Letter Of Introduction: Examples And Tips

By Abby McCain - Jun. 22, 2021

Find a Job You Really Want In

Few things in a job search are as powerful as a personal connection. Whether this connection is made through a friend or a simple introduction letter, being able to interact in some way outside of a job interview is vital to your professional achievement.

Because of this, you’ll probably find yourself in need of a way to introduce yourself or someone else at some point in your career, and it’s essential that you know how to do so professionally and effectively.

Usually, a letter or email is the best choice in these situations, as a written message allows the recipient to respond on their own time and doesn’t put them on the spot like a phone conversation would. Even a direct message on LinkedIn can be an effective way to spark a professional relationship or, at the very least, conversation.

This article will cover what introduction letters are (and aren’t), as well as break down different types of introduction letters. We’ll also get into tips for writing one and show you a few templates and examples of introduction letters to help get you started.

Types of Introduction Letters

Before we start talking about how to write an introduction letter, it’s important that you know the different types of introduction letters.

The two major categories are those you write to introduce yourself to someone you’ve never met and those you write to introduce someone else to a person you already know.

If you’re writing to introduce yourself, it’s usually to share what you do and ask about any job opportunities they know of or advice they may have for where to apply. Maybe you’ve moved to a new city and need some guidance for your job search, or perhaps you found a company that you’d absolutely love to work for, but there aren’t any job openings that fit your skillset.

In this case, you may want to ask for an informational interview where you can talk with someone at the company about what advice they’d have for you as you move toward your goal of working in a similar position one day.

If you’re writing to introduce someone else, it’s often for the same reasons as you would write to introduce yourself, but there are some additional situations where this may be necessary:

What an Introduction Letter Isn’t

It’s crucial that you also know the difference between an introduction letter and some other, similar professional letters. These letters may share some of the aspects of an introduction letter, but they aren’t interchangeable.

  1. A cover letter. While you are technically introducing yourself in a cover letter, it serves a different purpose than a letter of introduction.

    You write a cover letter to try to get a specific job you’re applying for and as an introduction for your resume. On the other hand, a letter of introduction usually isn’t intended to help with getting a specific job that has been posted.

  2. A letter of recommendation. A letter of recommendation or reference letter is written on your behalf by someone familiar with you and your skills but isn’t necessarily familiar with the person they’re writing to.

    This is another letter that accompanies a job application and serves an entirely different purpose than an introduction letter.

  3. A referral letter. This type of letter is commonly confused with both a recommendation letter and an introduction letter because it’s a combination of both.

    You write a referral letter to introduce yourself to someone you don’t know, just like you do in a letter of introduction, but in this case, you’re doing so because a mutual acquaintance told you to.

    For example, a referral letter may start by saying, “I am a friend of Tom Whiteford, and he encouraged me to forward my resume to you.” If you’re writing a letter of introduction on your own behalf, you probably won’t have any connection to the person you’re addressing.

How To Write an Introduction Letter

You can send introduction letters as a hard copy or an email, but most people prefer to send them over email.

Whichever method you choose, follow the below steps for a winning letter of introduction:

  • Begin your letter with a professional salutation followed by a brief sentence or two about who you’re introducing, whether it’s yourself or another person. Be sure to include any qualifications or connections that make the person relevant to the recipient.

  • State your reason for writing. The next paragraph or two should be about why you’re introducing them and what you’re asking of the recipient. This will vary depending on the situation, but make the purpose of the letter clear.

  • Explain why the subject is relevant to the recipient. Regardless of whether you’re introducing yourself or someone else, explain why this person is of interest to the recipient. The goal is to create a connection out of basically nothing, and you need to be compelling to achieve that.

  • Suggest how the two parties may benefit from further discussion. Next, mention how both individuals would benefit from meeting and indicate why you believe that.

  • End with a call to action. The final paragraph explains any next steps that need to be taken and should include the contact information of the person you’re introducing. If there needs to be a follow-up meeting or if the person you’re introducing is going to be reaching out, be sure to include that information as well. This is also a good place to mention any additional documents such as a resume or portfolio you’ve attached.

  • Thank the recipient for their time, sign your name, and add your contact information if you haven’t already included it.

Tips for Writing a Letter of Introduction

In order to make your introduction letter most effective, here are some tips to keep in mind:

  1. Address a specific person. When you write a letter of introduction, you need to know exactly who you’re addressing; opening with “To Whom It May Concern,” “Dear Sir or Madam,” or “Dear Hiring Manager” won’t cut it.

    It’s relatively easy to find someone at the company you can write to, and the recipient will be much more receptive to a personalized letter than they would be to a cookie-cutter message.

    Even if you aren’t entirely sure that the person is the best one to send your letter to, you can add a caveat and say, “If there is someone else at your company who you feel could better answer my questions, please feel free to forward my message.”

    People will understand that you don’t know all the company’s ins and outs and are usually happy to forward your message on, especially if you show that you tried to find the right person.

