How to Write a Professional Introductory Letter

Written by william carne
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How to Write a Professional Introductory Letter
Writing an introductory letter takes patience and care. (Jupiterimages/ Images)

An introduction letter is similar to a cover letter in style and scope but is often used for a much wider variety of purposes. Introduction letters may be used to introduce you in an attempt to gain a job interview, or to sell a product for a company, or to introduce a person other than yourself. However, despite the different topics, the format of the letter generally remains the same.

Skill level:
Moderately Easy

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  1. 1

    Research the name of the person to whom you are writing the letter. Make sure you have a full name, and preferably a business title as well, such as "vice president" or "marketing director."

  2. 2

    Write the current date at the top left of the page. Leave a line below it and write the name of the person you are contacting. On a new line, write the person's title. Go to a new line again and write the name of the company for whom your intended recipient works, followed by his work address.

  3. 3

    Skip a line and write the salutation: "Dear Mr./Mrs. [full name]."

  4. 4

    Write the reason you are writing the letter. Be as succinct as possible for the first sentence of the first paragraph. Use two or three following sentences to expand on this purpose and explain what it is you wish to gain or offer by writing this letter. There should be no confusion about your intentions by the time the first paragraph is complete.

  5. 5

    Use the second paragraph to indicate how you intend to accomplish what you proposed in the first paragraph. This likely involves a meeting, telephone call or response to the letter and should be detailed simply and politely.

  6. 6

    Include any personal information about yourself in the third paragraph. Also, if applicable, this is where you can attempt to "sell" your proposal by providing a little bit of history to your request, or adding other details you think may make your proposal more inviting for the letter's recipient.

  7. 7

    Close in your final paragraph by being positive and thanking the reader for his time. Explain that you are looking forward to hearing back from him. Leave another blank line before writing "Sincerely," or another similar closing. Leave an additional two or three blank lines. On the line below your name, type your name and indicate your current job title and company, if applicable. Edit the letter by reading it over once or twice before printing. Sign your name above where you have printed it at the end of the letter.

Tips and warnings

  • Learn as much as you can about the person or company to which you are sending the letter so your letter can be targeted to your reading audience.

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