If you are into a business, it is important to learn the art of effective letter writing. Introduced in this article, is the concept of business introduction letter. Along with the format and the template of the letter, important guidelines, too, are mentioned herein.
Sounding domineering or sycophantic, while writing a professional letter is something that, often hinders the path of effective business communication. Undoubtedly, business writing demands judicious balance of professionalism and congenialness. Any form of letter writing, de facto, has its own unique writing style. A business introduction letter is written to introduce your business to a third party whom you want to make aware of your firm’s presence. These can be in the form of customers, audience groups, clients, other firms, investors, etc.
Impressing your client through introduction letters and generating their interest in your business demands you to present your letter in a standard format, sans errors.
Format of the Letter
A business letter of introduction follows a format that has been presented below. By going through the same, you will be able to know, in general, about how one should proceed to write an introduction letter.
Name of Addressee
Reference: Give a brief reason for the purpose of writing this letter. This can vary depending on your needs. While some may be introducing a new product to their customers, several others may be informing about their business to their potential clients.
In the introductory paragraph, you ought to mention about your company (if you are introducing it to customers and clients). Include information, like who owns the organization and what has been phenomenal about this firm. In case, you are introducing your business to new clients to attract funds for business expansion, you must begin with an emphatic introduction stating the firm’s year of formation and establishment.
In case, you have given some documents along with this letter, state in brief about them in this paragraph.
In the third paragraph, you can summarize your products USP or your firms’ USP. You can further thanks the addressee for considering his time and efforts to read your letter.
Lastly, give a detailed address, and contact number, so that you can be contacted in case the client, investor, or customer wants to do business with your firm.
Template for Reference
The following example will help you to know how to write an introduction letter.
Team Leader, Technical
Investa Pvt. Ltd.
283 – 28th Street
Date: May 26, 2012
Investa Pvt. Ltd.
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 pamphlet 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.
Getting the Desired Results
☛ While writing a business letter, make sure you provide precise information about the company. Your goal is to lay down the vital details about the company.
☛ State the reason for your correspondence. Make the letter an ad hoc endeavor to make the intent of your letter known.
☛ While drafting the letter, where you introduce your business, draw up the content centripetal to what you want. If you seek information about a particular product or service, ask for it. If it’s a meeting that you would appreciate to be scheduled, frame your views to convey the message. The concerned authority should drive home the purpose of the letter and correspond, if the request mentioned in the letter could be considered.
☛ Besides, stir clear the ambiguity that double-drumming words or sentences bring with them. Simple sentences appearing, where they ought to, are enough to sustain the reader’s attention. Instead of decoding your letter, the reader, well may act upon the proposition, most certainly in the affirmative.
☛ Avoid informal, or asperse language. Don’t have your letter come across stilted. Balance out your language. This way you are able to communicate the exactness of your intention of drafting the letter.
☛ Ensure your letter is not stained with errors. Proofing your letter to a T, perhaps, is the best way one can count onto carving that first impression. Besides, spell the name of the authority to whom you are addressing the letter, correctly. A mishap right at the salutation is simply not the way to start a business association. No matter how well the body or valediction of the letter is drafted, being callous at the task of running a spell check, certainly won’t fetch the act.
Bottom line: Writing business letters is simple, if you’re aware of what you have got to mention in the letter. Without sounding grandiloquent or verbose, keep the letter simple and clear.