First and foremost, the paper to be used in writing a business introductory letter should have a logo and a letterhead printed on it. This is a general rule in making business correspondences addressed to another business institution. Though you can choose what format you prefer, it is advisable that the letter should be in the block format.
Just like ordinary letters, you should start with a DATE to be placed two spaces below the letterhead. If you will hand this letter personally, make sure the date is the present date. Print another copy, as much as possible, avoid erasure on the date.
Leaving another two spaces from the date, type in the preposition “To:” followed by a colon then print in bold and in capital letters the name of the person the letter is addressed. Below the name of the receiver, type in the position and below the position is the name of the company. To some, they immediately type in the position of the person after a comma on the name to be followed in the next line the name and address of the company. Anyway both formats are accepted, but I prefer the first one.
Leaving a single space after the address, you can add “Subject:”, or depending on your choice, “Subject:” is not compulsory in the first place. “Subject” most of the time is used under military correspondence; you can go immediately on the greetings.
Before writing the greetings, you need to leave two spaces from the “subject” or from the address of the receiver. Do not type in “Dear.” Instead, “Sir:” or “Madam:” depending the gender of the receiver. Do not replace the colon with comma because this indicates that your letter is a formal business introductory letter.
Leaving single space from the greetings, you can now type in the body of your letter. Under the body, you should write an introduction. You may want to introduce briefly your company or you may want to start with this sentence: “It gives us great pleasure and honor to offer our……” as your introduction.
On the next paragraph, you can now mention some of the qualifications of your institutions regarding the nature of your business that you have qualified and fully trained professionals manning the business or skilled individuals that will perform the task you offer. Create a good reputation that will motivate the reader to go over the attachments.
Under the salutation, you don’t have to write “Respectfully yours,” this is no longer used in business correspondence. The most appropriate is “Very truly yours.” Leave two spaces from the salutation then write also in bold and in capital letters the authorized person in your company and let him sign the letter on the space provided.
Though this is the general structure of a business introductory letter, you may want to search the internet for additional information on the structure of this letter.
