Intro Letter: What to Say and a Template That Works
Learn what to say in an intro letter, when to send one, and copy a professional template for networking, business, or referrals.
An intro letter is often the first impression before the first conversation. Whether you are introducing yourself to a potential employer, connecting two professionals, reaching out to a client, or opening the door to a new business relationship, the goal is the same: make the purpose clear, establish relevance, and give the reader an easy next step.
The challenge is that intro letters can become either too vague or too formal. A strong one feels professional without sounding stiff. It explains who you are, why you are writing, and what you hope will happen next, usually in a few short paragraphs.
Below, you will find what to say in an intro letter, how to structure it, common mistakes to avoid, and a template you can customize right away.
What Is an Intro Letter?
An intro letter, also called a letter of introduction, is a short professional message used to introduce yourself, another person, a company, or a service. It is not always tied to a specific job opening or transaction. Instead, it starts a relationship.
You might send an intro letter to:
- Introduce yourself to a hiring manager, recruiter, mentor, or potential collaborator.
- Introduce two people who could benefit from knowing each other.
- Present your company, product, or service to a potential client.
- Reach out to a new team, department, landlord, school, vendor, or community contact.
- Follow up after meeting someone briefly at an event, online, or through a mutual connection.
The best intro letters are concise, specific, and useful to the recipient. They do not simply say, I wanted to introduce myself. They explain why the introduction matters.
Intro Letter vs. Cover Letter vs. Letter of Intent
These letter types overlap, but they serve different purposes. Knowing the difference helps you choose the right tone and content.
| Letter type | Main purpose | Best used when | Typical length |
|---|---|---|---|
| Intro letter | Start a professional relationship or introduce someone | Networking, referrals, business outreach, new contacts | 150 to 300 words |
| Cover letter | Apply for a specific job | A job posting requests or allows a cover letter | 250 to 400 words |
| Letter of intent | Express interest in future opportunities or formal collaboration | No exact opening exists, or you want to propose fit | 250 to 400 words |
| Sales introduction | Introduce a service or company | You want to start a business conversation | 100 to 250 words |
If you are applying for a posted role, use a cover letter. If you are simply opening a door, asking for a conversation, or making a professional connection, an intro letter is usually the better fit.
What to Say in an Intro Letter
A good intro letter answers five questions quickly: who are you, why are you writing, why should the reader care, what are you asking for, and what happens next?
1. Start with a clear reason for writing
Do not make the reader guess. Your first sentence should explain the purpose of the message.
Weak opening:
I hope you are doing well. I am writing to introduce myself.
Stronger opening:
I am reaching out because your team’s work in community health outreach closely aligns with my background in nonprofit program coordination.
The stronger version gives context immediately. It shows that the message is not generic.
2. Give a brief, relevant background
Introduce yourself in one or two sentences. Focus on what matters to the recipient, not your entire biography.
For a professional intro, this might include your role, industry, skill set, or reason for reaching out. For a business intro, it might include your company’s focus and the problem you help solve. For a referral intro, it should explain how each person is relevant to the other.
Keep it short. The intro letter is a doorway, not the whole conversation.
3. Connect your message to the reader’s needs
This is where many intro letters fail. They describe the sender but do not explain why the recipient should care.
Instead of saying only what you want, show relevance:
I noticed your company recently expanded its customer success team, and I have spent the past three years helping SaaS teams reduce churn through onboarding improvements.
That sentence gives the reader a reason to continue.
4. Make a simple, low-pressure request
An intro letter should usually lead to one clear next step. Avoid asking for too much too soon.
Good requests include:
- A 15-minute call.
- Permission to send more information.
- A referral to the right person.
- Feedback on whether your background is relevant.
- A short introduction to someone else.
A clear ask respects the reader’s time and makes replying easier.
5. Close politely and professionally
End with appreciation, availability, and a simple sign-off. If you are introducing two people, make it easy for them to continue without you.
Example closing:
Thank you for considering the introduction. If it is useful, I would be happy to send a brief summary of my experience or schedule a short call next week.
