How To Introduce Someone In Writing

A letter of introduction is a type of correspondence, usually email, used to introduce someone you know to someone else. Introduction letters can help build professional relationships that lead to job opportunities, business growth and collaboration. In this guide, we'll provide instructions for how to write a quality letter of introduction that can be helpful for you, clients and colleagues alike.

Types of introduction letters

During your career, you might need to write a letter of introduction for a variety of reasons, including introducing:

One colleague to another
Clients or customers
New team members
A contractor or freelancer
A job candidate
One professional contact to another

A professional, clearly communicated letter of introduction can help give people the context and information they need when meeting someone new. Writing this type of letter can help move projects forward, onboard a team member, connect someone to gain new skills and more.

Before sending a letter of introduction, make sure that both parties are aware and consent to the introduction. For example, if a former coworker reaches out and asks you to introduce them to a recruiter at your current company, you'll want to confirm with the recruiter that this is okay with them before sending a formal introduction.

Letter of Introduction Format

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Letter of Introduction Format

Write a greeting
Start with a sentence on why you're writing
Present the full name of the person you're introducing
Explain their role and why it is relevant to the reader
Provide information on how they might work together or be helpful for each other
Close with any next steps or other necessary details
Sign off with your name and title

How to write an introduction letter

While you can write a letter of introduction for several different situations, there are a few common elements you should include.
You should include the following pieces of information in a letter of introduction:

1. Write a greeting

To start, write a short greeting that opens the letter in a thoughtful way. Here, you will include their name on the first line, followed by a friendly start. For example:

"Hi Linda,
Hope you had a lovely weekend!"

Read more: 20 Ways to Start an Email

2. Include a sentence on why you're writing

Next, explain your purpose for emailing them. Provide any necessary context that will help the reader understand why you are making an introduction and why it involves them.

"I'm writing as a follow-up from our meeting about defining better processes for billing and reporting inquiries for our physical therapy patients."

3. Present the full name of the person you're introducing

Be sure to include their first and last name and any important titles that might help the reader.

"I'd like to introduce you to Alberto Ruiz."

4. Explain their role and how it is relevant to the reader

Writing a short summary explaining the position and function of the person you're introducing. Include their title, then a brief overview of what they do and how they have been successful as it relates to the reader.

"Alberto is the HR representative that supports all therapy departments for our branch. He has been instrumental in developing streamlined processes for other teams that have reduced payment time by 20%."

5. Provide information on how they might work together or be helpful for each other

Next, briefly explain how and why you are making the introduction. For example, they might be working closely in the future or could find the other's expertise helpful in their own work.

"I've spoken with Alberto in depth about our project. He explained that he has extra time this quarter to help us brainstorm ideas to better our administrative processes. He is willing and ready to meet with us at the beginning of next week."

6. Include any necessary contact information

If you are emailing, it is a good idea to include the email of the person you're introducing in the "CC" line so your audience can reference it. If you feel there is additional contact information that is necessary, you should include it here as well.

"Feel free to reach out to Alberto via email (he is cc'd here), or on his work phone at (333) 222-4444. He is expecting to hear from you."

7. Close with any next steps or other necessary details

Conclude your introduction letter with any actions that need to be taken by you, the reader or the person you're introducing. Make sure you are clear by referencing the person you're speaking to by name.

"I'll go ahead and set up our meeting to get started next week. Thanks for your teamwork on this project! Thank you in advance, Alberto, for your help."

8. Sign off with your name and title

End your email with a professional sign-off like "Thanks," or "Sincerely." Then, include your full name, title and contact information as needed.

"All the best,
Henry Thomas
Accounts Payable Coordinator"

Letter of introduction examples

Here's an example of a letter of introduction introducing a new team member:

Hello Cecilia,

I hope the week has been good for you! I'm writing to introduce you to our new project manager, Patricia Jefferson. Patricia comes to us with several years of project management experience, specifically in managing large, long-term construction projects for multifamily residences. Her background will be extremely helpful for our team as we launch our plans for next year.

While you will not be working with Patricia on a daily basis, she will be able to provide you with regular timeline updates as you present our progress in the quarterly company meetings. You can find her email at the top of this note, feel free to reach out directly as needed.

We're excited about having Patricia on board, and I look forward to your new working relationship. Please let me know if you need any additional information moving forward.

Thanks for your time,

Gertrude Petty

Here's an example of a letter of introduction introducing one professional contact to another:

Hi Tim,

I hope you've been well since we last spoke! I'm reaching out as my former coworker, Haley, is interested in working at XYZ Company. I remembered that you joined the company a few years back.

Haley has four years of experience in customer service and is looking to continue her career at XYZ Company, but would like to learn more about the company before applying. I thought I could connect you two for an informational interview, if you have time. If there is someone else at your company who you feel could better answer Haley's questions, feel free to forward the request.

Haley is copied on the email and will be reaching out to follow up. Thanks in advance for your assistance Tim!

Have a great evening,

Sally Johnson

Tips for writing a letter of introduction

Tailor your introduction. Make sure the introduction is tailored to the situation and includes information that will be helpful to both parties.
Set expectations. Use language that is clear and concise so that both parties know what the end goal of the introduction is and how they should move forward.
Be brief. Most people receive many emails a day and may only have a small amount of time to read through them. Prioritize the most important and helpful information.
Follow up. Optional—there may be instances where you feel helpful or necessary to follow-up the introduction to make sure there has been progress.