A letter of introduction is a type of correspondence, usually email, used to introduce one person to a friend or professional colleague to another person or group of people. During your career, you might need to write a letter of introduction for a variety of reasons, including the following:
- Introducing one colleague to another
- Introducing clients or customers
- Introducing new team members
- Introducing a contractor or freelancer
- Introducing a job candidate
A professional, clearly communicated letter of introduction can help give people the context and information they need when meeting someone new. Writing this type of letter can help move projects forward, onboard a team member, connect someone to gain new skills and more. In this guide, we’ll provide instructions for how to write a quality letter of introduction that can be helpful for you, clients and colleagues alike.
How to write an introduction letter
While you can write a letter of introduction for several different situations, there are a few common elements you should include. When writing your letter, be sure to tailor it to the introduction you’re making by including information that will be helpful for both parties.
You should include the following pieces of information in a letter of introduction:
- Write a greeting
- Include a sentence on why you’re writing
- Present the full name of the person you’re introducing
- Explain their role and how it is relevant to the reader
- Provide information on how they might work together or be helpful for each other
- Include any necessary contact information
- Close with any next steps or other necessary details
- Sign off with your name and title
Let’s take a closer look at how you can construct a professional letter of introduction by using each of the above elements.
Elements of a letter of introduction
When writing a letter of introduction, remember to use clear, understandable language. Many people have only a short time to read through email correspondences, so be as brief as possible without leaving out any key information.
1. Write a greeting
To start, write a short greeting that opens the letter in a thoughtful way. Here, you will include their name on the first line, followed by a friendly start. For example:
Hope you had a lovely weekend!”
2. Include a sentence on why you’re writing
Next, explain your purpose for emailing them. Provide any necessary context that will help the reader understand why you are making an introduction and why it involves them.
“I’m writing as a follow-up from our meeting about defining better processes for billing and reporting inquiries for our physical therapy patients.”
3. Present the full name of the person you’re introducing
Be sure to include their first and last name and any important titles that might help the reader.
“I’d like to introduce you to Alberto Ruiz.”
4. Explain their role and how it is relevant to the reader
Writing a short summary explaining position and function of the person you’re introducing. Include their title, then a brief overview of what they do and how they have been successful as it relates to the reader.
“Alberto is the HR representative that supports all therapy departments for our branch. He has been instrumental in developing streamlined processes for other teams that have reduced payment time by 20%.”
5. Provide information on how they might work together or be helpful for each other
Next, briefly explain how and why you are making the introduction. For example, they might be working closely in the future or could find the other’s expertise helpful in their own work.
“I’ve spoken with Alberto in depth about our project. He explained that he has extra time this quarter to help us brainstorm ideas to better our administrative processes. He is willing and ready to meet with us at the beginning of next week.”
6. Include any necessary contact information
If you are emailing, it is a good idea to include the email of the person you’re introducing in the “CC” line so your audience can reference it. If you feel there is additional contact information that is necessary, you should include it here as well.
“Feel free to reach out to Alberto via email (he is cc’d here), or on his work phone at (333) 222-4444. He is expecting to hear from you.”
7. Close with any next steps or other necessary details
Conclude your introduction letter with any actions that need to be taken by you, the reader or the person you’re introducing. Make sure you are clear by referencing the person you’re speaking to by name.
“I’ll go ahead and set up our meeting to get started next week. Thanks for your teamwork on this project! Thank you in advance, Alberto, for your help.”
8. Sign off with your name and title
End your email with a professional sign-off like “Thanks,” or “Sincerely.” Then, include your full name, title and contact information as needed.
“All the best,
Accounts Payable Coordinator”
Letter of introduction example
Here’s another example of a letter of introduction for you to use as inspiration as you craft your own:
I hope the week has been good for you! I’m writing to introduce you to our new project manager, Patricia Jefferson. Patricia comes to us with several years of project management experience, specifically in managing large, long-term construction projects for multifamily residences. Her background will be extremely helpful for our team as we launch our plans for next year.
While you will not be working with Patricia on a daily basis, she will be able to provide you with regular timeline updates as you present our progress in the quarterly company meetings. You can find her email at the top of this note, feel free to reach out directly as needed.
We’re excited about having Patricia on board, and I look forward to your new working relationship. Please let me know if you need any additional information moving forward.
Thanks for your time,