a connection to someone else:
Introducing yourself example introduction letter. Here is an example of a letter of introduction written to introduce yourself. This one is formatted as a formal, physical letter, but you can put the same message in an email format.
Dear Mr. Marshall, My name is Mika Stevens, and I’ve been a sales associate at Worker Enterprises in Albany, New York , for the past four years. While I’ve enjoyed my time at Worker Enterprises, I’m going to be moving to Charleston in the next few months and am looking for new professional opportunities there. I’ve heard positive things about your company over the years, and I would appreciate any recommendations you could offer for beginning a job search as a sales representative in Charleston. I have included my resume for your review, and if you have time, I’d love to talk with you for a few minutes about any suggestions you may have for me. Please let me know when would be best for you. My email address is [email protected] and my phone number is 432-543-6543. Thank you so much for your time, and I look forward to hearing from you. Sincerely, Mika Stevens (handwritten signature) Mika Stevens
Introducing someone else example letter of introduction. Here’s another example of an introduction letter, this time for when you’re introducing someone else to a colleague you know well. This one is formatted as an email instead of a formal letter.
Subject: Introduction From Allison Parker Hi Jim, I hope your week is going well! I’m writing to introduce you to a past intern of ours, Bryce Howard. Bryce is a recent college graduate who has a degree in information technology, and he is interested in learning more about Ytech and the work you do there. Since you started in IT just a few years ago, I thought you might be able to give him some good insight into what it’s like to work in the field and at your company. I’ve copied him on this email, but in case you need it, his phone number is 222-333-4444. Feel free to reach out with either method and please let me know if you need any additional information. Thank you for your help! I hope you have a great rest of your day. Thanks again, Allison
Here are some letter of introduction templates to help you get started on yours:
Letter of introduction template for yourself
Dear [Recipient’s title + last name] , My name is [Your Name] , and I’ve been a [job title] at [company name] for the past [# of years working for the company] . [Reason you’re writing — job opportunity, interest in the industry, details of local opportunities in your field, etc.] I’ve heard nothing but good things about [recipient’s company name] , and I would appreciate any help you could give me regarding [subjects you’re interested in discussing] . I have included [any supporting documents you’re attaching] for you to look over at your convenience. If you have time, I’d greatly appreciate the chance to talk more and hear your suggestions about [what you’re interested in] . You can reach me at [your email address] or call at [your phone number] — whichever works best for you. Thank you so much for your time, and I look forward to hearing from you. Sincerely, [Your name]
Letter of introduction template for someone else
Dear [Recipient’s first name] , I hope everything’s going well with you. I’m writing to introduce [person’s full name] , [how you know the person] . [Person’s first name] is [description of the person — job title, area of interest, etc.] Because of your background in [relevant subject] , I thought you might be the perfect person to talk to [person’s first name] . I’ve cc’d [him/her/them] on this email, but you can also contact [person’s first name] at [alternate email] or [phone number] . Thanks for taking the time to look this over and I know [person’s first name] looks forward to hearing from you. Thanks again, [Your name]
Be sure that you address a specific person in your letter and be brief and to the point in your letter. Here are some more tips to keep in mind when writing your letter of introduction:
Address a specific person. When you write a letter of introduction, you need to know exactly who you’re addressing; opening with “ To Whom It May Concern ,” “Dear Sir or Madam,” or “ Dear Hiring Manager ” won’t cut it.
It’s relatively easy to find someone at the company you can write to, and the recipient will be much more receptive to a personalized letter than they would be to a cookie-cutter message.
Even if you aren’t entirely sure that the person is the best one to send your letter to, you can add a caveat and say, “If there is someone else at your company who you feel could better answer my questions, please feel free to forward my message.”
Get to the point. No one wants to read a rambling message about how you met this person at that one amazing conference in New York City where the food was great, but the coffee was only okay, and how you bonded over trying to find a good coffee shop.
Match your tone to your relationship. If you know the person you’re writing to and are introducing someone else to them, you can be a bit more casual in your letter.
Research the recipient. Whether you’re writing to a prospective employer, client, or partner , knowing their background will help simplify your writing process. You’ll know what tone to take and what qualities they’ll value most (and should therefore highlight).
Proofread it multiple times. No matter how well you know the person you’re writing to, always check your letter several times for grammatical, spelling, and formatting errors. This will ensure that your letter maintains its professionalism and reflects well on you.
Say thank you. And no, using “thank you” as your signoff isn’t enough. Whether you get a response to your letter or not, you need to thank the recipient for their time and consideration.
Follow up. This is an optional step but following up can help answer any questions or provide any additional introduction details.
It’s crucial that you also know the difference between an introduction letter and some other, similar professional letters. Introduction letters aren’t cover letters or letters of recommendations.
These letters may share some of the aspects of an introduction letter, but they aren’t interchangeable. Here is a more detailed list of what an introduction letter isn’t:
A cover letter. While you are technically introducing yourself in a cover letter , it serves a different purpose than a letter of introduction.
A letter of recommendation. A letter of recommendation or reference letter is written on your behalf by someone familiar with you and your skills but isn’t necessarily familiar with the person they’re writing to.
A referral letter. This type of letter is commonly confused with both a recommendation letter and an introduction letter because it’s a combination of both.
You write a referral letter to introduce yourself to someone you don’t know, just like you do in a letter of introduction, but in this case, you’re doing so because a mutual acquaintance told you to.
What is a letter of introduction for a job?
A letter of introduction for a job is a letter you write to tell an employer that you’re interested in a job and what your qualifications are.
Usually, you write a letter of introduction if you want to work for a company but don’t see any jobs posted that you qualify for. (You don’t generally send a letter of introduction along with a job application.)
How long is a letter of introduction?
A letter of introduction is less than one page long. Your letter of introduction should not be as long as a cover letter, so while a cover letter fills a whole page , just a few paragraphs will suffice for a letter of introduction.
Can I write my own letter of introduction?
Yes, you can write your own letter of introduction. When you do this, state your reason for writing, give a basic overview of your credentials, and include a call to action such as requesting to talk further. Always close by thanking the recipient for their time as well.
What tone should I use when writing a letter of introduction?
You should use a professional tone that matches the relationship you have with the recipient when writing a letter of introduction. While the letter should remain professional, it should also match the relationship with the recipient. For example, if you have a more casual or relaxed relationship, you don’t have to use as many professional terms and you can be more casual in your writing.
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Abby is a writer who is passionate about the power of story. Whether it’s communicating complicated topics in a clear way or helping readers connect with another person or place from the comfort of their couch. Abby attended Oral Roberts University in Tulsa, Oklahoma, where she earned a degree in writing with concentrations in journalism and business.
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