How To Write a Business Introduction Letter (With Examples)

When a business is expanding its market or wants to communicate with another company or organization, it might send out a business introduction letter. An introduction letter can help show potential customers or other organizations in the area what a business does, what products and services it offers and how it can help the market or other related businesses.

In this article, we look at how to write a business introduction letter in 10 steps.

Image description

The image is titled "Business Letter Format" and shows an example letter with the parts of the letter identified on the left side.

The left side includes:

1. Date

2. Name and address

3. Greeting

4. Opening paragraph

5. Closing paragraph

6. Complimentary close and signature

The letter reads:

February 1, 20XX

Deborah Jones
ABC Company, Inc.
1234 East Main Street
San Diego, CA 92101

Dear Ms. Jones,

I am submitting this request for a leave of absence to tend to important personal matters beginning next month. If possible, I would like to take my leave beginning March 15 and return to the office April 3, 20XX.

I can make myself available intermittently to answer questions via phone or email, and am happy to do whatever necessary to ensure a smooth transition before my leave begins.

Thank you for your consideration.

Sincerely,
Johanna Jansen

What is a business introduction letter?

A business introduction letter is a way for companies to introduce themselves to potential customers, partner businesses, distributors, investors or other individuals or organizations to describe the products or services they offer. Additionally, company introduction letters may be categorized as either business-to-business, where a company writes to another business, and business-to-customer, where the business writes to its market or clientele.

Business-to-business vs. business-to-customer

A business-to-business letter of introduction might commonly be used by businesses introducing their products, services or intent to another business. The intent behind this type of business introduction letter may be to describe a possible partnership, request investment opportunities, or, if a company's niche market is other businesses, they might use an introduction letter to describe the products and services that they offer.

A company might use a business-to-customer, or business-to-consumer, introduction letter to introduce a sale, new products, discounted services or alert a specific market to a new company's arrival.

Related: 5 Steps for Great Business Writing (With Tips)

How to write a business introduction letter

Writing a business introduction letter can be quite simple, especially when following an outline. You can use the following 10 steps to help you write your business introduction letter:

1. Determine the intent

Before writing your introduction letter, you might first determine the intent of the letter. For instance, if you have recently launched a new business and want customers to know about your products or services, you can write your introduction as a business-to-customer letter. If you want to reach out to another company, however, your letter might follow a business-to-business format. Determining your intent before starting your letter can help you determine the information you might include when sending your letter out.

Read more: 4 Steps to Building a Brand

2. Research the company or market

Next, you might research the company you plan on communicating with, as well as its brand identity, market and products or services. Conversely, if you are writing to your client base, you might research popular products or services that are in competition with yours and how you can provide information that will persuade your clientele to seek out your business instead.

3. Identify a need

After you have done some research on the recipients of your introduction letter, you can identify their needs. For example, when writing business-to-business, you might find the business you are communicating with has a need for your services. Or when researching your customer market, you might find there is a need for the products your business manufactures, and you can use what you learn about your audience's needs to help you provide relevant information about your business.

4. Open with a strong statement

Then, when your research is done and you have identified a need, you can start your letter. Open with a strong statement, such as your business's slogan or a memorable quote. Starting strong in your letter is important as this is where you can gain the reader's attention.

5. Include relevant details

Depending on your audience and intent, your letter can include information that is relevant to your audience. For instance, if your business is seeking a partnership with another business, your relevant details might include the products or services that you intend to provide in a partnership, as well as the parameters of the partnership. If you are writing to introduce your new business to the customer market, you might only include information that describes how your products or services will help your clientele.

6. Keep it short and concise

As you write your letter, you might keep it between 300 and 400 words and include just the details you want the reader to know about your business. Avoid unrelated information or details that make your purpose unclear.

7. Create a call to action

Before closing your letter, you may consider adding a call to action. This means that you are describing ways that your audience can communicate back with you or further actions that the reader can take to get to know your organization better.

For instance, if your business is entering a new market of consumers, you could create a call to action that has new customers purchasing from your business. This might be detailing a grand opening event with sale items or offering a coupon to the first 100 customers. No matter the audience, creating a call to action can motivate them to interact or otherwise continue communication with your business.

8. Close your letter

After adding your call to action, you can close your introduction letter. While formal letters may use standard closings such as "Sincerely" or "Yours truly," you might consider some less common closing statements that can make your letter feel more personal to the reader. You might use statements like "Best wishes," "Warmest wishes," "Kindest regards" or other personable closing statements.

