Introduction letters are most commonly used in business communications, to establish contact, request information, or create an overview of a new product or service. Generally, you're writing an introductory letter to someone you don't know personally, which makes it a bit tricky in terms of both nuance and style. However, you can learn a few quick tips to help make your letter as concise, readable, and effective as your desired introduction.
Step
Part 1 of 3: Writing the Preamble
Step 1. Address your letter to a specific person, whenever possible
An introductory letter should be addressed as best as possible to someone who will read it. If you're sending to a general account or hiring company and are unsure, then it's okay to address the letter to "All concerned" or the hiring manager or specific title holder.
Begin your letter by stating your position, title, or role and the reason for writing the letter. Usually you don't have to include your name in the letter because your name will be on the signature
Step 2. Clearly state your goals
You need to convey the reason for writing the letter as early as possible. What do you want? Why did you write the letter? If these kinds of questions ever pop into the mind of a boss or company, chances are that your letter ended up in the trash instead of getting an interview call.
Stop the hunt: “I am writing to inquire about a new financial supervisor vacancy” or “I am writing to describe a new product feature that my company has recently released” are really effective purpose statements to be one of the first sentences. in the letter
Step 3. Create an appropriate feel or style for the letter
When writing an introductory letter, it's best to have a consistent and competent style that sounds odd or sounds too stilted or technical. For an introductory letter, your letter should be professional, but not cold or stiff. It is necessary to include an element of human warmth in the letter while keeping the overall content professional.
- A common mistake that inexperienced writers make is to try desperately to avoid abbreviations that lead to the impression that the letter is a translation, not a written letter. Use abbreviations/contractions, let them sound fluid like conversation, but still professional. Let the letter represent you.
- Don't try to sound smart by replacing commonly used words with those in the thesaurus/dictionary. This is not a master's thesis, but an introductory letter. Use precise and concise words.
Step 4. Create a personal connection
Explain how you found out about the job, the vacancy, or the company you're looking for, and create a connection. When reading an introduction letter, the employer or hiring coordinator should have a clear picture of who you are, why you want the job, and whether or not you are a good fit for the job. If this connection is strong enough, you will be called for an interview and that gives you the opportunity to land the job.
If you have connections with anyone who works for the company or you were even referred to apply, or even if you know someone who has had assistance from your agency on their work, it is a good idea to introduce yourself from within the letter. This can stir someone's memory ("Oh, this is the person Joko was talking about!"), or make them remember from the start
Part 2 of 3: Writing the Contents of a Letter
Step 1. Connect your qualifications with the position applied for
If you're trying to describe your qualifications, competencies or ability to handle a job or project, it's a good idea to make a clear link in a few sentences and explain how your experience relates to your ability to do this, whether it's a new position, a transfer, or a new job. completely new.
- Describe your experience in the field or industry as indicated in the reference in the letter. If you've directed your introduction letter as mentioned earlier, it will focus on some kind of professional or industry field. It's a good idea to include specific skills and experience to make the letter more effective.
- Wanting a job is not the same as having the qualifications for the job. If in your introduction you explain that you want to get a call for a job interview because you feel you really fit in, you don't need to repeat it fifty times. Writing that you "really really need this job" doesn't make you an attention-grabbing candidate.
Step 2. Be as specific as possible
Set a time you can meet in person, or express what you hope to see later in your reply to your letter. If you want to talk more about your qualifications in an interview, just say so. If you really want the job, just say so. Learn everything about the hiring process, or the application process you wrote, then ask about the next stage of the process.
Focus your cover letter toward a specific job level. The type of job or position doesn't have to be explicitly stated, but keep in mind what kind of results you're looking for to keep the letter relevant
Step 3. Don't include information already on your resume
It's a bad idea to put titles, honors, and famous names in a letter. Repeating quickly visible information on a resume is wasting space in the letter. Don't write down information that can be gathered quickly and easily elsewhere. You write to sell yourself and create opportunities.
Step 4. Write with the aim of getting an interview call
Maybe you won't get a job or anything just from the power of a letter alone. Writing a letter will get you to your doorstep, an opportunity to prove yourself and your abilities to be the person or employee that the letter reader needs. For this reason, it's a good idea to get straight to the point, focus on your qualifications as well as your connection to the position and work your way up to the next stage in the process, be it the interview or other hiring stage.
Repeat the most important information in the closing section. Before you close the letter with a greeting, it's a good idea to briefly repeat what you want directly
Part 3 of 3: Revising and Refining Letters
Step 1. Revise and correct your letter
After writing a letter draft, it is necessary to revisit your letter and improve it from sentence structure and so on. All good writers know that a work cannot be called finished until it has been revised. Once you've finished writing the letter, the most difficult part is over, but there's still time to refine and refine it.
- Revising is more than just erasing typos or correcting spelling mistakes. Take another look at your letter and make sure there is a match between the subject and the verb, the meaning is clear, and your letter is achieving its intended purpose.
- Once you think your writing is done, you can start checking and searching for the "last important things," the last-minute stuff that includes correcting typos, spelling mistakes, and formatting your letter.
Step 2. Make a simple and concise letter
In general, an introduction letter should be no longer than the front of the page, or between 300 and 400 words. Whatever the reason, there's a good chance you're writing to someone who has to deal with a lot of paper on any given day, and he doesn't want to see a lengthy, redundant letter of introduction. It's a shame that your hard work ends up in the trash, so keep it short. Only focus on trying to convey the most important information in your letter.
Step 3. Format the letter as it should be
Letters should be properly oriented on the page, featuring a specific introduction, body paragraph, and a concise closing. If you write a short paragraph without contact information or greetings, you won't get the job, or you won't get to the introductions.
- Include a suitable CV or resume, as an attachment to the introduction letter. The introduction letter should be the first in the application package.
- Include good contact information. Make a final edit of the introduction letter, making sure that you have included important contact information, usually placed in the upper right corner of the letterhead. Include an email address, phone number, and other basic contact information.
Step 4. Consider including notes
Some teachers write business letters and communication experts suggest adding the most relevant or urgent information in a note or note in the letter. The reason is that this often works well in terms of how people process communication in the form of a letter. Instead of putting important information at the end, an important note or note can be more effective. While this may sound informal to some, it may be an effective way to emphasize important information and make your letter stand out.
