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How to write a letter introducing your business
February 25, 2019 1st Anniversary Wishes 3 comments

An introductory business letter is supposed to make a good impression with a potential customer (called a prospect). Writing a letter to introduce your business to.

An introductory business letter is supposed to make a good impression with a potential customer (called a prospect). Writing a letter to introduce your business to someone involves shifting the focus to your correspondent, engaging his or her interest, and launching a conversation, rather than a lecture:

  • Start with a bang. Open with a sentence that grabs interest and establishes a reason to keep reading.

  • Introduce yourself in terms that matter to the person to whom you’re writing. If you can, refer to a previous meeting or mutual acquaintance.

  • Tell the prospect what you can do for him or her. Explain your offering by conveying benefits that the prospect can count on, rather than simply reciting a list of the features involved.

  • Keep your letter short. Keep sentences short. Keep paragraphs short. And limit the length to a single page.

  • Make a clear point. Maybe you just want to say thanks. Maybe you want to tell the person that you’ll be calling next week. Maybe you want to set an appointment. Or maybe you want to announce a good deal.

  • Edit and proofread. Delete as many I’s as you can. Then read the letter for accuracy, double checking that you’ve spelled the recipient’s name and address perfectly.

  • Sign your letter. Amidst all the junk mail, a personally worded letter with an original signature on good stationery can make a great impression.

  • Here is a company introduction letter sample from our library of email templates. You may think that if you don't talk about your company and.

    21+ Sample Business Introduction Letters – PDF, DOC

    how to write a letter introducing your business

    A letter of introduction is a type of correspondence, usually email, used to introduce one person to a friend or professional colleague to another person or group of people. During your career, you might need to write a letter of introduction for a variety of reasons, including the following:

    • Introducing one colleague to another
    • Introducing clients or customers
    • Introducing new team members
    • Introducing a contractor or freelancer
    • Introducing a job candidate

    A professional, clearly communicated letter of introduction can help give people the context and information they need when meeting someone new. Writing this type of letter can help move projects forward, onboard a team member, connect someone to gain new skills and more. In this guide, we’ll provide instructions for how to write a quality letter of introduction that can be helpful for you, clients and colleagues alike.

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    How to write an introduction letter

    While you can write a letter of introduction for several different situations, there are a few common elements you should include. When writing your letter, be sure to tailor it to the introduction you’re making by including information that will be helpful for both parties.

    You should include the following pieces of information in a letter of introduction:

    1. Write a greeting
    2. Include a sentence on why you’re writing
    3. Present the full name of the person you’re introducing
    4. Explain their role and how it is relevant to the reader
    5. Provide information on how they might work together or be helpful for each other
    6. Include any necessary contact information
    7. Close with any next steps or other necessary details
    8. Sign off with your name and title

    Let’s take a closer look at how you can construct a professional letter of introduction by using each of the above elements.


    Elements of a letter of introduction

    When writing a letter of introduction, remember to use clear, understandable language. Many people have only a short time to read through email correspondences, so be as brief as possible without leaving out any key information.


    1. Write a greeting

    To start, write a short greeting that opens the letter in a thoughtful way. Here, you will include their name on the first line, followed by a friendly start. For example:

      “Hi Linda,

      Hope you had a lovely weekend!”


    2. Include a sentence on why you’re writing

    Next, explain your purpose for emailing them. Provide any necessary context that will help the reader understand why you are making an introduction and why it involves them.

      “I’m writing as a follow-up from our meeting about defining better processes for billing and reporting inquiries for our physical therapy patients.”


    3. Present the full name of the person you’re introducing

    Be sure to include their first and last name and any important titles that might help the reader.

      “I’d like to introduce you to Alberto Ruiz.”


    4. Explain their role and how it is relevant to the reader

    Writing a short summary explaining position and function of the person you’re introducing. Include their title, then a brief overview of what they do and how they have been successful as it relates to the reader.

      “Alberto is the HR representative that supports all therapy departments for our branch. He has been instrumental in developing streamlined processes for other teams that have reduced payment time by 20%.”


    5. Provide information on how they might work together or be helpful for each other

    Next, briefly explain how and why you are making the introduction. For example, they might be working closely in the future or could find the other’s expertise helpful in their own work.

      “I’ve spoken with Alberto in depth about our project. He explained that he has extra time this quarter to help us brainstorm ideas to better our administrative processes. He is willing and ready to meet with us at the beginning of next week.”


    6. Include any necessary contact information

    If you are emailing, it is a good idea to include the email of the person you’re introducing in the “CC” line so your audience can reference it. If you feel there is additional contact information that is necessary, you should include it here as well.

