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How To Write a Business Introduction Letter in 10 Steps
How To Write a Business Introduction Letter in 10 Steps
By Indeed Editorial Team
Published September 7, 2021
A well-written business introduction letter can have a great impact when presented to a client and may help establish a personal connection with a potential customer. These documents are an effective way to share what your company has to offer and reach your target audience. Understanding the key elements of a business introduction letter can help you create an outstanding letter that delivers your point and draws more customers to your business. In this article, we explain what a business introduction letter is, show you how to write a business introduction letter, and tell you why a well-written business introduction letter matters.
Related: Which Written Communication Skills Are Important in the Workplace?
What is a business introduction letter?
A business owner writes a business introduction letter to potential clients or customers to notify them about new products or services. It describes why the client could be interested in what the company offers, and typically has a call-to-action and information about how to learn more or make a purchase.
2 types of business introduction letters
We may classify business introduction letters into two distinct types:
Business-to-business introduction letter: If a company wants to introduce new products or services to another business, then it needs to craft a business-to-business introduction letter. The primary purpose of writing this letter is to forge partnerships or request for business opportunities.
Business-to-customer introduction letter: This letter targets a company’s clients or customers. A business-to-client introduction letter may introduce consumers to a sale, new discounts, or notify a target market about a product or service.
To write an effective business introduction letter requires planning and time. You must determine what content to include in the letter, and how to lay it out so it’s engaging and easy to read.
Formatting a business introduction letter
There are several ways to format a business introduction letter. For example, depending on your company’s brand or voice, you could choose to write a formal or informal letter. A typical business introduction letter comprises the following elements:
Single-line spacing and a line of spacing before a new paragraph
Semi-blocked alignment format
10 to 12-point font size for the letter’s subject content
Your contact information at the top of the letter
The date you wrote the letter
Receiver’s address below the date
The body paragraphs
Read more: Writing a Business Letter: Format and Example
How to write a business introduction letter
Here are the steps you can follow when learning how to write a business introduction letter:
1. Determine the intent
The first step to writing a business introduction letter is establishing the purpose of the letter. Because there are different types of business introduction letters, it’s necessary to establish the reason for writing one. For instance, if you recently established a new business, and you want consumers to learn about the new products or services you are offering, you may write a business-to-consumer letter.
If your aim is to reach out to potential business partners, a business-to-business letter would work well for you. Identifying the intent of the letter should come first before you draft its contents. It helps you to decide on the right tone, the most important information to include, and ensures you include all the relevant details.
2. Research the market
After establishing the intent of the letter, the next step is to research your target audience. If your intent is to write to potential business partners, you may want to learn about their most popular products or services that are in line with your business. This way, you can craft a convincing letter to invite these clients to learn more about your business. Conducting in-depth research enables you to identify what your target audience needs, including their taste and preferences.
3. Establish a need
Comprehensive research enables you to identify the needs of your audience. For instance, it’s easier to determine another business’ needs through research. They might need your marketing services if they specialize in selling niche products. You could also realize that your prospective clients are looking for what your company offers. Identifying these needs enables you to write a letter that targets the most significant information about your business.
4. Organize your message
Once you’re sure about the most important information to include in the letter, decide how to order the information. The best way to choose the order is to consider the reason your target audience would want to read the business introduction letter, rather than why you would want to send it. This means outlining the benefits you offer instead of presenting the features and prices of your products. Create a list of these important aspects that you can refer to as you write.
5. Use a powerful opening statement
When you write the introduction letter, consider starting with a strong sentence that creates a powerful impact and motivates your audience to keep reading. The opening statement should address their needs and encourage them to find out what solution you have to overcome the meet them. To present your information clearly, keep your opening statement short and focused on the main message of your letter.
Related**: [How To Start a Letter, With Tips and Examples**](https://ca.indeed.com/career-advice/career-development/how-to-start-a-letter)
6. Present your benefits
Present information in a more specific way to show the solution you have for your target audience’s problem. You can keep this section brief while encouraging readers to visit your company. Ensure you provide adequate information that can help a reader realize your ability to solve their problems. The main purpose of your introduction letter is to generate sales calls where you can explain more about your business.
7. Include relevant details
Depending on your target market and intent, provide all significant information that best fits their needs. If you intend to build a partnership with another company, the relevant information to include in the letter includes the parameters of the partnership and the goods and services you offer. If you are introducing a newly established business, you may include information about your product or service and how they can help improve your customer’s lifestyle, or how they can help another business operate more efficiently.
8. Include a call to action plan
Another important step after you complete crafting your business introduction letter is closing with a call to action. Often, if a client gains interest in your business, they are likely to call you to find out more details about your products. An effective call to action clearly describes how your prospective client can reach you. When there is smooth communication between the business and its customers, it is easy to convert interest into sales.
9. End your letter
The next step after writing a call to action is including a closing statement. You have different options to close your introduction letter depending on the type of business introduction letter you are writing. You may avoid standard closings like “Thank you,” and use more personal closing statements to create a connection with your readers and make a lasting impression. Statements like, “All the best,” or “Kindest regards,” are among some personal closing statements you can use.
A clearly written business introduction letter free from grammatical errors improves readability. A simple mistake in your letter could demotivate or distract a reader from continuing. It is crucial to proofread your letter before sending it out to ensure it’s professional and well-written. If possible, proofread it on a paper copy, as this can help you identify mistakes more easily than reading it on a screen. Read the letter out loud or have someone read it on your behalf to identify spelling, grammar mistakes, or areas of improvement.
Read more: How To Write a Letter: Format and Example
Why a well-written business introduction letter matters
Below are the reasons it’s important to learn how to write a business introduction letter:
Builds personal connection: An exceptional sales pitch with letterhead makes a great business introduction letter that can help create more personal connections with prospective customers.
Exhibits professionalism: A well-formatted letter quickly conveys your message and shows a sense of professionalism to your target clients. It can make a great and lasting first impression.
Gains audience trust: A well-crafted business introduction letter fosters mutual trust between you, your business, and your audience. Gaining the audiences’ trust means they are more likely to show interest in your products or services.