The Simple Intro Letter Structure That Works
Use this structure when you are not sure how to organize your message.
| Section | What to include | Example |
|---|---|---|
| Opening | Why you are writing | I am reaching out because your work in renewable energy finance aligns with my background in climate policy research. |
| Background | Who you are | I am a policy analyst with five years of experience supporting grant-funded sustainability programs. |
| Relevance | Why this matters to the recipient | Your recent expansion into municipal partnerships caught my attention because I have managed similar stakeholder programs. |
| Request | What you want next | Would you be open to a brief conversation next week? |
| Closing | Thanks and sign-off | Thank you for your time, and I would appreciate the chance to connect. |
This format works because it is easy to scan. The reader can understand the purpose in seconds.
Intro Letter Template You Can Copy and Customize
Use this template for a professional self-introduction, networking message, or business outreach.
Subject: Introduction from [Your Name]
Dear [Recipient Name],
I am reaching out because [specific reason you are contacting them]. I came across [their work, company, role, project, referral, or shared connection] and thought there may be a useful reason to connect.
By way of introduction, I am [your role or background] with experience in [relevant skill, field, or achievement]. My work has focused on [briefly explain what you do or the problem you help solve], especially in situations involving [specific area relevant to the recipient].
I would welcome the opportunity to [your request, such as introduce myself, learn more about their work, discuss a possible collaboration, or ask for guidance]. If you are open to it, I would be happy to schedule a short call or send a brief summary for your review.
Thank you for your time. I appreciate your consideration and hope to connect soon.
Sincerely,
[Your Name]
[Your Email]
[Your Phone or LinkedIn, optional]
Quick fill-in version
If you need something shorter, use this:
Subject: Quick introduction
Hi [Name],
I wanted to introduce myself because [specific reason]. I am [your role/background], and I work on [relevant area]. I noticed [specific detail about them or their organization], which connects closely with [your experience, purpose, or request].
Would you be open to [specific next step]? I would be happy to work around your schedule.
Best,
[Your Name]
Example 1: Professional Networking Intro Letter
Subject: Introduction from Maya Patel
Dear Mr. Reynolds,
I am reaching out because your recent article on workforce development in advanced manufacturing closely aligns with my work in technical training programs.
By way of introduction, I am a program coordinator with four years of experience building employer partnerships for community college career pathways. My recent work focused on helping local manufacturers create internship pipelines for students completing certificate programs.
I would welcome the opportunity to learn more about your organization’s current workforce initiatives and share a brief overview of the partnership model we used. If you are open to it, I would be grateful for a 15-minute conversation next week.
Thank you for your time, and I hope we have the chance to connect.
Sincerely,
Maya Patel
Why it works: The sender mentions a specific reason for the outreach, gives a concise background, and makes a reasonable request.
Example 2: Introducing Two People by Email
When you introduce two people, your job is to create context without forcing either person to respond. It is also good etiquette to ask permission before making the introduction, especially if one person is busy or senior.
Subject: Introducing Jordan Lee and Priya Shah
Hi Jordan and Priya,
I wanted to introduce you both because I think there may be a useful overlap between your work.
Jordan is building partnerships for a workforce analytics platform focused on mid-sized employers. Priya leads HR operations for a growing logistics company and has been exploring better ways to forecast hiring needs across regional teams.
I thought a conversation could be helpful, especially around practical workforce planning tools and what HR teams need during periods of fast growth. I will let you both take it from here.
Best,
Alex
Why it works: It gives both people a reason to connect and then steps aside.
Example 3: Business Intro Letter
A business intro letter should not feel like a hard sales pitch. The goal is to create interest, not overwhelm the reader with every feature or detail.
Subject: Introduction and possible support for your mobile product launch
Hi Danielle,
I am reaching out because I saw your team is preparing to launch a customer-facing mobile product this year. That caught my attention because I work with early-stage companies on product planning and go-to-market operations.
I know founders often need reliable technical partners when moving from idea to launch. If you are still evaluating options, you may find it useful to review a specialized team like this [premium mobile app development agency](https://www.appzay.com/), especially if you are looking for end-to-end support from product strategy through deployment.
If helpful, I would be happy to send a short list of questions founders can use when evaluating app development partners.
Best,
Marcus
Why it works: The message is specific, relevant, and helpful. It offers value without pushing for an immediate sale.
Example 4: New Employee Intro Letter
If you are joining a new team, your intro letter should be warm, brief, and practical.
