GUIDELINES
- Be concise and sincere, especially if you are not familiar with who the reader is. However, if you know the reader personally, you can be as warm and informal as you want to be.
- Acquaint the reader by his or her name.
- Explain to the reader the reason you write him or her a letter, however, do not make him or her feel oblige.
- End the letter positively.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am writing to introduce myself. I am Ansel Wilson, the exchange student who will be coming to live with you and your family this fall.
First of all, let me say a heartfelt thank you for your hospitality. The call you made to my mother made her feel so much more at ease. She was uncertain about letting me travel so far from home to live with strangers. Now she feels as if she knows you!
I cannot wait to begin school in America. My friend Monique was in the exchange program last year, and she has such stories of the things she learned! I understand you to have a daughter my age. I hope she and I can build a friendship!
I love to cook, and I wonder if you will let me help out in the kitchen from time to time? My specialty is quiche. I make spinach and cheese quiche that is excellent. I would like to make it for you! My father owns his restaurant, and I have been in his kitchen since I was old enough to walk. He has taught me everything I know!
My travel plans are as follows:
Arrive at Bush International Airport on flight 418. Arrival time is listed as 458pm.
Would you please confirm who will be picking me up and how I will know it is them? I am a little nervous, but I am looking so forward to this new adventure.
Can't wait to meet you all!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample greeting letter from exchange student to host family.
Further things to consider when writing introduction letters to event organizers
Introduction Letters
Introduction letters are letters written to establish contact, outline new products or services or request information. Such letters are used in business communications. They can be to introduce a connection to people you already know or to people you have never met. The primary objective of introduction letters is to introduce yourself, your business, or another person to another party. In any scenario, introduction letters should be readable, concise, and effective in delivering the information you want. Introduction letters are a great networking tool and an effective way to get what you want from people you have not met physically.
One of the most important tips to remember when writing introduction letters is to keep them brief and to the point. First, state who you are and your role, and where necessary, mention how you got the recipient's name. Then, briefly explain the purpose of your letter and what you hope to accomplish - be as clear as you can. Include any other details that you think could be helpful. Establish a personal connection and an appropriate tone of the letter. Conclude with a brief description of how the recipient can get in touch with you.
Letters to Event Organizers
Letters to event organizers are letters sent to people who arrange and prepare for events. These could be inquiry letters to inquire after event organizing services or thank-you letters to thank event organizers for amazing events. The letters could also be application letters from candidates applying for event organizing positions. Letters to event organizers, especially those thanking them for their services, can make the recipients feel valued and appreciated in a big way. Remember these are people who work long and spend sleepless nights planning and executing every detail related to an event to make it a success. Therefore, just a simple message to say thank you after an excellent event would mean the world to them.
Letters to event organizers could be formal or informal depending on the purpose. If you are writing to request information or to apply for a job position with the event organizing company, then the letter must be formal. However, if you are writing to say thank you for an excellent event, you can be less formal. Regardless, all letters must be professional and must carry only the intended message. Be clear and concise and maintain a polite tone. End positively.
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