Introduction Letter

An introduction letter can be of many types. They can be for the purpose of introducing a business or professional contact, introducing a catalog, brochure, or some other kind of sales literature, introducing someone – usually a new employee – to an organization or a new member to the community, introducing a product or service, introducing a friend, acquaintance, relative, or even yourself to someone as a sort of prologue to a future meeting, introducing gifts and deals to customers.

A well-written introduction can get your foot in the door, and can make a powerful and lasting first impression. As with all letter writing, writing introduction letters takes skill, good vocabulary, a willingness to check and correct spelling and grammatical errors and so on. Apart from these general qualities, various types of introductory letters have various sets of particular requirements to be kept in mind.

When writing an introduction letter for yourself, for example, it is a good idea to address a specific person, if possible. Always begin a letter of self-introduction with your name, along with your position or role. Also, if applicable, mention how you got the reader’s name and contact details. At the outset, without much hemming and hawing, state the purpose of the letter. Tell them what you hope to accomplish by sending your letter – it could be for setting up a meeting or some such thing -- or what you hope the reader will do in response to it, like maybe granting you an interview. Do not forget to include other relevant information about you, like the contact information, a brief history of your organization (if that is necessary), and so on. As with any other formal letter, always end by thanking the addressee.

For a letter introducing another person, begin by mentioning the person’s name and your association with them – are they a personal friend, a professional contact, a colleague etc. Briefly mention your experience and relationship with the person. In the case of a business contact or colleague, it is advisable to include the person’s qualifications and positive qualities, or to mention any past projects they have worked on, and so on. If the purpose of your letter is to get the person an interview or a meeting, be sure to include the contact information or mention a likely time and place. However, be careful not to put the reader, presumably also your contact, under any obligation. If possible, include the person’s business card in lieu of contact information. Close with showing confidence that the meeting would benefit both individuals, reaffirm your hope that the meeting takes place, and restate your esteem for both the individual and the addressee.

To introduce a company, an organization, a product, or a service, identify your company or organization by name at the outset. Tell them about the organization, mentioning interesting facts about its history, like how it was started, how long you’ve been in this line of business, your company’s mission, business objectives and goals, etc. If it is relevant, identify the products or services provided, and mention the benefits of using them. You could also state how they are better than those offered by your competitors - whether they will save the addressee’s time or money, improve their quality of life, or help accomplish a goal? Invite them to be your customer or a member of your organization, making sure to include information that allows them to find out more about your company or organization.

To introduce a new product or service to an already established customer, always begin by thanking them for past business. Add a description of the new products or services on offer. Mention the benefits of these new products or services over the ones that the customer is already familiar with. Try to include a pamphlet, a brochure, a catalog, or some such thing, providing the customer a visual aid, showing and describing the new range. Include information about any promotional offer or special sale being offered on the new products or services. Tell them where they can find more information or buy these new products and services, whether at a store, or online. While closing, repeat the fact that they are valuable to you, stating that you hope that they will avail themselves of the new products or services you are now offering them.

All in all, a few common things must be kept in mind - provide all necessary information, give all relevant details, make the addressee feel good about you and himself, without false sounding flattery. And above all, be polite.