6 Letter of Introduction Templates [Examples & Writing Tips]

A letter of introduction is a type of communication to introduce two parties to each other. It is meant to help you introduce someone you know (acquaintance or third party) to someone else (recipient of the letter). This letter is written and sent to create professional relationships that may lead to work opportunities, business growth, and partnerships.

In the letter, you should inform the recipient clearly about the third party’s qualifications, interests, skills, and professional background. This way, the recipient of the letter will easily interact and communicate with your acquaintance once they meet. As a result, the third party can get a new job, join a project team or even get a new business contact through the recipient of this letter.

Remember that an introduction letter differs from the following professional letters containing similar content:

• Cover letter– Both letters are used to introduce a job applicant and their outstanding skills. However, a cover letter focuses on the resume and is part of the application process, which makes it different from an introduction letter.
• Referral letter– The referral and introduction letters introduce a third party to the recipient. However, for the referral letter, you (the mutual party) ask the third party to write to the recipient, while for the introduction letter; you write the letter to the recipient yourself.
• Letter of recommendation– These two letters usually highlight a job applicant’s professional background. However, job applicants can write an introduction letter themselves, but a letter of recommendation must be written on their behalf.

Statistical insight: About 70% to 80% of job seekers report that networking has opened job opportunities for them. They say that it has not always been about whom they know but more about who their friends know. That means a letter of introduction is an important business document that can help your friends and acquaintances make new, beneficial professional connections.

Given below are letter of introduction templates:

This article will guide you on how to write a letter of introduction, why you should use it, and its components. It will also provide the various tips you should follow to make it effective for the recipient while benefiting your acquaintance. Free downloadable templates are also given to help you in writing your own letter of introduction. 

Reasons for Writing a Letter of Introduction

Below is a list of reasons you need to write a letter of introduction, especially when introducing a third party to the recipient:

• In your line of work, you might need to prepare a letter of introduction to introduce: team members, contractors, or freelancers, and one professional to another professional.
• This letter also introduces a job candidate to a potential employment opportunity or career assistance.
• The letter can introduce a third party to the recipient for a job referral or assistance with a job search.
• An employer may need to introduce a new employee to fellow co-workers to make the employee feel comfortable and accepted at work.
• In addition, you can use this letter to introduce a third party to clients or customers to inform them about their role and help the third party gain a new business contact.
• The letter is also important to start a business or professional conversation between a colleague and another colleague.

Pro tip: It is important that both parties are aware of the introduction you are about to make. The third party may ask you for the recipient’s details before you write the letter. At this point, you should also inform and ask for permission from the recipient before writing and sending it to them for a formal introduction.

For an effective and compelling letter of introduction, you need to know how to write it and be aware of the components you should include. Here is a step-by-step guide on how to write a proper introduction letter:

Step 1: Explain why you are writing

The purpose of the letter is usually to introduce the third party, who might want a job, career advice, or even to conduct an interview, to the recipient. This section should be clear and brief. It should also introduce who you are and remind the recipient of how you know each other.

For example:

I am Regina Samuels, the General Manager of Upscale Restaurant located in Downtown Alley. We met last week at the Annual Children’s Gala during the fundraising, and I mentioned to you about a qualified restaurant hostess who is interested in working at your restaurant.

Step 2: Mention who you are introducing

For the next step, you should mention the person you introduce and your relationship with them. If this is the first time you mention your acquaintance, always use their full name. Ensure that you also provide a brief summary of this third party you are introducing to the recipient.

For instance:

Alice Steele is a qualified restaurant hostess with whom I have had the pleasure of working. She has seven years of work experience in the hotel and restaurant industry. I believe that she will be suitable for your new restaurant. 

Step 3: Specify the relevancy of the contact

At this point, you should proceed to specify how the person you mentioned is relevant to the recipient. The recipient knows the letter’s purpose, but they will want to know why you are introducing this particular individual. For this section, avoid in-depth details; be straight to the point.

As illustrated:

Ms. Steele has the qualifications you are looking for in a restaurant hostess. She has worked in high-end restaurants and knows how to deal with customers of that caliber. She is professional, and I believe that she is the perfect candidate for the job.