  2. Get to the point. No one wants to read a rambling message about how you met this person at that one amazing conference in New York City where the food was great, but the coffee was only okay, and how you bonded over trying to find a good coffee shop.

    Instead, be friendly and share any necessary information, but get to the point as quickly as possible.

  3. Match your tone to your relationship. If you know the person you’re writing to and are introducing someone else to them, you can be a bit more casual in your letter.

    On the other hand, if you’re writing to a stranger to introduce yourself, you’ll need to be as professional as possible. Your goal is to make a good impression, so it’s better to err on the side of caution and start out too formal rather than not formal enough.

  4. Research the recipient. Whether you’re writing to a prospective employer, client, or partner, knowing their background will help simplify your writing process. You’ll know what tone to take and what qualities they’ll value most (and should therefore highlight).

    If you’re writing for an employment opportunity, you’ll also learn more about the company’s culture and public image, which can help inform your word choice and approach.

  5. Proofread it multiple times. No matter how well you know the person you’re writing to, always check your letter several times for grammatical, spelling, and formatting errors. This will ensure that your letter maintains its professionality and reflects well on you.

  6. Say thank you. And no, using “thank you” as your signoff isn’t enough. Whether you get a response to your letter or not, you need to thank the recipient for their time and consideration.

    After all, they’re busy professionals, and just the fact that they’re reading your message deserves a thank you.

Letter of Introduction Templates

Letter of Introduction Template for Yourself

Dear [Recipient’s title + last name],

My name is [Your Name], and I’ve been a [job title] at [company name] for the past [# of years working for company].

[Reason you’re writing — job opportunity, interest in the industry, details of local opportunities in your field, etc.] I’ve heard nothing but good things about [recipient’s company name], and I would appreciate any help you could give me regarding [subjects you’re interested in discussing].

I have included [any supporting documents you’re attaching] for you to look over at your convenience. If you have time, I’d greatly appreciate the chance to talk more and hear your suggestions about [what you’re interested in]. You can reach me at [your email address] or call at [your phone number] — whichever works best for you.

Thank you so much for your time, and I look forward to hearing from you.

Sincerely,
[Your name]

Letter of Introduction Template for Someone Else

Dear [Recipient’s first name],

I hope everything’s going well with you.

I’m writing to introduce [person’s full name], [how you know the person]. [Person’s first name] is [description of the person — job title, area of interest, etc.]

Because of your background in [relevant subject], I thought you might be the perfect person to talk to [person’s first name].

I’ve cc’d [him/her/them] on this email, but you can also contact [person’s first name] at [alternate email] or [phone number].

Thanks for taking the time to look this over and I know [person’s first name] looks forward to hearing from you.

Thanks again,
[Your name]

Letter of Introduction Examples

Here is an example of a letter of introduction written to introduce yourself. This one is formatted as a formal, physical letter, but you can put the same message in an email format.

Mika Stevens
222 W 3rd St.
Albany, NY 33333
432-543-6543
mikastevens@email.com

July 22, 2020

John Marshall
Director of Sales
Tech Co.
3333 E 2nd St.
Charleston, SC 44444

Dear Mr. Marshall,

My name is Mika Stevens, and I’ve been a sales associate at Worker Enterprises in Albany, New York, for the past four years.

While I’ve enjoyed my time at Worker Enterprises, I’m going to be moving to Charleston in the next few months and am looking for new professional opportunities there. I’ve heard positive things about your company over the years, and I would appreciate any recommendations you could offer for beginning a job search as a sales representative in Charleston.

I have included my resume for your review, and if you have time, I’d love to talk with you for a few minutes about any suggestions you may have for me. Please let me know when would be best for you. My email address is mikastevens@gmail.com and my phone number is 432-543-6543.

Thank you so much for your time, and I look forward to hearing from you.

Sincerely,

Mika Stevens (handwritten signature)

Mika Stevens

Here’s another example of an introduction letter, this time for when you’re introducing someone else to a colleague you know well. This one is formatted as an email instead of a formal letter.

Subject: Introduction From Allison Parker

Hi Jim,

I hope your week is going well!

I’m writing to introduce you to a past intern of ours, Bryce Howard. Bryce is a recent college graduate who has a degree in information technology, and he is interested in learning more about Ytech and the work you do there.

Since you started in IT just a few years ago, I thought you might be able to give him some good insight into what it’s like to work in the field and at your company. I’ve copied him on this email, but in case you need it, his phone number is 222-333-4444. Feel free to reach out with either method and please let me know if you need any additional information.

Thank you for your help! I hope you have a great rest of your day.

Thanks again,

Allison

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Author

Abby McCain

Abby is a writer who is passionate about the power of story. Whether it’s communicating complicated topics in a clear way or helping readers connect with another person or place from the comfort of their couch. Abby attended Oral Roberts University in Tulsa, Oklahoma, where she earned a degree in writing with concentrations in journalism and business.

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