When should I send a business introduction letter?

A business introduction letter is appropriate when you are reaching out to a potential new client, partner, or supplier for the first time. Common scenarios include launching a new business, expanding into a new market, following up after a networking event, or responding to a request for information. It is also useful when you have been referred to someone by a mutual contact.

Should I send the letter by post or email?

Both are acceptable. A posted letter can feel more personal and is less likely to be overlooked, particularly for high-value prospects. An email is faster and more cost-effective for reaching a larger number of potential clients. If sending by email to individuals, ensure you comply with the Privacy and Electronic Communications Regulations 2003 (PECR).

How long should an introduction letter be?

Keep it to one page if possible. The purpose is to introduce your company and pique the recipient's interest, not to provide exhaustive detail. Focus on the most compelling aspects of your business and include a clear call to action. You can always provide more detail in a follow-up meeting or proposal.

Can I make claims about being the 'best' or 'cheapest' in my letter?

Be cautious with superlative claims. Under the Business Protection from Misleading Marketing Regulations 2008, marketing communications that mislead traders are prohibited. Comparative claims (e.g. 'cheapest in the UK') must be verifiable and objectively accurate. General puffery ('we provide excellent service') is usually acceptable, but specific factual claims must be substantiated.

Should I include a brochure or other materials?

Including a concise brochure, capability statement, or case study can strengthen your introduction. Reference it in the letter (e.g. 'please find enclosed our company brochure') and keep any attachments professional and relevant. Avoid overwhelming the recipient with too much material.

How should I follow up after sending an introduction letter?

A polite follow-up call or email approximately one week after sending the letter is appropriate. Reference the letter specifically and reiterate your interest in exploring a working relationship. If you do not receive a response after two follow-ups, respect the recipient's time and move on.

Free Business Introduction Letter Template

A business introduction letter is a formal document used to introduce your company to a prospective client, partner, or supplier.

FreePDF & Word

Your data stays on your device — nothing is sent to any server.

Your Details

Your Full Name*

Your Job Title

Your Company Name*

Your Company Address*

Recipient Details

Recipient's Name*

Recipient's Company Name

Recipient's Address*

Details

Date*

Services or Products Offered*

List the key services or products your company offers.

Unique Selling Points (USPs)*

What makes your company stand out from the competition?

Call to Action*

Include Website URL?*

Website URL

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[senderName] [senderCompany] [senderAddress] [date] [recipientName] [recipientAddress] Dear [recipientName], Re: Introduction — [senderCompany] I hope this letter finds you well. I am writing to introduce [senderCompany] and to explore the possibility of working together. ABOUT US [senderCompany] is a professional services company specialising in the following areas: [servicesOffered] WHY CHOOSE US We believe that what sets us apart is our commitment to delivering exceptional results for our clients. In particular: [usps] We have built a strong reputation for reliability, quality, and value, and we are confident that we can add real value to your business. For more information about our services and portfolio, please visit our website at [websiteUrl]. NEXT STEPS [callToAction] Thank you for taking the time to read this letter. I very much look forward to the opportunity to work with you. Yours sincerely, ___________________________ [senderName] [senderCompany]

Important Notes

Legal Disclaimer

An introduction letter does not ordinarily create binding legal obligations. However, any representations made about your company's services, experience, or capabilities must be accurate. Misleading statements could give rise to a claim for misrepresentation under common law or under the Business Protection from Misleading Marketing Regulations 2008 (SI 2008/1276). If sending introduction letters by email to individuals, you must comply with the Privacy and Electronic Communications Regulations 2003 (PECR), which require prior consent for unsolicited marketing emails unless the 'soft opt-in' exception applies. Companies must also comply with UK GDPR when processing personal data for direct marketing purposes.

This template is provided for informational purposes only and does not constitute legal advice. For complex legal matters, we recommend consulting a qualified solicitor.

Frequently Asked Questions

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