Letter of Introduction

Topic – 2

LETTER OF INTRODUCTION

INTRODUCTION

A letter of introduction is a type of correspondence, usually email, used to introduce someone you know to someone else. Introduction letters can help build professional relationships that lead to job opportunities, business growth and collaboration. In this topic, I will provide instructions for how to write a quality letter of introduction that can be helpful for you, clients and colleagues alike. 

Types of introduction letters

During your career, you might need to write a letter of introduction for a variety of reasons, including introducing:

✓ One colleague to another

✓ Clients or customers

✓ New team members

✓ A contractor or freelancer

✓ A job candidate

✓ One professional contact to another

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.

Before sending a letter of introduction, make sure that both parties are aware and consent to the introduction. For example, if a former coworker reaches out and asks you to introduce them to a recruiter at your current company, you'll want to confirm with the recruiter that this is okay with them before sending a formal introduction.

Common Elements 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.

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

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.

“Id like to introduce you to Alberto Ruiz." 

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

Writing a short summary explaining the 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 ccd 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" 

Tips for writing a letter of introduction

✓ Tailor your introduction. Make sure the introduction is tailored to the situation and includes information that will be helpful to both parties.

✓ Set expectations. Use language that is clear and concise so that both parties know what the end goal of the introduction is and how they should move forward.

✓ Be brief. Most people receive many emails a day and may only have a small amount of time to read through them. Prioritize the most important and helpful information.

✓ Follow up. Optional-there may be instances where you feel helpful or necessary to follow-up the introduction to make sure there has been progress.

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.

Mika Stevens

222 W 3rd St.

Mysore. 

mikastevens@email.com

July 22, 2020

John Marshall 

Director of Sales 

Tech Co. 

3333 E 2nd St. 

Mumbai.

Dear Mr. Marshall,

My name is Mika Stevens, and I've been a sales associate at Worker Enterprises in Mysore for the past four years.

While I've enjoyed my time at Worker Enterprises, I'm going to be moving to USA 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 USA.

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 mikastevens@gmail.com and my phone number is 43254-36543. 

Thank you so much for your time, and I look forward to hearing from you.

Sincerely,

Mika Stevens

Sample Introduction Letters (Email and Letter Format) 

Sample-1- Introducing a new team member (Email Format)

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 

Sample-2-Introducing one professional contact to another (Email Format)

Hi Tim,

I hope you've been well since we last spoke! I'm reaching out as my former coworker, Haley, is interested in working at XYZ Company. I remembered that you joined the company a few years back.

Haley has four years of experience in customer service and is looking to continue her career at XYZ Company, but would like to learn more about the company before applying. I thought I could connect you two for an informational interview, if you have time. If there is someone else at your company who you feel could better answer Haley's questions, feel free to forward the request.

Haley is copied on the email and will be reaching out to follow up. Thanks in advance for your assistance Tim!

Have a great evening,

Sally Johnson

Sample-3-Professional Introduction Letter (Letter Format) 

Anne Smith 

Director 

Smith Group of Companies 

Manila.

14 July 20..

Ms. Cindy Bright 

СЕО 

LOCTUS Limited 

IT Park, Manila

Dear Ms. Bright,

My honour is to present to you one of my closest friends and business partner, Ms. Betty Jones. We have known each other for quite some time, and it was an honour for you to be associated with her professionally.

She has a chain of jewellery stores in the UK, and she has gained success in her business deals. Now, she is thinking of expanding her business for it to be a global brand and has decided to open a branch in Manila.

It is by Ms.Jones's request that I am introducing her to possible business collaborations in Manila. She has heard about you and is excited to meet you and discuss her venture with you.

We will be very grateful if you will find time to meet her and explore ways to help her plans. Soon she will be in Manila and get in touch with you as quickly as possible. 

Best Regards,

Anne Smith

Director

Sample-4-Company Introduction Letter (Letter Format) 

Marcus Tomlins 

Business Development Executive 

Frank Attenborough Sporting Goods | P.O. Box 73301 | Austin TX

14 July 20..

Mr. Robinson Crusoe 

Marketing Manager

London Sports Club 

London.

Dear Mr. Robinson Crusoe,

Frank Attenborough Sporting Goods is a company based in Austin, Texas, that supplies sports teams with the equipment they require. Here, at our company, we understand all sports teams needs, and we provide equipment for the same at a suitable price with time-assured delivery rates.

We deal with top-notch equipment for all sports, including football, basketball, tennis, badminton, ping pong, soccer, cricket, baseball, netball, and track.

Our products glance: safety gear, balls, bats, whistles, custom imprinted uniform and miscellaneous training equipment such as cones, mats and trampolines. Other sports equipment can be made available upon request.

Launching a business relationship with your association would help the teams and players under you as well as beneficial for us. We think it would be in both of our best interests to set up a meeting

We will be glad to be in touch with you to discuss the next few steps. 

Thanks and regards,

Marcus Tomlins

Business Development Executive

Sample-5-Mobile Company Introduction Letter 

Micheal Smith, 

Laz Mobiles Limited 

The United Kingdom.

July 15th, 20...

Mr. Carlton Scott, 

Managing Director, 

BS International, 

Westminster,

The United Kingdom.