Subject: Excited to join the team
Hi everyone,
I am excited to introduce myself as the new customer operations specialist joining the team this week. I will be supporting onboarding workflows, customer documentation, and process improvements across the support team.
Before joining, I worked in client services for a healthcare technology company, where I focused on improving response times and creating clearer internal handoff processes. I am looking forward to learning how the team works and finding ways to contribute.
Please feel free to reach out or say hello. I am excited to meet you all.
Best,
Taylor
Why it works: It is friendly, relevant, and not overly personal. It tells the team who the sender is and how they will contribute.
Tone Tips for a Strong Intro Letter
Your tone should match the relationship. A message to a senior executive should be more polished. A message to a peer or mutual connection can be warmer and more conversational.
Here is a simple guide:
| Situation | Best tone | Avoid |
|---|---|---|
| Networking | Warm, respectful, concise | Sounding like you are asking for a job immediately |
| Business outreach | Helpful, specific, low-pressure | A long sales pitch |
| Referral introduction | Clear, neutral, generous | Overselling either person |
| New team introduction | Friendly, confident, brief | Sharing too much personal detail |
| Academic or formal introduction | Polite, structured, specific | Casual slang or vague requests |
A useful rule: if the recipient has never met you, be slightly more formal than you think you need to be.
Common Intro Letter Mistakes to Avoid
The most common mistake is writing a message that could be sent to anyone. A generic intro letter usually gets ignored because it creates work for the reader. They have to figure out who you are, why you wrote, and whether responding is worth their time.
Another mistake is making the letter too long. If the goal is an introduction, do not include your full resume, company history, portfolio, and life story. Give enough context to earn a reply, then save the details for the next conversation.
Avoid unclear requests. Lines like let me know if you want to connect can work, but they are weaker than a specific next step. Try would you be open to a 15-minute call next week instead.
Also avoid over-flattery. It is fine to mention someone’s article, company, product, or work. But if every sentence praises the recipient, the letter can feel insincere. Be specific and professional.
Finally, do not forget the subject line. A clear subject line helps your message get opened.
Good subject lines include:
- Introduction from [Your Name]
- Referred by [Mutual Contact]
- Quick introduction regarding [Topic]
- Possible connection on [Shared Interest]
- Introducing [Person A] and [Person B]
A 60-Second Checklist Before Sending
Before you send your intro letter, check that it meets these standards:
- The first sentence explains why you are writing.
- The message includes one specific detail about the recipient or context.
- Your background is relevant and brief.
- The request is clear and easy to answer.
- The tone matches the relationship.
- The letter is under 300 words unless the situation requires more detail.
- Names, titles, company names, and links are correct.
- The subject line is specific.
If you can say yes to each item, your intro letter is likely ready to send.
Frequently Asked Questions
How long should an intro letter be? Most intro letters should be 150 to 300 words. If you are introducing two people, it can be even shorter. If you are writing a formal business introduction, you may need a little more detail, but clarity matters more than length.
Is an intro letter the same as an email introduction? Not always. Many intro letters are sent by email, but the phrase can also refer to a formal letter attached as a PDF or printed document. The structure is similar either way: purpose, background, relevance, request, and closing.
What should the subject line say? Use a direct subject line such as Introduction from [Your Name], Referred by [Name], or Quick introduction about [Topic]. Avoid vague subject lines like Hello or Checking in.
Should I attach my resume to an intro letter? Only attach a resume if it is relevant to the purpose of the introduction. For networking, it is often better to ask first or include a LinkedIn link. For job-related introductions, a resume may be appropriate.
How formal should an intro letter be? Match the recipient and context. If you are writing to a senior leader, professor, client, or someone you do not know, use a polished professional tone. If you are writing to a peer or warm connection, a friendly tone is fine.
Can AI help write an intro letter? Yes, as long as you personalize the draft. AI can help with structure, tone, and wording, but you should add specific details about the recipient, your real background, and the exact next step you want.
Create a Polished Intro Letter Faster
A strong intro letter does not need to be complicated. It needs to be clear, relevant, and easy to respond to.
If you want help turning your details into a professional draft, try CraftMyLetter. You can generate personalized letters for 65+ scenarios, choose from multiple tone options, copy the result, export to PDF, and create a polished letter in under 30 seconds. No credit card is required to try it.