• 5-minute read
• 7th July 2020

How to Write a Letter of Introduction

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@email.com. If you’re interested, my website cathjones.com has examples of my work.

Thanks for your time. I look forward to hearing from you.

Kind regards,

Cath

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:

• 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

Hi Ron,

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@email.com.

Good luck with the project and hope all is well!

Best wishes,

Sally

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.