What Is an Introduction Letter? (With Steps and Examples)

Updated 21 May 2023

Writing a letter of introduction is an excellent way to start building professional connections. You may write an introductory letter to introduce yourself or someone you know. A well-written letter can help you portray yourself and others professionally and build business relationships for you or people you know. In this article, we explain what an introduction letter is and how to write a letter of introduction that impresses your recipient, with examples to use as a guide.

What is an introduction letter for a job?

An introduction letter is a piece of written correspondence that explains who someone is. You may write an introductory letter for a job to introduce yourself or someone else to one of the following people or groups:

a new colleague
customers or clients
a new department or project team
a freelancer or contractor
a potential new employer
a professional contact

A professional letter of introduction gives recipients the context and information they need to build a new connection with someone. You can use this letter to help you or someone else secure a position or new skills or feel accepted in a new job. It can also move a project forward.

How does a letter of introduction differ from a cover letter?

Letters of introduction and cover letters both introduce someone and can help people secure employment. People write these letters for slightly different reasons, though. You may write a cover letter after seeing a posting for a job you want. This letter explains how you can satisfy the job's requirements. In comparison, you might write an introduction letter to introduce yourself or someone else more generally. You may hope to secure employment or have another motivation, such as wanting to form a business partnership.

A letter of introduction is a more general letter explaining who you are and what you could bring to a professional relationship. You might also write this kind of letter, rather than a cover letter, to introduce yourself to someone you'd like to work with when the company has no advertised jobs. You could stay in contact with your recipient until a job becomes available. In some cases, the recipient of your letter may create a new position for you.

Related: How To Write a Cover Letter

How to write a letter of introduction

Personal letters of introduction and letters to introduce other people share common elements. Including these elements and using a standard business format makes your letter of introduction clear and professional. Follow these steps to write an effective introductory letter:

1. Add contact details, date, salutation and purpose

Format your letter of introduction like a standard business letter, with the contact details, date, salutation and purpose aligned to the left. Start a new line for each of the following details:

your name
your job title, if relevant
your phone number
your email address
your location
the current date in full
recipient's name, if known
recipient's company
recipient's location
your purpose for writing, such as 'Re: Introducing new team member, Kelly Williams'
salutation

If you are using stationery with a letterhead, you may omit any details already printed. Use a warm, professional salutation, such as 'Dear Mr Hayes', followed by a comma. Try your best to find out your recipient's name, as using it makes your introductory letter seem friendlier. You can also omit some of these details if you're sending an email rather than a physical letter.

2. Introduce yourself or another person

Start your introduction letter by noting who you are or who the person you're introducing is and why you're writing the letter. Give important and relevant details in this paragraph, such as the job title of the person you're introducing and their desired role. State the key information in your first paragraph so the recipient knows everything they need to know if they stop reading.

3. Promote yourself or the person you're introducing

The second paragraph explains your value or the value of the person you're introducing to your recipient. If you're writing a letter introducing yourself to a charity you hope to partner with, for example, you might explain why you're personally passionate about their cause. Alternatively, if you're writing a letter introducing a new employee to members of your department, you might explain their career history and the skills they bring to the team. Maintain a positive tone to build the connection between your recipient and yourself or the person you're introducing.

4. Write a conclusion with a call to action

End your letter of introduction with a call to action that explains what you want your recipient to do. For example, if you're writing a letter introducing a new employee, you may want your recipient to make them feel welcome. In comparison, if you're writing a letter introducing yourself to a hiring manager, you may ask them to keep your resume on file in case any suitable jobs become available. You may also like to thank your recipient for reading your letter. Then, add a professional sign-off and leave space for a signature above your printed name.

Related: How To End a Letter

5. Proofread your introductory letter

Proofreading your letter of introduction and correcting any errors you find is an important final step in the writing process. Proofread letters are more polished, so they can help you create the most positive first impression on your recipient. Resolve any typographical, grammatical or spelling errors in your writing.

Read your letter aloud and rephrase any sentences that sound awkward. You can also simplify complex sentences to make them easier to understand. If you feel writing isn't one of your strengths, ask someone who is a confident writer to proofread your letter as well. They may identify areas for improvement you missed.

Tips for writing an introductory letter

Here are some tips that can make your introductory letter more effective:

Customise your introductory letters. Write unique introductory letters with information that is relevant to your recipient and their situation. Research your recipient to learn more about what they're interested in.
Use clear language. Using direct, accessible language can help your recipient understand why you're writing and the actions you hope they take after reading your letter.
Be concise. Your recipient may be busy, so it's a good idea to get to your point quickly. Try to keep your letter to around three paragraphs, or less than a page, to make it as concise as possible while still including essential information.

Get your personalised job feed on Indeed

Be the first to see new jobs in your area

Examples of introduction letters

Reading examples of letters of introduction can inspire your own letters. They can also provide a good template to base your writing on. Consider the following two examples to help you craft your own:

Example 1

Here is a letter of introduction example from someone introducing themselves to a new professional contact:

Re: Introducing myself

Dear Professor McNally,

My name is Kathleen O'Connor, and I am a Ph.D. student at the University of Queensland. I have recently discovered your research into dugongs while writing my thesis about the impact of tourism on the state's dugong population. I am writing to introduce myself and express my interest in joining your research team in the future.

I have been passionate about dugongs for as long as I can remember. They're such intelligent creatures. I have thrived at university, studying marine biology at the postgraduate and graduate level. I think I've maintained a good academic record because the subject matter is so interesting to me. I have learned so much about dugongs through my research, although I feel confident there's still much more to learn. For all these reasons, I feel I'd be an asset to your research team.

Thank you for taking the time to read my letter and for your efforts in promoting dugongs to the wider community. I've attached a copy of my resume for your reference. If you ever need a research assistant, please contact me at any time. I'd feel honoured to work alongside you.

Kind regards,
Kathleen O'Connor

Example 2

Here is a letter of introduction sample from someone introducing a new employee to a client:

Re: New lawyer at Thompson Watkins Lawyers

Dear Mr. Grace,

My name is Jeremy Thompson, and I am one of the partners at Thompson Watkins Lawyers. I am writing to introduce you to Jenny Li, our newest lawyer. Jenny is taking over many of Morgan Allen's clients while she is on maternity leave. She is your new point of contact for the next 12 months.

Jenny has 10 years' experience working in corporate and commercial law. She specialises in mergers and acquisitions, corporate restructuring and general corporate advisory. She is a dedicated lawyer who has a practical approach to solving legal issues and helping her clients have the best commercial outcomes. After Australasian Lawyer recognised her as a rising star this year, we are very lucky to have her with us.

You are in very capable hands with Jenny. If you have any concerns at all, please give us a call. Jenny or myself would be happy to discuss the transition with you.

Kind regards,
Jeremy Thompson

The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.

Please note that none of the companies, institutions or organisations mentioned in this article are affiliated with Indeed.