Dear Mr. Scott,

I take immense pleasure in introducing you to Laz Mobiles Limited, a six-year-old multinational company in the business of manufacturing mobiles. We have around 60 prime offices globally in different states in the United Kingdom. Laz Mobiles Limited is in the process of expansion internationally.

We undertake mass operations and specialise in undertaking corporate offers to cater to the needs of every company. Our sole aim is to provide unique and unheard features to the concept of mobile technology. Please find an attached copy of our company profile and our achievements in the past.

I want to arrange a personal introductory session further to emphasise our company's merits and top service. In this regard, I wish to propose to call you by the end of the week. 

I look forward to the meeting.

Regards,

Micheal Smith,

Managing Director.

Sample-6- New Product Introduction Letter 

Amanda Mattews 

General Manager 

Skincare Solutions, 

34, Houghton Street 

London

November 4th, 20..

Kate Richards 

Skinferm 

141, Brick Lane 

London

Dear Ms. Richards,

We are happy to introduce you to our latest development, anti-wrinkle cream “Magic Youth”. Many volunteers have tested this product and got satisfaction. We have got positive feedback from all those who have tried the product. We thought that you would be interested in the product. Therefore, we are enclosing a sample of the cream if you decide to try it on your customers.

One of our specialists will contact you shortly to describe the product in detail and answers your question.

Thank you,

Sincerely,

Amanda Mattews

7. Letter for Internship

From,

Ms.Ramya 

D-2, Whistling Winds Apartment, 

Waterloo Archway, 

Bangalore 

November 21st, 20..

To,

Human Resource Officer, 

Reliable Telecommunications Ltd, 

Bangalore.

Dear sir/madam,

I, Ms. Ramya, am writing this letter to introduce myself to you. I am applying for the internship in your esteemed institution. I have just cleared my Bachelor Degree in Engineering from the Electronics and Communication Branch. The scores of my examination have been enclosed along with this letter and I hope these are sufficient to fetch me the internship for which I am applying. Starting the career with such an elite name in the telecomm industry shall give the required acceleration to my career.

The internship shall help me get the foundation for the career which I have been longing for. I would also like to mention the fact that I enjoy sound mental and physical health. I am skilled communication and can adapt to the given context within no time. I am capable of coping with any amount of work pressure and still can deliver the desired results.

Thanking you, 

Yours faithfully,

Ramya

8. Introduction Letter to Clients.

From, 

Jack Donalds 

Managing director 

Donalds IT support 

Kolkata. 

Date: 19th March 20XX

To

Fredrick Nathan

Friends Corporation 

G-56, third floor, Martin square, 

Kolkata

Subject: Introduction letter

Respected Mr. Nathan

I, Jack Donalds am writing this letter to introduce myself and the company that I represent. I am the managing director of Donalds IT support and our head office is located at W-34, Pearl tower, Kolkata. The company was established in the year 20XX and since then, we have been dedicated in offering top quality computer repair, IT support, network strengthening and installation and maintenance services.

We are known for taking care of all our clients equally and with the same dedication and professionalism. Whatever your IT, computer, network or software needs be, we are there to help you and also offer urgent services as well. We design customizedpackages of services to suit all your requirements and needs and are willing to provide IT consultancy services as well. We are looking forward to serving you in the best possible way and keep trying to improve ourselves for better productivity of client's businesses. We are herewith enclosing documents providing more details about our company.

If you have any other doubts regarding our services or need any other kind of information, feel free to contact us.

Thanking you,

Regards,

Jack Donalds

9. Introduction Letter to Customer

Mr. JoginderBarua

General Manager 

Nakshatra Consultancy Services

Kolkata.

Date: August 5, 20XX

Mr. Ashish Sinha

25 Dover Lane

Kolkata.

Dear Sir,

We would like to inform you that a branch of Nakshatra Consultancy Services is opening right next to your office. Our address is 43 Dover Lane, Kolkata 700035.

In context of your work as web designer we hope that you will avail of our services whenever you require them. In course of the 20 years our establishment we have gained the reputation of being fast, dependable and efficient. We can assure you that you can rely upon us should you ever need our services. We offer our clients a variety of benefits and advantages which we can give you a heads up about if you would drop by at any time of your convenience. Please feel free to make an appointment accordingly.

We are hoping to hear from you soon.

Thanking you,

Yours truly, 

JoginderBarua

10. Introduction Letter about the New Products

From, 

Lewis Hamilton, 

Eco-Dyes Manufacturer,

New Jersey. 

Date: October 5, 20XX

To,

Chris Atherton, 

Lifestyle Décor Industry,

New Jersey.

Dear Chris,

This is to inform you that I have had a sample attached with this letter for your consideration for many of your products which require eco-friendly and nonpoisonous material. Since your clientele includes many kids, our material will definitely be a positive turnaround for your business as a whole. I, therefore, would like you to take a note of it and also do some research for further doubt clearance if any. Our sample has tested all possible pre-requisite clearance from respective authorities and also has been recommended by Kids Safety Society.

This is to your knowledge that now-a-days many big industries are trying to take advantage of this method to uplift their business and generate greater profits. You even need not be bothered about its cost, which is very much less compared to normal material being used. For any type of queries, I am available for your help and together will make possibility to have a better relationship through this new venture.

Thanking you, 

Yours Truly,

Lewis Hamilton

Activity

Inform the students to write the letters of introduction on any situations.