Introduction Letters
For a business to develop,it is important to form new contacts and attract new customers.An introductory business letter can be used for the introduction of a new person in the company to the existing customers.Such letters provide a formal way of introducing a new product or service to the existing as well as potential customers.For start-ups,it serves to make people aware of your company and build a clientele.
An ideal business letter of introduction would be one that gives all relevant details about the person,company,or product in a short and precise manner,and in an appropriate business letter format.Such a well-drafted and focused introductory letter is the simplest way to reach out to target customers.
Any of the business letter formats,namely block,semi-block or modified block, can be used to draft an introductory letter.Given below are some types and samples of introductory business letters.
2.1 Writing an Introduction Letter to Introduce a Person
Generally speaking,it is clear that writing an introduction letter to introduce other individual may include seven steps as following:
Step 1 At the very beginning,you need to mention the person by name in detailed information.
Step 2 Identify your personal or professional association with the person.Briefly tell the reader about your experience with the person.
Step 3 For a business contact,you might want to include the person's qualifications or positive qualities,or mention past projects he/she has worked on or companies he/she has worked for.
Step 4 Identify the purpose of your letter and what you hope to accomplish by sending it.
Step 5 If you would like to give the reader the opportunity to meet with the person you are introducing,include the person's contact information or mention when and possibly where the individuals might be able to meet.However,do not put the reader under any obligation.
Step 6 Especially for business contacts,you might include the person's business card,if possible.
Step 7 Close your letter by indicating your confidence that the meeting would be a positive experience for both individuals,by reaffirming your hope that they can meet,by restating your esteem for the individual,etc.
2.2 Sample of an Introduction Letter to Introduce a Person
Brett Davis，
2531 Murry Street，
Virginia Beach,VA 23464.
Date:October 15，2013
Dear Mr.Brett，
When I saw you last,you asked me to keep an eye open for the right kind of tour guide to work out of your public relations office.As you put it,“I'm looking for a geologist with a broad smile. ”I thought I would drop you this quick note to tell you about a charming new student of mine who fits the bill perfectly.
His name is John Doe.A rock hound since childhood,he has impressed professors here at the university as one of the most diligent graduate students to come through our program in years. His affable manner suits him well for work in public relations.Just last week I had the good luck of working shoulder to shoulder with John in the field on an extended trip,and I can vouch for him as the kind of fellow you want to have along on long shifts or in cramped quarters.I believe he could brighten up even the dankest coal shaft with his good humor alone.I thought I first ought to let you know just who's sending him your way,so I suggested he call you at your office sometime after the weekend.I'm curious to see if your impressions of him don't match my own.Please let me know if you still need me to keep looking.I'm happy to be of help.
Sincerely，
（Signature)
Daniel Hampton
2.3 Writing an Introduction Letter to Introduce a Company
For introducing a company,the letter may include eight steps as follows:
Step 1 You should identify the name of your company or organization.It is necessary to show company's full name and entity type.
Step 2 It is important to tell about the company or organization.Mention how it was started,how long you've been in business,your mission or business objective or goals,and so forth.
Step 3 If appropriate,identify the product（s)or service（s)you provide,and identify the benefits of buying or using these products or services.Tell why they are better than those of the competition;how they will save the reader time/money, make his/her quality of life better,or help him/her to accomplish a certain goal;and so on.In short,tell the reader why he/she must have the product or service you offer.
Step 4 It is a good idea to invite the person to an open house,grand opening, sale,etc.,if applicable.
Step 5 If you represent an organization,describe the benefits of the organization,such as the good they do in the community,what they have been able to accomplish in the past,the benefits of membership（if applicable),and so forth.
Step 6 Invite the reader to be your customer or to join your organization,or include information on how he/she can purchase your product or service,whether at a physical store,online,over the phone,etc.
Step 7 Include some information which allows the reader to find out more whether to about your company or organization or the products or services you provide.
Step 8 Close by expressing your hope that the person will want to join your organization or become a customer.
2.4 Sample of an Introduction Letter to Introduce a Company
Date:November 21，2013
Investa Pvt.Ltd.，
474-Wall Street，
353-6th Street，
Massachusetts，
Reference:Introduction to the firm Investa Pvt.Ltd..
Dear Mr.Pattison，
The purpose of this letter is to introduce to you,the firm,Investa Pvt.Ltd.that has been active in the investment business since the year 1990.We are proud to inform you that we have some of the biggest clients spread all across Europe and U.S.,and we have been successful in providing them with efficient services,ensuring that our investment strategies offer maximum returns.
Along with this letter,we have enclosed brochures,documents,and information pamphlets about our firm.After going through these information sources,you will be able to know that we are working in diversified investment fields,like mutual funds,equity shares,life insurance,etc.We offer our services after thorough counseling with our clients and by charging a nominal fee.
We are fully aware that you must be investing in some other options of investment,and you might need time to think about our firm.We,sincerely acknowledge your time and efforts for reading this letter.
In case,you are interested to know anything about our firm,feel free to contact on the address and contact details given in the brochure.
Thank you.
（Signature)
Mark Jenkins
2.5 Writing an Introduction Letter to Introduce a New Product
Usually,when you intend to promote your products or services,the letter may include seven steps as following:
Step 1 Thank the reader for his or her past business.Then introducing a new product or service to your business partner.
Step 2 In the letter it is essential to describe the new products or services you are offering.
Step 3 Indicate why the reader should purchase the product or service（i.e., mention the benefits of the product or service).
Step 4 If possible,include a pamphlet,brochure,catalog,etc.that shows and describes the new products or services.
Step 5 If you are making a special promotional offer or having a special sale on the new products or services,include information about it.
Step 6 Indicate how the person can find out more information or tell how he/she can buy your product or service.
Step 7 Close by reiterating how valuable the customer is to you and,if desired, by mentioning your hope that the reader will buy the new product（s)or service（s) you are offering.
2.6 Sample of an Introduction Letter to Introduce a New Product
Date:September 28，2013
Kelly Gonzales，
2913 Oakwood Circle，
Los Angeles,CA 90017.
Dear Ms.Kelly，
Last year Doe Employment Agency placed you in a sales management position and we'd like to congratulate you again on your personal achievement.
We're sure you'd like to know about an exciting development at Doe Employment Agency that can help you excel in a most difficult area of sales management…recruiting salespeople who will succeed.
We would like to introduce the new Doe Sales Personnel Screening Service.This unique service will screen sales trainees who have the proper attitudes and motivation for success in sales. And,because of our relationship with you,this service is discounted by one-third.
How can Doe Employment Agency do this?The answer is simple.（List benefits of your program.)
You save time and money by continuing your relationship with Doe.You no longer need to advertise for new salespeople or use other expensive placement services.And,since all applicants are screened and trained by us,you never waste time interviewing unqualified people.
We will contact you soon to discuss our new service and your sales personnel needs.
Sincerely，
（Signature)
Julie Thomson