A business introduction letter helps you connect with organizations and professionals, from investors to donors, distributors, partners, sponsors, potential clients or customers, and vendors.
You may write the letter on your behalf or to introduce someone else’s services within your company.
But where do you start when writing one of these letters? In this blog post, we explain the anatomy of a business introduction letter and show you good introduction examples as well as tips for beginners. We also have a business introduction template you can use to send to a prospective client.
Let’s get started!
Table of Contents
The Anatomy of an Effective Business Introduction Letter
What does a business introduction letter look like? It has a specific anatomy you can rely on for any professional occasion. Here are the components.
The intro
You can’t start a letter without an introduction. A business intro letter should always be addressed to a specific party; no sir/madams and ‘to whom it may concern’ here. If you don’t have the contact information for the person you want to reach, do some digging for it online.
I’m sure you can track down a name and email address from LinkedIn, or perhaps a colleague can pass along a business address.
As for the language you use in the intro, it’s up to you, but it should reflect who you are and how you speak.
The purpose
Once you introduce yourself, it’s time to get to the meat of the matter. The purpose of your letter should be front and center in the first paragraph. Just state it for now.
For example, your letter could read, “Hi, Mr. Buckingham. My name is Steve. I was referred to by Lucy Cunningham, a colleague at XYZ Corp. I’ve recently changed departments, and she mentioned you’re like a mentor to so many of us, so I figured I could contact you for some guidance.”
See? It’s straight, simple, and to the point. The purpose isn’t paragraphs down, buried among other irrelevant content. It’s right where it needs to be.
A brief review of your skills and credentials
If you’re writing on your behalf, why should they consider hiring or working with you? And if you’re vouching for someone else, why should they trust your recommendation?
This is where you need to back it up with experience. Discuss your credentials, talents, certifications, knowledge, and skills. Don’t go on too long about this.
This isn’t a resume, so you don’t have to list every accomplishment you’ve ever experienced professionally. You just need to give the reader a reason to trust you and show them you know your stuff.
The purpose restatement
A business introduction letter should be no more than four paragraphs. By now, you’re about midway through your allotted space. It’s time to pivot back to the purpose of your letter, but elaborate more this time.
For example, using the example above, where Steve contacts Mr. Buckingham for assistance settling into his new role, what’s next for Steve? Well, a meeting to chat would be best, even a phone call, so the next paragraph would ask when a good time is for them to talk.
The call-to-action
Restating your purpose should always align with your call to action. For example, writing, “I would love it if we could chat, maybe this Friday at 3 p.m.?” is a call to action.
The CTA is designed to get the reader to do something, whether looking at your resume, calling you to schedule a job interview, or setting up a date and time to discuss a potential partnership. It’s one of the most critical parts of a business introduction letter.
Contact information
Don’t forget to include your contact information to facilitate easier communication between you and the letter recipient. Add your phone number, business email, social media handles (if appropriate), and business address if you want to meet in person.
The sendoff
Now, there’s nothing left to do but add a sendoff or signoff. There’s no need to overcomplicate it. You can use whatever signoff you do for any other professional message, whether it’s “Best,” “Thanks,” or even “Have an excellent day.” Do what feels natural.
Read also: Email Anatomy 101 — Essential Email Parts You Shouldn’t Ignore
Top Examples of Business Introduction Letters
Let’s review that anatomy in action with some business introduction letter examples.
Employee-to-customer letter
This first letter is written on behalf of an employee at Auto Earth Limited named John, who’s reaching out to a potential customer to entice them about what the company does and why the customer should visit.
Jones explains that the auto company offers repairs, secondhand vehicle purchases, and easy transactions by working with area banks. He also mentions the agency’s friendly employees and invites the customer to call Auto Earth Limited.
Business introduction letter for referral
If someone refers your services to another professional, they can write a business intro letter, or you can do it yourself, as seen in the above example.
Sally Smith mentions her connection to Cora Browne in the first sentence and the subject line, which is smart, as it inspires the recipient to open and read the email.
This letter is especially short, but given its purpose, it’s the ideal length.
Read also: How to Write a Winning Introduction Email
How to Write an Engaging Business Introduction Letter
Producing appealing copy isn’t always as effortless as it appears. These tips will help you nail yours.
Be yourself (but be professional)
An introduction letter is your chance to shine. If you can’t be your authentic self when writing this letter, then who can you be? I know we all want to present the best versions of ourselves, and you may have concerns or doubts, but try to let your personality shine.
Well, with this caveat: to an extent. Remember, you want to act professionally since this is a business introduction letter.
Think like your recipient
Put yourself in the shoes of the recipient. What kind of letter would they want to read? What would make them pore over your words from beginning to end and maybe even give your letter a second read-through?
Sure, there’s flattery, and that’s valuable, but what else? Having a common ground always certainly helps, whether you belong to the same industry or came up just like they did when they first started.
Be benefit-oriented
People always want to know, “What’s in it for me?” so tell them. Writing in a benefits-driven way, especially when securing a new client or vendor, will surely catch their interest.
That said, don’t promise what you can’t achieve. It sounds nice to say you can help them get 10,000 more page views a month, but if you have no realistic way of achieving that, you will lose your vendor or partner and damage your reputation.
