Writing a company introduction letter to a recipient that has no business with your company can be daunting. Writing an introduction to break the ice is a monumental task that must be done with care because if you fail at this first impression, you’ve lost the chance of ever doing business with this company or person. So, yes, it is daunting, but it’s not impossible.
You may be required to send an introduction letter for a myriad of reasons. If you work in the sales or marketing department, then this falls more within your purview than it would other departments.
Ensuring your company’s introduction letter is written well is an extremely important task as this sets the precedent on whether or not the relationship or the objective you’re trying to achieve would fly, much less succeed. So, to increase your chances of success, you should do everything you can to ensure you’re sending out the best introduction letters.
Company introduction letters can either be completely cold messages which have a significantly reduced success rate or you may have interacted with the client one way or another before. The client may be a lead, an introduction, etc. Regardless of the relationship (or lack of one) between you and the client, there are principles you need to put in place to increase your success rate.
In this article, we’re going to discuss all of these principles.
What Should Be In Your Company Introduction Letter
A first-time introduction needs to be airtight. You can’t afford to leave anything on the table. This is even more so for high-stakes introductions. If you’re pursuing a lead or pitching to a potential investor, you cannot afford to send sloppy letters.
In this section of this article, we’re going to discuss everything there is to know about sending company introduction letters.
Mention The First Point Of Interaction
This may not be realistic for all instances, especially if you’ve not interacted with the client before, but in situations where it is applicable, ensure you state how or where you interacted with the recipient. In doing this, you create a sense of camaraderie between you and the recipient and they’re more open to oblige your request.
If you’re sending multiple letters a day, you may need to find a balance on how to personalize them. This is because recipients can tell when a letter is a generic template. And while SOME parts of the letter can be templates, to increase your chances of success, you need to ensure most parts of the letter is personalized.
If Referred, Use Their Name In The Subject Line
If you were referred to the recipient by a mutual friend, ensure to include their name in the subject line. This will increase the chances of your message getting read.
Tweak Your Offer
Your best shot at achieving your objective is to present them with an irresistible offer. Not just an irresistible offer, an offer they need. It doesn’t matter how well-written your company introduction letter is, you’re going to receive a no from the recipient if your solutions don’t fit their problems.
Keep It Short
A general rule of professional correspondence is to keep the message as short and as concise as possible. If you feel you’ve included any unnecessary information, cut it out.
Keep Links To A Minimum
If you’re emailing high-stakes individuals, it is important that you keep the links to a minimum. You should only share the most important information that helps further your agenda.
How to Write A Company Introduction Letter
We’ve discussed the most essential tips to increase your chances of success in your introduction letters. Regardless of the type of introduction letter, the same rules apply to them.
Please note that all stages of this letter are important and as such should be handled with the same attention.
1st – Introduction
The recipient has opened your email! You’ve passed the first stage. Now, what’s left is to ensure they don’t leave and ultimately perform the ask. To ensure this does not happen you have to start your introduction right off the bat. If you were introduced by someone, ensure to mention their name in this first paragraph. If not, include something personal. The more personal it is, the higher your chances.
Something personal can be a line from their website, a post they made on social media, a keynote address they gave, etc. Starting your email with this approach tells the recipient you took your time to check them out and they may be inclined to stay longer.
After that, briefly introduce yourself, what you do and where you work.
This is the stage where you touch on your services, the success you’ve had, and what you want to do for the recipient. When doing this, you may be required to add links to verify any claims you make. More importantly, you need to make sure your services are relevant to the recipient. This cannot be overstressed! If the recipient doesn’t need what you’re selling, chances are they’re not going to buy.
This part is the easiest part and it is almost always a meeting. Simply state that you’d love to book a call to discuss further if you’re a good fit. The ideal way for this would be to offer some available dates and have the recipient choose the most convenient one for them.
Follow Professional Communication Etiquette
Ensuring your email adheres to the rules of professional communication is one of the most important rules of writing correspondence. So, before sending that introduction letter, make sure your letter ticks all the boxes of professional communications. This includes using the right address, punctuating properly, and signing off the letter professionally.
Company Introduction Letter Template One
Hi [Name of recipient], I listened to the keynote address you gave on [state the first introduction you had with them or their business] about [address a specific point they mention and how your business solves this] and it struck me how much you spoke about the importance of services we currently render. My name is [your name] and I am the [your position] at [your company]. We provide services that [what does your company do?] and ensure [How does it help your customers?]. In the last [include time frame] we’ve been able to provide [include generated results. Can also include links to case studies] and we'd like to provide these same results for you. I'd love to schedule a call to learn more about your business and find out if we're a great fit. Are you free anytime this Wednesday or Thursday? Please let me know. Thank you for your time, [Your name] [Position and Company]
Company Introduction Letter Sample One
Hi Jane, I listened to the keynote address you gave on The Importance of Targeting and about how when a company fails to target properly, they plan to fail, and this struck me how much you spoke about the importance of the services we currently render. My name is Jim Blessed and I am the Campaign Manager at Woculus. We provide Advertising services to businesses and ensure that we understand the audience we're selling to before running the first ad. The bulk of our time before an ad is run is spent studying your business, offer and target audience. In the last 6 months, we’ve been able to generate over $1 Million in sales for 5 companies, and we'd like to provide these same results for you. I'd love to schedule a call to learn more about your business and find out if we're a great fit. Are you free anytime this Wednesday or Thursday? Please let me know. Thank you for your time, Jim Blessed Campaign Manager, Woculus
Company Introduction Letter Sample Two
Hi Sam, It was an absolute pleasure meeting you at the SEO convention. I hoped you enjoyed my talk as much as I did yours. I would love to pick up the conversation from where we dropped off and say, yes, we have experience working with SaaS brands as 6 of our 10 clients all happen to be SaaS companies. Here’s a link out pitch deck as you requested and it includes all our current milestones and strategies. Please reach out to me if you’d like to continue this discussion. Here’s a link to my calendar. Kind Regards, Jane Austin
Company Introduction Letter Sample Three
Hi Frank, I received your email from Peter Parker, your partner at Octavo and they informed me you were in need of an SEO specialist. My name is Hank Banner and I am the CEO of BannerSEO. Our main goal as a company is to optimize our clients to rank as high on the SERPS as we can. While succeeding at this, we also make sure our content is optimized to generate leads and convert already primed leads into sales. We understand you’re in the SaaS industry and most of our clients are as well. We’d love to provide results for your brand as well. Please reach out to me if you think we’d be a great fit. Kind Regards, Hank Banner
When sending an introduction, you need to ensure all parts of your letter are optimized. Do not leave a stone unturned. While there’s no one trick that guarantees success, optimizing all the points in your letter increases your odds. We’ve also included some samples to help you get started with your company introduction letters.