How to Write a Business Letter of Introduction


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There are two kinds of business introduction letter, Introducing a person or company and Introducing a product, equipment or service. In this article, I will:
  • Cover the two different types of introduction letter.

  • Provide some good sentence to start the letter of introduction.

  • Provide some examples, one I have written for this article and two more samples were written for my readers.

  • Finally, I will cover how to follow up to an introduction letter.

The objective of the letter of introduction is to give the reader a reason to want to know more about the person, company, product equipment or service you are introducing.

The following explains how to write both types of letter of introduction.

Introducing a person or company

Introduce the person or company and give the reason(s) for the introduction. If possible, express the reasons in terms of the reader's interest.

In the business letter of introduction, give background information from your personal experience about the person, service, product, or company.

Indicate any referral action you've taken, but avoid obligating the reader. Make it easy for the reader to make contact.

Express appreciation for any courtesy shown to the person being introduced.


Introducing a product, equipment or service

Introduce the product, equipment or service immediately.

In the business letter of introduction, explain how the new product, service, or equipment differs from whatever is already available: Is it less expensive? Easier to use? More accurate? Safer? State exactly what its significance is.

Mention any exceptions to primary use or application. Who is ineligible to use this service, product, form, equipment? What are its limitations?

Make the item or service easy to investigate. Most readers approach anything new with a wait-and-see-what-everybody-else-thinks hesitancy. Consider offering a sample; an attached illustration; a “case study” explanation; a demonstration; a class; or readily available assistance by phone, visits, or display.


A reader asked for some examples of a good opening sentence to the introduction letter. The following is the question and the answer I gave her.

How to start the sentence for the introduction letter

by Roatha
(Cambodia)

How can I get the good sentence for starting the letter of introduction?
________________________________________
Answer:

Hi Roatha,

Some good sentence would be:

  • I want to introduce you to...
  • I'm writing to introduce you to…
  • The purpose of this letter is to briefly introduce…
  • We are pleased to announce…
  • I am pleased to introduce…
  • We’re happy to introduce…
  • My name is (name) and I am contacting you to introduce…
  • This is to announce the appointment of (name) to the position of (post)
  • It is with great pleasure we announce the opening of…
Hope this helps.

Regards,
Dax

Business letter of introduction example

The following example is an example of a business letter of introduction.
________________________________________

Dear Miss Pretext,

I want to introduce you to Excuses Inc.. I have been doing business with them for quite some time. We have joint ventures concerning the fabrication of lies and excuses -all ventures that you, too, might be interested in pursuing.

Excuses Inc. is opening an office in your area. Mr. Deception, who is to be in charge of that location, is a good friend of ours, very personable, and extremely knowledgeable about our industry.

To give you a better idea of Excuses Inc.’s activities, I’m enclosing a recently prepared brochure.

When Mr. Deception contacts you, I’ll appreciate any cooperation you can give him. I do think you’ll find several common business interests to pursue.

Sincerely,

________________________________________

Business letter of introduction example 2

Another reader was moving out of town and wanted an introduction letter to introduce her clients to another hairstylist. Below is her request and my sample for her.

I'm a hairdresser, we are moving out of state and I want to thank my clients as well as give them a new hairstylist recommendation....not sure how to put it all together.
________________________________________

Answer:

This is a sample letter that may help:

ACME Hair would like to thank you for being a great customer all these years. We regret to inform you as of September 1st we will be closing. I am moving back to Australia.

My assistant Debra is opening her own salon and I would recommend her as she would still be able to provide the styling and service that you have grown accustomed to at ACME Hair.

You can contact Debra for an appointment at 012345678 or go to her salon at 123 Hairstyle Road.

Thank you and all the best.


Regards,
Dax

Announcing Resignation and Introduction of a replacement to clients


Another reader, Tee requested for a announcement / introduction letter to announce his resignation and to introduce his replacement to his clients.

by Tee
(Lagos)

I need a sample of a introduction letter and a announcement letter combined, to informing my clients that I'm handling their account of my resignation and also introducing a new client executive to them.
________________________________________


Hi Tee,

Below is a sample for you:

It has been my pleasure to serve you for the past 5 years. I am confident that you have been pleased with my service as well.

I am writing to inform you that I will be leaving ACME Demolitions and to introduce you to my replacement Mr. Willy Coyote.

Mr. Coyote has been working for ACME Demolitions under my guidance for the last 2 years. He was the one behind the scenes working to maintain your account. I am sure he will be providing the service you are so accustomed to.

If you would like to meet Mr. Coyote, you can call him at 022 234 5678 to arrange for a meeting.


Regards
Dax

Finally, Ingrid asked for a letter to send as a follow up to a business letter of introduction:

Follow-up Letter of Introduction

by Ingrid
(Toms River, NJ)

I would like to know what type of letter to send as a follow up to a company letter of introduction. I emailed letters introducing our company to other companies in the hopes that they would be interested in hiring our company to provide our services. How should I follow up?
________________________________________

Hi Ingrid,

I would follow up with another letter saying that you have sent them a letter before and if they have somehow missed the letter, provide the same information again and give them a strong reason to contact you.

A side note, it is not a good idea to send a letter of introduction via email. Most people would consider that spam and not even look at it.

If you were sending it via snail mail, then the chances are better that they have received it. In that case, depending on the situation, you can follow up with another letter as described above or give them a call.

Regards,
Dax Cheng

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