      “Feel free to reach out to Alberto via email (he is cc’d here), or on his work phone at (333) 222-4444. He is expecting to hear from you.”


    7. Close with any next steps or other necessary details

    Conclude your introduction letter with any actions that need to be taken by you, the reader or the person you’re introducing. Make sure you are clear by referencing the person you’re speaking to by name.

      “I’ll go ahead and set up our meeting to get started next week. Thanks for your teamwork on this project! Thank you in advance, Alberto, for your help.”


    8. Sign off with your name and title

    End your email with a professional sign-off like “Thanks,” or “Sincerely.” Then, include your full name, title and contact information as needed.

      “All the best,

      Henry Thomas
      Accounts Payable Coordinator”


    Letter of introduction example

    Here’s another example of a letter of introduction for you to use as inspiration as you craft your own:

    Hello Cecilia,

    I hope the week has been good for you! I’m writing to introduce you to our new project manager, Patricia Jefferson. Patricia comes to us with several years of project management experience, specifically in managing large, long-term construction projects for multifamily residences. Her background will be extremely helpful for our team as we launch our plans for next year.

    While you will not be working with Patricia on a daily basis, she will be able to provide you with regular timeline updates as you present our progress in the quarterly company meetings. You can find her email at the top of this note, feel free to reach out directly as needed.

    We’re excited about having Patricia on board, and I look forward to your new working relationship. Please let me know if you need any additional information moving forward.

    Thanks for your time,

    Gertrude Petty

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    All About Writing

    how to write a letter introducing your business

    3 min read

    Opinions expressed by Entrepreneur contributors are their own.

    We encourage Techstars companies to perfect the way they introduce themselves. An introduction is the first sales touch point. Make it simple, clear and awesome.

    To start with, master the etiquette of forwardable email. Make subject line clear and searchable.

    Related: The Keys to Writing Reminder Emails That Work

    Next, lets look at what goes inside the actual email. Whether you are asking for an investor introduction or business introduction, write clear two paragraphs including:

    • Introduction: Your name and name of your company, including URL
    • Business: Two or three sentences about your business and why its interesting
    • Traction: One or two sentences about your traction / customers you have / progress you made

    The last part is why you want to connect, and the ask. If this is an email to investor:

    • Why: Looking for feedback, or connecting because you have background.
    • Ask: Could we do a quick 15-minute call? or Could I get more feedback via email?

    If you are looking for a business introduction:

    • Why: Looking for feedback or think you might be interested in our product
    • Ask: Could we do a quick 15-minute call? or Could I get more feedback via email?

    Related: Alive and Kicking: Why Email Marketing Is Still a Huge Tool for Business

    The result is just two paragraphs that are easy to understand and are actionable. For example, here is a business development email:

    "My name is Romain, and I am a CEO of Gorgias (Techstars '15). We are building automation software for help desk. With Gorgias, agents can save 50 percent of the time answering requests, cut down on manual tasks and businesses save money. 

    Our customers include ClassPass, Plated, Stripe and others. We'd love to show you our solution, get feedback and see if it might be a fit for your organization. Please let me know if you'd like to schedule a brief demo call next week."

    Or here is an example of angel investor introduction:

    "My name is Sara, and I am CEO of Jewelbots (Techstars '15). We've created programmable friendship bracelets that teach girls how to code. The bracelets form a mesh network and allow girls near by to send each other messages. As the girls interact with the bracelets, they unlock different patterns, can buy fun charms and branded bands.

    We have 190,000 in pre-sales from Kickstarter and our own website and are expecting to launch in Q1 of 2016. Our investors include Homebrew, #angels, Matt Cutts and we have a few hundred thousand left in our current round. Because you invested in Hullabalu (Techstars '14), we thought that you maybe interested in talking to us about our business. Please let us know if you'd like to connect next week."

    If you have to send a lot of intros, Gorgias actually has a very neat extension for Gmail that I use all the time. It allows you to create a template that you can insert into your email with a single key stoke. It saves you a ton of time and ensures that you always introduce your startup consistently.

    Related: 4 Common Email Marketing Misconceptions . . . Demystified

    When done well, a letter of introduction can be a cost-effective way to reach potential clients with minimal effort if you're new in town. Your letter should.

    How to Write an Attention Grabbing Business Proposal Cover Letter

    how to write a letter introducing your business

    Follow this advice to write a great introduction letter

    Are you writing a letter to introduce a new business, service, or employee? Has someone or some organization approached you and asked you to write an introduction letter for them? Are you terrified your introduction letter will sound like a poorly constructed resume?