Include your brand voice and values
Fostering a genuine connection entails letting your brand values and voice guide you. This is part of staying true to your personality, as there is only one brand like yours.
Tailor the letter to various business contexts
A business introduction letter serves many purposes, whether offering a service, proposing a partnership, or networking for a job. Remember to fine-tune the details of your letter to suit the intended purpose for the sake of clarity.
Read also: How to Write an Invoice Email and Get Paid Fast
Dos and Don’ts of Business Introduction Letters
Do you still need more guidance on assembling your business introduction letter? This collection of do’s and don’ts will help you structure your message and get it sent out ASAP.
DO write with a goal in mind
You shouldn’t write a business introduction letter for no reason. It’s to accomplish a specific goal, be it another potential client, a new job, or a business partner.
Keep your goal in the back of your head while writing. If you have doubts about meandering or going off-topic, you might want to consider deleting that passage.
If your goal isn’t punctuated in the letter, it will be hard for the recipient to follow it, let alone accomplish it.
DON’T be too formal
There’s a misconception, even when writing standard letters of introduction, that formality is key, let alone in business intro letters. While keeping it professional is important, that doesn’t mean your letter has to be stuffy and bland.
Remember, showcasing your personality is fine. It makes for a more engaging read and inspires the recipient to respond to you.
DO keep it short
A business intro letter is not designed to be a novel. Your words shouldn’t even fill an entire page. If they do, you’ve written entirely too much. Instead, curtail your message to only a few paragraphs.
DON’T assume the reader knows who you are
You might be a big deal around your office, but you can’t assume that everyone outside your branch knows who you are, even if you are spoken about favorably. That’s why you should always introduce yourself and explain who you are and what you do.
If the reader, by chance, already knows who you are, then that’s fine. However, you’re giving the reader the benefit of the doubt that they’re unfamiliar with you and your work and quickly educating them.
DO be clear and straightforward
I talked about burying the lead in my guide to introduction letters, and it’s a point worth reiterating here. The most important points of your letter should be in the first paragraph, and you can elaborate more on them later, just like in a news story.
DON’T be afraid to use appropriate humor
Is humor okay in a business introduction letter? It can be, but only if you feel comfortable with it. Please don’t try to force humor if it feels unnatural or isn’t your style. Being yourself is most important, so if you’re naturally funny, let that show!
However, no matter how easily humor comes to you, always keep it work-appropriate.
DO keep the content about your audience
While you can talk about yourself in your business introduction letter, you should turn much of your language toward your audience, i.e., your reader. You’ll recall that a dash of flattery is always good, but make sure you’re authentic.
Anyone can tell when you’re slathering it on too thick, and at that point, what was supposed to be a positive sentiment comes out phony.
DON’T miss out on templates
Templates are helpful starting points for writing a business introduction letter, especially if it’s your first one. You might rely on a template for your first couple of letters until you feel you’ve got the hang of it and can handle it independently.
DO personalize your letter
While templates are helpful to utilize, you shouldn’t use them verbatim. Add your unique spin to your creative writing, incorporating elements of your brand tone. If you send the same letter to everyone, you probably won’t get many replies. Personalize your letter based on the recipient.
DON’T forget to follow up
Even if someone intends to respond to you, they don’t always get the opportunity immediately. Then, whoops, your message is forgotten. That’s why following up is so valuable. A small nudge can be all it takes to put your back into the client or vendor’s mind. They’ll give you some of their time and get the ball rolling.
Read more: 15 Introduction Email Templates That Work Like a Charm
A Business Introduction Letter Template
There’s nothing left to do but write, so use this sample letter template to get your first business introduction letter underway. You can modify the letter format based on your needs.
Your name
Your business name/company name
Your business address
Date
Name of recipient
Name of recipient’s business
Business recipient’s mailing address
Hi, [recipient name], how are you? My name is [your name] of [company or organization], and I’m writing to you about a business opportunity. I feel like we could be great partners if we work together.
I have [name your experience and credentials], which makes me an expert in my area. With your [explain their strong suits], we could further [industry goals].
Would you like to have a conversation next Friday, the 12th, about this opportunity, say at noon? My phone number is [number], or we can have a video call or even meet face-to-face. Whatever works best for you is good for me!
Thanks so much for your time. Hope to hear from you soon.
[Signature]
Read more: 7 Introduction Email Mistakes to Avoid
Wrapping Up
A business introduction letter requires professionalism and personality to drive an objective, such as striking a business partnership, finding a new job or client, or expanding your network.
Even if you condense your business intro letters to emails or social media DMs rather than send them in a mailbox, knowing how to write one of these letters can always take your business further!
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Frequently Asked Questions (FAQ)
1. Does a business introduction letter have to be a mailed letter?
Not at all! In today’s digital age, you can send a business intro letter via email, LinkedIn message, or however you like to communicate.
2. What are the most common closing words in a business introduction letter?
Sentiments like ‘thanks again,’ ‘sincerely,’ ‘yours truly,’ ‘best regards/regards,’ and ‘appreciatively’ are staples for a reason! You can use any of them as you close your letter.
