Letter of Introduction: 20 Examples and Overview

A letter of introduction is a formal, personalized introduction- typically in the form of a business letter or email- sent from one person to an individual (i.e., a business associate).

The letter typically includes a brief biography of the introduced individual and any other pertinent information about them. An introduction letter serves to inform the recipient about the person being introduced, as well as their background and business/personal interests.

Letters of introduction can be written by the potential employer, current employee, or even a friend or co-worker. They can also be written by an individual seeking employment with another company or organization.

A letter of introduction, if well written, can lead to professional business relationships, new employment opportunities, partnership opportunities, and even merger and acquisition opportunities. It is recommended that the letter of introduction be sent via electronic mail, as this allows the recipient to view and respond to the letter immediately, unlike handwritten or paper mails.

Whether you want to write a letter of introduction for yourself or your colleague, this article will provide you with all the information you need to be able to write the perfect introduction letter.

A letter of introduction can be used to introduce an individual to another for various reasons. The reasons range from business to personal, and they affect the type of letter that should be used.

Common situations that warrant the use of an introduction letter include:

One colleague to another

In case you want to introduce your colleague to another for the purposes of seeking employment, organizing an event, or just making them acquitted, you can use a letter of introduction. A letter of introduction, in this case, can be formal or informal, depending on the relationship between you and your colleague.

Client or customers

If you want to introduce your clients or customers to other potential clients or customers, you can use a letter of introduction. In this case, the letter is meant to ensure that the client/customer feels comfortable meeting the other party and vice versa.

New team members

When new employees are added to an already existing team, it is important for the other employees to get a quick briefing on the new member. This briefing can be done via a letter of introduction. The letter should briefly state the new team member’s profile and professional background. It should also brief them on the department they will be working with, expectations they should meet, and any other important information that you think will be useful to them.

A job candidate

Letters of introduction are also used to introduce job candidates to the companies they are applying to. In this case, the introduction letter serves as a form of personal background check on the potential employee and should also mention any other pertinent details such as previous employment, references, and achievements.

One professional contact to another

If you want to introduce a colleague or client of yours to another professional contact, you can use a letter of introduction. A letter of introduction, in this case, should contain facts about the person being introduced, such as their job title, achievements, and professional background. It should also briefly mention your relationship with the person and the company they work for.

A letter of introduction is usually confused with letters of recommendation, cover letters, and referral letters. It is important to understand that, albeit the letter of introduction serves almost the same purpose as the aforementioned letters, there are some major differences.

Here is why the letter of introduction should not be confused with other letters:

A cover letter

Cover letters are used to provide brief personal information about a person applying for a job and are usually accompanied by their resume. The personal information can be anything from their academic or professional background to the skills that they have acquired. However, while cover letters usually give details about the applicant, a letter of introduction gives the details about the person being introduced and is geared towards creating a rapport between the person being introduced and the receiver.

A recommendation letter

Recommendation letters, also referred to as reference letters, are letters written on your behalf by someone who knows you and your skills. The key difference between the two is that, unlike introduction letters where the person writing the letter already knows the recipient, the person writing the recommendation letter may not know the recipient.

A referral letter

Referral letters are usually confused by most people to be recommendation letters or introduction letters because they have aspects of both. Referral letters are usually written when someone is introducing themselves, just like in introduction letters, only that they are writing because they have been advised to do so by a mutual acquaintance.

Although the nature and purpose of the letter of introduction differ, there are some common elements that all letters of introduction should have.

These elements include:

A greeting

A letter of introduction should begin with a greeting. The greeting can be either formal or informal. It generally depends on the type of letter you are writing and the relationship between you and the person you are writing to. For instance, if you are writing to an acquaintance or a business partner, the greeting can be informal, while if you are writing to a colleague or a boss, the greeting should be formal.

Purpose of the letter

The next thing that should always be included in a letter of introduction is the actual purpose of the letter. For example, if you are writing a letter of introduction to a colleague and introducing them to another colleague, you should state that the letter is meant for introductions and not for any other purpose.

For example:

“I would like to introduce you to…” or “I would like to introduce you to a colleague…”

Relevance of the contact

The next thing that should be included in a letter of introduction is the relevance of the contact. For example, if two parties are involved in the introduction, you should state what each person should expect from the other.

For example:

“Jane Smith works with me at company XYZ where I am a manager, and she is currently applying for a position with your company. I would like to introduce you to each other as Jane has more than five years of experience working in the monetarist industry and is actively looking for new opportunities.”

Details of the person you are introducing

The next thing that should be included in a letter of introduction is a brief profile of the person being introduced. This includes the first and last name of the person being introduced as well as other important and relevant details.

For example:

“Jane Smith has more than five years of experience working in the financial industry and specializes in asset management.”

If you are introducing yourself to a business partner, you should add your personal information.

For example:

“I have more than five years of experience working in the financial industry and specialize in asset management.”

Position and function of the person you are introducing

The next thing that should be included in a letter of introduction is the relevance of the role the person being introduced can play and a brief overview of their career.

For example:

“Jane Smith is presently working with my company as a financial consultant” or “Jane Smith works with me at company XYZ where I am a manager.”