    While the saying "You never get a second chance to make a first impression" might now be considered cliché (especially since it appeared in oft-quoted television commercials in the mid-1980s), it remains as true as it was on the day it was first uttered. Proper introductions are essential for building long-lasting relationships with others.

    Here are some general pointers you can follow to write the best introduction letter the world has ever seen! Many of the suggestions in this article will depend on the context of your particular introduction letter, so pay close attention and think about ways you can apply this information to your particular project.

    Use your identity

    The person or organization that asked you to write the letter did so for a reason. Your name probably carries a little bit of clout. If you work for a software development company and a former employee has asked you to write a letter introducing them to another software company in another city where they hope to gain employment, your prospective reader will consider you an expert on the topic (unless you give them reason to think otherwise).

    Think of an introduction letter as a celebrity endorsement. What happens when Oprah recommends a book to her audience? That book sells thousands, if not tens of thousands, of copies the next day. A letter of introduction is conceptually the same.

    Know your audience

    This is true for all writing, but it is especially true when writing documents that "market" a person or business. If you're a science fiction author, chances are that you won't be penning any books about a handsome beau sweeping some helpless maiden off her feet. Instead, you'll write something about unicorns, magical swords, and people with pointy ears wearing pointy hats. You'll give your audience what they expect.

    Depending on the context, introduction letters could be read by a wide range of people, so you need to be on your toes and know the best way to appeal to the audience in question.

    Make the benefits of the potential relationship clear

    "Yeah, but what do I get out of it?" That's the question on everyone's mind when someone is attempting to sell them something. And remember, that's exactly what you are doing when you write a letter of introduction.

    A good salesperson won't even need to explain what their listener will get out of the product in question. Their pitch will be so good that they will actually force the listener to subconsciously create a need that only the salesperson can fill. This is why the Home Shopping Network is still in existence.

    Stay on task

    As with most non-personal communication, only provide necessary information. Let's go back to that software development example. If the person you are introducing has an amazing collection of butterflies or has gone on an African safari, or even if they've resuscitated a drowning child, these things may not be immediately important. Stick with what applies to the particular situation.

    The format

    How do you put this stuff into practice? Keep reading for a step-by-step (or paragraph-by-paragraph) guide. You can also check out How to Write a Letter, an ebook available now on Amazon.

    Part 1: Identify yourself and introduce the person or organization in question. Establish your relationship to that person or organization. Use one sentence (maximum) to establish why you are in a position to make this introduction. Give general information about that person or organization that you can elaborate on in later paragraphs.

    If you are introducing a person, inform the reader of any titles, degrees, or special qualifications the person has. If you are introducing a business or a product, give some general reasons why your reader should be excited. However, make sure you don't reveal too much in the first paragraph. Tantalize your reader enough so that they are anxious to continue reading. This section should be no longer than one paragraph.

    Part 2: Identify and describe the person or entity's strengths and qualifications. This is where you really start your sales pitch. Elaborate on some of those special qualifications you mentioned in the first paragraph. Does the person you're introducing have certification in something specific? Explain what kinds of things the person can accomplish as a result of that certification. Explain how the person or entity can fill a hole that exists somewhere in the reader's life. Don't explain why that hole exists, just focus on filling that hole.

    These same concepts apply if you are introducing a business or product. What makes this new product so unique? Why is this business any different from the thousands of other businesses out there? This section could end up being two or even three paragraphs long, depending on how much detail is required.

    Part 3: Close the letter. Restate, in different words, why you think this introduction is so important. Give your reader other resources from which they can get information. If you are introducing a business, a service, or another entity, inform the reader where he or she can get more information. Refer them to a website, blog, Facebook page, or Twitter feed.

    If you are introducing a person, provide some kind of contact information, either for that person or for yourself. Perhaps the person has requested that you pass along some kind of documentation, such as a CV or resume. Consider drawing attention to a few key aspects of that documentation that your reader may find useful.


    Make sure the introduction letter is free of errors. There's nothing worse than seeing a glaring grammatical or spelling error made by a professional in any industry. How can you do this? Simply submit your document to one of our professional editors. We'll make sure everything is as right as rain. Good luck and happy introductions!

    Image source: Yurolaitsalbert/BigStockPhoto.com

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    WATCH THE VIDEO ON THEME: Writing the Introduction letter

    Follow this eight-step process, and your introduction email response rate is almost guaranteed to improve. Here are our best tips for introducing yourself over email. If your first line is "You've done an impressive job at [company] . Sure, you might spend hours polishing your resume and cover letter for.

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