Introduction

Ex.1. Read and translate the following information and letters.

What's the best way to write a letter? Do paper letters still work or is e-mail a better option? There isn't one best way to communicate. In some cases it makes sense to communicate via email, at other times you may need to to send traditional typed, printed and signed letters. Email is quicker and easier, but some email messages never get opened and, depending on who you are writing to and why you are writing, you may be required to mail a typed letter or upload it online.

Regardless of how you communicate, well written letters include several sections, what you include in each section and how the document is formatted will depend on whether you are sending a typed letter or an email message.

This guide to writing letters includes what should be listed in each part of a letter, how to address and sign typed and email communications, letter formats and layouts, and examples and templates.

Parts of a Letter

Contact Information

Salutation (Greeting)

Body of Letter

Closing

Signature

Contact Information

How you include your contact information will be different based on how you are sending your letter. When you send an email message, your contact information will be at the end of the message instead of the top of the page. Here's what to include and samples for both typed letters and emails.

Body of Letter

The body of your letter will include several paragraphs. The first paragraph should include an introduction and a brief explanation of your reason for writing. The second paragraph (and any following paragraphs) should explain further your reasons for writing. The last paragraph should either request action from the reader, if you are requesting something, or state how you will follow-up.

Be sure that the purpose of your letter is clear. The reader will need to know what you are asking for and how they can help you. Or, if you are offering services or assistance what you can provide to the reader.

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Closing

A letter is closed with a term like "Best regards" or "Sincerely" which is followed by a comma, then your signature if you're sending a typed letter. If you're sending a email message, simply type your name after the closing. Here's a list of letter closing examples that are appropriate for business and employment related correspondence.

Signature

The finishing touch to your letter is your signature, which, in an email message, will include your contact information.

Letter Writing Guidelines

The next step is to polish up your letter, so there is plenty of space between paragraphs and the top and bottom of the page. You will also want to select a readable, professional style and size of font. What you say will depend on the reason you're writing, so be sure to tailor your letter to fit your personal and professional situation.

Proofread and Spell Check

Finally, before you print or upload your letter or send your email message, spell check, grammar check, and proofread it. A tip for making sure there aren't any errors is to read it out loud. You may notice mistakes you didn't catch reviewing it by looking it for.

The following business letter format includes the information you need to include in a general business letter.

Business Letter Format

Contact Information (Your contact information)

Your Name Your Address

Your City, State, Zip Code Your Phone Number Your Email Address

Date

Contact Information (The person or company you are writing to)

Name

Title Company Address

City, State, Zip Code

Salutation

Dear Mr./Ms. Last Name: (Use a formal salutation not a first name)

Body of Business Letter

When writing a business letter, keep your letter simple and targeted, so the purpose of your letter is clear. Single space your letter and leave a space between each paragraph. Left justify your letter.

The first paragraph of your business letter should provide an introduction to why you are writing.

Then, in the following paragraphs provide more information and specific details about your request. Explain why you are writing so it's easy for the reader to understand what you are asking.

The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing your request.

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Leave a blank line after the salutation, between each paragraph, and before the complimentary close.

Complimentary Close:

Respectfully yours,

Signature:

Handwritten Signature (for a mailed letter) Typed Signature

Letter of Introduction

A letter of introduction does exactly what it implies – it introduces one party to another party. These parties can be businesses, individuals representing businesses or simply individuals representing themselves. Use our free sample letter of introduction template below to help you get started. Keep reading below for a free sample introduction letter, tips and links to other resources.

In third party introduction letters, the writer is addressing someone they are familiar with and introducing a third party to the recipient. Generally, specific requests for employment or other assistance accompany the letter. These letters tend to be less formal as they are usually sent to someone you know well.

In blind contact introduction letters, the writer does not know the recipient. The entire purpose of the letter is to make the introduction. These types of letters are essential in building business and customer relationships.

Introduction letters are often confused with referral letters, cover letters or application letters, each of which is used under different circumstances.

