How to Write a Letter to Add a Contact Person

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People and job roles in corporations are constantly changing. New people are added to working teams not only expanding their number but also bringing new skill sets and redefining others' roles within the group. It is important new people be formally introduced especially if they meet with clients. That introduction is best done in a formal letter. Taking the time to write a letter as opposed to an email message signals to both the new hire and recipients of the letter that the individual plays a key role in the organization.

Use the company’s letterhead stationary to draft a letter introducing the new team member. Write the opening sentence of the letter to immediately inform the reader of the purpose of the communication. If written as a memorandum, the subject or reference should be the individual’s name. If written in letter form the opening sentence should be read something like, “This is to introduce Jim Smith, a new member of the team.” The names of everyone copied on the letter should appear in a distribution list. The letter should be no longer than a page.

Delineate clearly the individual’s job title, area of authority and to whom the individual reports. Use language such as “Jim’s new title is account executive. He will be responsible for new business in the northeast territory and will report to directly to Jan Johnson, director of national sales”. Be specific about the date when the individual will assume those roles. This is especially important if the new hire is taking over a pre-existing job. If the person is to be a primary point of contact for a specific function that should be stated in the letter as well so the reader knows. Give the individual's business phone number and email address.

Briefly describe the individual’s background and experiences. It is not necessary to mention the person’s education unless the job being assumed is one in which specific educational credentials are expected or required. List a few past employers and prior job titles of the new team member especially if in the same industry and if relevant to the newly assumed role. This information helps to accelerate acceptance of the new hire as qualified for the job.

Share a bit of personal information about the individual as a way to conclude the letter. You might want to say something such as “Jim is an avid golfer so expect to do some business on the greens. He is married and lives in Westchester. He has two teenage children.” Information like this goes a long way in the acceptance of the new individual from both professional and personal standpoints.