Step 4: Explain their role

For the next step, you need to provide more details about the third party by explaining their role. You should highlight their position or job title and the responsibilities they have had that make them suitable. You must show the recipient that this third party is a successful individual with the required work experience, skills, and qualifications. The idea is to impress the recipient.

As structured below: 

Ms. Steele is a leader and a team player. While working with me, she was responsible for greeting, seating, and checking on guests. If you want your customers to have a great first impression of your restaurant, then Ms. Steele is the person for the job. She is experienced and has the required skills for the position. At Eat Restaurant, her charisma and great personality contributed to the increase of customers by 20%.

Step 5: Discuss how the parties can be helpful to each other

For this step, you should discuss how the two parties, the third party and the recipient of the letter, can be helpful to each other. You need to show the recipient how they will benefit by meeting this third party, whether currently or in the future. In addition, you should present your acquaintance as a solution to the recipient of the letter.

For example:

We have known each other for a long time, and you know that I can never introduce someone to you that is not qualified. Ms. Steele is the definition of success when it comes to being a restaurant hostess. I believe that you two can work together and benefit each other. She will be a great influence on the employees and the customers too. Also, she can train any new employees while still successfully completing her roles and responsibilities. Your restaurant will be in good hands if you hire her for the restaurant hostess position.

Step 6: Include the necessary contact information

At this point in your letter, you need to include the necessary contact details of your acquaintance. You can add their email address, phone number, or even their mailing address. Furthermore, you should include an encouraging statement that will motivate the recipient to contact and meet the third party.

For instance:

Feel free to contact Alice Steele through her email, [email protected], or via her phone number, 999-999-9990. She is expecting your call and is ready and excited to start working.

Step 7: Conclude with the next steps

Finally, conclude your letter by including the next steps that you will take to ensure that the third party and the recipient meet successfully. You can suggest that you will arrange a meeting between them or even volunteer to be present for their first meeting. Whatever the case, ensure that you address the recipient of the letter by name while stating the actions you plan to take.

As shown below:

Once you contact me, I will arrange a meeting between you and Ms. Steele as soon as possible. Also, she mentioned that she is available to meet on Wednesday from 10 am next week. Thank you in advance for your help Christian Peters.

Below are tips you can use when writing a letter of introduction to ensure it is effective and compelling for the recipient to contact the third party:

Maintain a professional tone

An introduction letter is an official letter that requires a business structure and professional tone. If you are close friends with the recipient, you can adopt a less official style while maintaining a business tone. If you are not so close with the recipient, ensure your letter is structured in an official and proper tone. 

Set expectations

Ensure that you set achievable expectations for both parties of the letter. Do this by using and maintaining a clear language that highlights what you need from the recipient and the best way forward.

Tailor your introduction

It is also important to tailor your introduction to ensure that it contains information that is helpful to the recipient. They need to recognize you immediately and also become interested in learning more about the third party you are introducing to them.

Personalize your greetings

As part of an official letter, you need to include the salutation. For your letter of introduction, it is advisable to personalize your salutation. You should greet the recipient by name instead of job title or position. You are more likely to get a response from them if you address them by name.

Stick to one subject

For your introduction letter, you need to stick to one subject. Your only focus should be to introduce the third party and convince the recipient to accept them for that job, interview, business contact, or any other reason. Do not start including your needs or other issues that do not relate to the main subject of the letter.

CC the appropriate people

An introduction letter is best sent through email since it is faster and guarantees that the recipient will receive the message quickly. When sending your letter of introduction via email, always cc the appropriate people to ensure every individual who needs to know about the third party receives the email. You can also cc the third party to ensure they are aware of what the recipient knows about them.

• An introduction letter is meant to create new professional connections by introducing two parties to each other for their own benefit.
• A letter of introduction should always be brief and straight to the point. The recipient is most likely a busy individual who will disregard a long letter or email.
• It is advisable to use a template to create a detailed, effective, and proper letter of introduction. This will also help you with accuracy and save time.
• It is essential to read through your letter to edit and proofread it before sending it to the recipient. This way, you will avoid spelling, grammar, and punctuation mistakes.
• In case the recipient does not respond or is not interested in the third party at the moment, you can keep the letter and ask for a follow-up in the future.