If you are writing to an acquaintance or colleague, you can also include their occupation and work experience.

For example:

“Jane Smith is my colleague at XYZ, and she is an experienced financial consultant with more than five years of experience. She specializes in asset management.”

Purpose of writing the letter of introduction

The next thing that should be included in a letter of introduction is a brief explanation as to why you are making the introduction.

For example:

“I would like to make an introduction between Jane and yourself because Jane is currently looking for new opportunities, and I think she will be a great asset to your company.”

The expected outcome or a CTA

The next thing that should be included in a letter of introduction is the expected outcome or a call to action. What do you expect to happen as a result of the introduction? What is the next step that each of the parties should take? A clear call to action will help both parties take the next step.

For example:

“I would like to arrange a meeting between the two of you to introduce yourselves and discuss the possibility of working together.”

Any necessary contact information

Another key item that should be included in the letter of introduction is relevant contact information, such as the email address or phone number of the person being introduced. If you are emailing the letter of introduction, make sure to CC the email of the person being introduced to ensure they receive a copy of the letter. If there is any other contact information, include it in the letter.

For example:

“Jane Smith is available for a phone call at 555-666-000 or a meeting to discuss the possibility of working together.”

Closing

The next thing that is essential in a letter of introduction is a closing. A closing is basically a polite way of saying thanks and goodbye. It should be short and simple yet effective. The closing should be followed by your signature.

For example:

“Thank you for giving me the chance to introduce you two. I am looking forward to working with both of you in the future.
Regards,
_________ Your name.”

Sample Letter

Given below are sample letters that you can use as a guide for writing your own letter of introduction:

Writing a great letter of introduction is about understanding the type of letter you are writing, the type of introduction, and who is being introduced. To help you write effectively, we have provided pre-made letter of introduction templates that you can download for free and tailor according to your preferences. The templates are easy to use, and you can use them multiple times when writing letters of introduction for various purposes.

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There are certain key things you want to do when writing a letter of introduction. These key tips will help you write a letter that will be beneficial to both parties:

Research the recipient

Knowing your recipient is important for a variety of reasons. Firstly, it will help you address the recipient properly. Secondly, it will let the recipient know you did your research and took the time to learn about their company or business. Thirdly, it will let them know you value their time and they will feel valued by the time they read your letter of introduction.

Tailor your introduction

The recipient will first read your letter of introduction. Make sure that you tailor the introduction to the person. For example, if the recipient is your potential client, then make sure you include information about your business that is relevant to them. If they are another business, then speak about how what they do is relevant to your industry.

Set expectation

What are you expecting to happen as a result of writing the letter of introduction? Do you expect them to meet in person? Do you want them to give you feedback on your performance, product, or service? Do you want anything from them at all? Clearly state what your expectations are in the letter. If it is advisable for both parties to meet, then set a date to do so by including it in the letter.

Match your tone to your relationship

When writing a letter of introduction, you should be well versed in your relationship with each individual. If they are a simple acquaintance of yours, then you should be respectful yet casual. If they are your customer or a colleague, then you should use your normal business tone but also express politeness and respect. If the relationship is more formal and professional in nature, then make sure that your letter of introduction matches their level of formality.

Be brief and to the point

A letter of introduction should be brief and to the point. Avoid being long-winded by including irrelevant information, long stories, and unnecessary details. If they are not relevant or necessary to your recipient, then they are not necessary to include. Include just enough information to make your introduction convincing and concise while also allowing your recipient room to learn more about the person being introduced.

Proofread it multiple times

Before sending your letter of introduction, make sure you proofread it. You will want to make sure it is grammatically correct and that you include all the necessary information to make your recipient want to meet you or the person being introduced.

• Before you start writing the letter of introduction, make sure you know exactly who is being introduced.
• Then determine what your role in introducing them will be. Are you a third party introducing two friends? Are you going to introduce yourself as well? Are you on the same team as the person being introduced?
• Next, decide how formal, informal, or professional your tone will be based on the relationship between yourself and each individual.
• Once you have these details, you can proceed to write the body of the letter.
• The body of the introduction letter should include a brief introduction of yourself or the person being introduced and then a brief introduction of the recipient along with why they would be interested in meeting with that person.
• Finally, wrap up your letter by mentioning anything else important, such as where you will be meeting, any time frames, or what you expect to accomplish.

About This Article

Authored by:

Shannon O'Brien

Career and Life Strategy Consulting, Workshops, E-learning

Shannon O'Brien, the visionary Founder and Principal Advisor of Whole U., has positioned her Boston-based consultancy as a beacon for those seeking purpose and balance in their careers and lives. Whole U. offers a spectrum of services, from individualized advising to immersive workshops and e-learning platforms, all designed to empower individuals to chase their true calling and cultivate a harmonious life. Recognized for her unparalleled expertise, Shannon has been honored as both the #1 Career Coach and Life Coach in Boston by Yelp users. Her insights and contributions have been spotlighted on platforms like Boston.com, Boldfacers, and the UR Business Network. Cementing her authority in the field, Shannon holds a Master's degree in Technology, Innovation, & Education from the prestigious Harvard University.