Writing an Effective Letter of Introduction

Structure

• Typically, a letter of introduction consists of three paragraphs:
  1. Introduction and background information
  2. Main purpose and request
  3. Closing and contact information

Format

• Business letter format:
  • Formal tone and language
  • One-inch margins on all sides
  • Single-space or double-space between paragraphs
  • Font: Arial, Calibri, or Times New Roman, size 11 or 12 points
• Printed on high-quality paper or sent as a professional email

Content

• Introduction:
  • Start with a formal greeting and address
  • Introduce yourself and your organization (if applicable)
  • Establish a connection or common ground with the recipient
• Main purpose:
  • Clearly state the purpose of the letter
  • Provide relevant background information or context
  • Specify the desired outcome or action
• Closing:
  • Express gratitude and appreciation
  • Include contact information and a call to action
  • End with a professional closing (e.g., Sincerely, Best regards)

Tone

• Professional and respectful
• Confident and assertive, but not aggressive
• Friendly and approachable, but not too casual
• Avoid jargon and technical terms unless necessary for the audience

Purpose

• To introduce yourself or your organization to the recipient
• To establish a connection or build a relationship
• To request a meeting, discussion, or collaboration
• To provide information or context about a specific topic or project
• To make a positive impression and create a sense of familiarity