9. Proofread

After you have completed your introduction letter, be sure to proofread it checking for typos, spelling and grammar errors. Also, check to make sure that your recipient's name is spelled correctly. You may also check for formatting issues during this step.

10. Send your letter

Finally, you can send your letter. You might make sure the mailing address is the correct contact information for the company you are writing to. If you are sending out multiple copies of your business introduction letter to your consumer market, you might double-check that you are sending your letter to only customer leads that have expressed interest in your organization.

Read more: Letter of Introduction: Overview and Examples

Business introduction letter template

While there are several ways of formatting formal letters, including introduction letters, you might consider using the most basic business letter format. The following elements can help you outline how you want to format your business introduction letter.

• Margins: Typically, a formal business letter will have half-inch to one-inch margins on the top, bottom and sides.

• Line spacing: You can use single-line space for your letter, keeping a space between paragraphs.

• Alignment: You can use a semi-blocked format where some elements, like your contact information and salutation, are left-aligned and some are right-aligned, like the closing statement. Similarly, you might left-align all of your letter.

• Font: Choose a font no smaller than a 10-point font and no larger than 12.

• Contact information: Format your name, address and contact information at the top, followed by the recipient's name and contact information.

• Date: You can include the date of your correspondence formatted after your contact information, but this may not always be required.

• Salutation: This is your greeting. The salutation comes under your contact information, the recipient's contact information and the date. Be sure to address your reader by name if you are writing business-to-business. Using a colon (:), not a comma (,), after the greeting denotes its business correspondence.

• Body paragraphs: Oftentimes, letters of introduction can include around three paragraphs. The first paragraph is used to introduce yourself and your business, as well as your purpose for writing. The middle paragraph might include details about your business and your products or services, and the third or final paragraphs conclude with restating your purpose and creating a call to action.

• Closing: Close your letter with a friendly, concluding statement.

Related: Formatting Your Business Letter: Definitions, Tips and Examples

Example business introduction letters

The following examples help illustrate a business introduction letter in a business-to-business style as well as a business-to-customer style.

Business-to-business letter example

From: Lee Collins
CEO, Green Farm Organics, Inc.
123 Main Street North
Seattle, WA. 98101

March 10, 2023

To: Lynn Gregory
CEO, TruMethod Naturals, Inc.
4567 South 22nd Ave.
Seattle, WA. 98101

Dear Mr. Gregory:

I, Lee Collins, am writing on behalf of Green Farm Organics regarding our company's entry into a new market in Seattle, Washington. I am writing to introduce our company to you and provide some information about the organic and natural foods, supplements and additional wellness products we provide. We are currently operating in markets located in California, Oregon and Colorado and are excited to be expanding our reach to the Seattle area.

As we are in the same market industry and offer similar products, I felt it reasonable to extend salutations and suggest we meet to discuss how we can work together to better serve our customer base. At Green Farm Organics, we provide food and supplemental health and wellness products that help our customers improve and develop their overall health and well-being.

Also, it is clear that your organization goes beyond natural and organic food and health products to offer clients services that further support customers in developing optimum health. Our business does not offer these types of services at this time, and I believe we at Green Farm Organics can work with your organization to not only provide high-quality products, but health support services as well.

Please find enclosed a list of our products and price points, as well as our ideas for wellness support services that our businesses may partner on. Please feel free to contact me at your earliest convenience to discuss our ideas and any questions you may have regarding this request.

Thank you, and I look forward to hearing from you.

Kindest regards,
Lee Collins, CEO
Green Farm Organics, Inc.

Business-to-customer letter example

From: Green Farm Organics
Lee Collins, CEO
123 Main Street North
Seattle, WA. 98101

March 10, 2023

Dear reader:

I am Lee Collins, CEO of Green Farm Organics. We are an all-natural and organic product provider helping our customers improve their health and well-being through non-GMO and organic foods, supplements and other natural health products. We are FDA-certified organic, and we are excited to be expanding our market to your neighborhood! We will be celebrating our new location's grand opening this coming weekend.

As a special promotion, we are extending a 20% discount on all products in our store to the first 100 recipients to arrive. This is a first-come-first-serve basis, and I wanted to share it with you personally!

Please join us at our promotional event and grand opening this weekend, March 15, from 10:00 a.m. to 3:00 p.m. where you can participate in a raffle and sample some of our organic and natural foods.

We hope to see you there!

Warmest wishes from all of us here at Green Farm Organics,
Lee Collins, CEO
Green Farm Organics, Inc.