Knowing your audience is key to writing a letter to introduce your company or organization. Your intent is another essential fact in writing an effective business communication that conveys to your reader your organization's purpose and structure. The purpose of an introduction letter ranges from announcing the arrival of your company on the community map to a charitable organization asking for financial and in-kind support from donors and volunteers.
Seek Input From Leaders
Enlist your company's highest ranking executive as well as someone familiar with marketing concepts or a staff member with responsibility for marketing the organization to create an introduction letter. Your company's executive or founder can give insight about the company's purpose and why it was founded and your marketing guru can shed light on how to appeal to the company's customer base.
Choose the Best Format
Vote on the best format for your introduction letter. If your organization has a strong social media network as well as a customer base that prefers traditional communication, draft two versions of your introduction letter. Create one message that goes viral and another that's more appropriate for hard-copy dissemination.
Write for the Audience
Construct your first paragraph with the audience in mind. Appeal to philanthropists with an opening like "Every year, ABC Foundation helps thousands of displaced women reconstruct their lives." However, future business owners will appreciate the entrepreneurial slant from an introduction that explains the organization's humble beginnings, such as, "XYZ Corporation began in Steve Wilson's garage as a hobby two decades before the average American could afford a home computer." Use the rest of your first paragraph to describe your organization's origin or foundation.
Explain What You Do
Draft the second paragraph of your introduction letter to explain what your company or organization does – if you train underemployed or unemployed workers, describe the types of job training you provide. Likewise, if you sell products to global markets, describe the many nations your company impacts through distributing its wares to customers around the world. You can find organization background sample online to help your drafting.
Describe the Business Structure
Create a picture of your organization's structure in your third paragraph. Avoid simply referring to an organizational chart – your introduction letter shouldn't have attachments. Describe the executive leadership team and how each member of the team participates in developing company strategy. Tell your readers about your company's departmental functions and how departments interact.
Acknowledge your human capital; explain how your employees' qualifications and expertise and how they contribute to the organization's success. "XYZ Corporation employees have a combined 75 years of expertise in computer networking and software development" is an example of acknowledging your employees' professional expertise.
Restate Your Purpose
Wrap up your letter in a fourth paragraph through restating the purpose of your introduction. If you're new to the business community, invite customers and even other businesses to stop by your store or visit your website. For an introduction letter that asks for donation, reiterate your organization's purpose, its past successes and ask for donations. Engage your readers in finding out more about your company and organization.
Add a Signature
Prepare a signature line for your company's highest ranking executive or organization leader. Provided it's feasible, prepare copies of the letter for individual and original signatures – they add a warm, personal touch to business communication.
Ruth Mayhew has been writing since the mid-1980s, and she has been an HR subject matter expert since 1995. Her work appears in "The Multi-Generational Workforce in the Health Care Industry," and she has been cited in numerous publications, including journals and textbooks that focus on human resources management practices. She holds a Master of Arts in sociology from the University of Missouri-Kansas City. In addition, she earned both the SHRM-Senior Certified Professional (SHRM-SCP), through the Society for Human Resource Management, and certification as athe Senior Professional Human Resources (SPHR) through the Human Resources Certification Institute. Ruth also is certified as a facilitator for the Center for Creative Leadership Benchmarks 360 Assessment Suite, and is a Logical Operations Modern Classroom Certified Trainer . Ruth resides in North Carolina and works from her office in the nation's capital, Washington, D.C.