You goal is to make a great first impression with a powerful letter of introduction.

Address your letter to a specific person, whenever possible.

Begin your letter by stating your name and your position or role, if relevant.

Tell how you got the reader‘s name, if applicable.

State the purpose for your letter.

5. Indicate what it is that you hope to accomplish by sending your letter For example, set up a time that you can meet in person with the reader or what you would like the reader to do in response to your letter (such as grant you an interview).

Include any other important information about yourself or the purpose of your letter. For example, include your contact information, brief history of your organization, your goals, or the like).

Close by thanking the person, and end on a positive note.

There are two main types of introduction letters: those written to introduce a person, and those introducing a product.

How to write an introduction letter to introduce another individual:

As you begin, mention the person by name.

Identify your personal or professional association with the person. Briefly tell the reader about your experience with the person.

For a business contact, you might want to include the person‘s qualifications or positive qualities, or mention past projects he/she has worked on or companies he/she has worked for.

Identify the purpose of your letter and what you hope to accomplish by sending it.

If you would like to give the reader the opportunity to meet with the person you are introducing, include the person‘s contact information or mention when and possibly where the individuals might be able to meet. However, do not put the reader under any obligation.

Especially for business contacts, you might include the person‘s business card, if possible.

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Close your letter by indicating your confidence that the meeting would be a positive experience for both individuals, by reaffirming your hope that they can meet, by restating your esteem for the individual, etc.

How to write an introduction letter to introduce a company, organization, product, or service:

Identify the name of your company or organization.

Tell about the company or organization. Mention how it was started, how long you‘ve been in business, your mission or business objective or goals, and so forth.

If appropriate, identify the product(s) or service(s) you provide, and identify the benefits of buying or using these products or services. Tell why they are better than those of the competition; how they will save the reader time/money, make his/her quality of life better, or help him/her to accomplish a certain goal; and so on. In short, tell the reader why he/she must have the product or service you offer.

Invite the person to an open house, grand opening, sale, etc., if applicable.

If you represent an organization, describe the benefits of the organization, such as the good they do in the community, what they have been able to accomplish in the past, the benefits of membership (if applicable), and so forth.

Invite the reader to be your customer or to join your organization, or include information on how he/she can purchase your product or service, whether at a physical store, online, over the phone, etc.

Include information that will allow the reader to find out more if desired about your company or organization or the products or services you provide.

Close by expressing your hope that the person will want to join your organization or become a customer.

How to write an introduction letter to introduce a new product or service to an established customer:

Thank the reader for his/her past business.

Describe the new products or services you are offering.

Indicate why the reader should purchase the product or service (i.e., mention the benefits of the product or service).

If possible, include a pamphlet, brochure, catalog, etc. that shows and describes the new products or services.

If you are making a special promotional offer or having a special sale on the new products or services, include information about it.

Indicate how the person can find out more information or tell how he/she can buy your product or service.

Close by reiterating how valuable the customer is to you and, if desired, by mentioning your hope that the reader will buy the new product(s) or service(s) you are offering.

This sample introduction letter is a great example of how to bring two friends or associates together. Please use this only as a general guide. How formal or informal you need to be in your letter is extremely situational. The following example might just be an e-mail.

Dear Ryan,

I am writing to introduce you to a remarkable young woman, Cami Larsen. She has worked for me the past 6 months and has done an excellent job.

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Cami has been very valuable to our team. She has a bachelor's degree in marketing and she has a great sense of current market trends. She has been marketing lead on several key projects for us. Her husband recently was transferred to New York so she will be leaving us shortly. We will be sad to see her go. Since she will be coming your way, I was hoping that you might be willing to consider Cami for a position in your firm or assist her with finding other opportunities in New York. She will be a great asset to whoever hires her on.

Let me know if you have any questions or you can reach Cami directly at (123) 456-7890. I am sure she can provide you with a resume if you wish. Thank you for your time and assistance.

Bill