When it comes to business writing, most people find it difficult to maintain that fine balance between being professional, without sounding either authoritative and domineering or on the other hand, sycophantic. This is especially true for letter writing, where most people tend to be at sea regarding what the correct format or writing style should be while addressing a complete stranger for a professional reason. A business introduction letter is a standard letter that is written to introduce either an individual or a company to another individual or organization. In case you are writing a standard letter, then remember not to exceed one page and include all the pertinent information in documents enclosed with the letter. These letters are not the same as cover letters. You can draft a single introduction letter and use the draft to send it across to various companies for business purposes. Remember the letter should be checked for any error, grammatical or spelling, before it is sent out. Maintain a polite tone in the letter and express gratitude for the time the addressee is giving your letter.
Business Introduction Letter Format
While it is easier to refer to examples and then draft your own letter, it is advisable to refer to the format of a business letter of introduction and then use the same as a basis for your letter. Given below is a template that you can use in case you want to draft a letter introducing your organization to a prospective client.
Your Name
Your Organization
Your Address
Date
Name of Addressee
Name of Organization
Address
Reference: State in precise terms the reason for which you are writing this letter.
Salutation/Greetings
Dear Ms./Mr. (addressee)/ To whomsoever it may concern
The introductory paragraph of the letter should be a detailed introduction to the company that you are representing. Give information about who owns the organization and who operates it. Explain how association with your company can be an asset to the firm that you are writing the letter to.
In case you are enclosing other documentation about your company, then the second paragraph needs to provide the gist of the information in the brochures attached.
In the third paragraph, you can explain what the USP of your company is. Once you have explained how your company stands apart in your field of work, you can thank the addressee for their time and ask them to contact you in case of any future needs. Also ensure that you mention how competitive your pricing is, making the firm all the more suitable for the job.
The fourth paragraph of the letter can give out your contact details, in case the addressee is interested in having business with your firm.
Valediction/Goodbye
Yours sincerely,
(Your name)
Business Introduction Letter Sample
If the template given above has not managed to clarify the format for introduction letters, then this example will help elucidate the same for you.
Alexa Ivanova
Director, Marketing
Maximum Security Agency
234 – 31st Street
NYC, New York – 434535
6th June 2010
Goliath National Bank
549 – Wall Street
NYC, New York – 434567
Reference: Introduction to the company Maximum Security Agency
To Whomsoever it May Concern,
The purpose of this letter is to introduce our company Maximum Security Agency, which has been a leader in the field of security provision to banks and financial institutions since 1978. We have catered to several organizations in the past and have had a good working relation with all of them, with no complaints from our clients. As a company we offer you services that are of the highest standard and at extremely competitive rates.
Enclosed with this letter is documentation about our services, including a brochure that enlists all the different services that you can make use of in case you decide to do business with us. We have a team on call round the clock that takes care of any emergency. Other than that we have trained guards, hourly foot patrols, alarm response, personal bodyguards, mobile patrols, security for special events, etc. We also have an agreement with the city police department, that allows us to alert them in case of any major security breach, garnering a response from them in a matter of a few minutes.
We are fully aware that you are already making use of security services provided by another organization and may not be currently looking for a change. We would like to thank you for the time that you have taken in order to go through this letter and the enclosed documentation.
Please feel free to contact us in case you need to utilize any of the services that our company provides. We guarantee you complete security. Our address and other contact details are given in the brochure enclosed with this letter.
Thanking you,
Yours sincerely,
(Signature)
Alexa Ivanova
Writing business letters is an extremely easy task provided you known the correct format for the letter you are writing. With the template and example of an introduction letter for new business given in this article, hopefully you will have no problem drafting a letter introducing your firm.
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