When you have been hired by your company as a replacement for the person who has been dealing with some clients for quite a long time, it is also a major part of your job to introduce yourself to all those clients. Although clients deal with the company through the client, they need to know who they are talking to.
It is not easy to write to someone you don’t have any relationship with. When you are stressed over the fact that you should not introduce yourself in such a way that the client feels disappointed or disgruntled over the departure of the previous employee, it becomes really hard to write the introduction.
How to write an introduction letter to the client?
If you want to write an effective letter, you should know the proper format of the letter. This will help you put the right information in the right part of the letter making the letter more readable and professional. Below are some tips for writing your introduction when you have been recruited as a replacement.
Add the subject line:
The subject is important when you are writing your introduction in a professional setting. The subject lets the reader know what this letter is about. It is probably big news for them that they will be dealing with a new person from now onwards. In other words, this line gives a summary of the letter and captures the attention of the reader.
Start with the greeting:
Since you are a new client and you are required to set up a connection with the client, the interaction with the reader in this letter should be kept as professional as possible. For this, you should never miss out on writing the greeting. Greetings can be started with ‘’dear’’ or ‘’respected’’ followed by a correct title and then the name of the client. Make sure that you use the last name of the client to address him.
Write the body of the letter:
After having written the greeting, the next part is the body of the letter. This is where you give your thorough introduction. In this part, you should tell your name and the department in which you have been appointed. It is also important to mention the name of the post on which you are currently working and the name of the person who you have replaced. If you want to add more information to this part, you can go with it. However, make sure that you make it too long for the reader to read and understand.
Close the letter professionally:
When you have given your introduction, it is time for you to close the letter appropriately. In this part, the best approach is to write a few appreciation lines for the reader for taking his time and reading the letter. The closing part of the letter aims to induce welcoming feelings in the client. By the end of this letter, the client should be happy to have made connections with you.
Sign off appropriately:
After you have closed the letter, it is high time you signed off the letter in such a way that it remains coherent with the rest of the letter. You can use several words such as ‘’sincerely’’ or ‘’faithfully’’ to sound gracious. Apart from that, enter your personal information such as your name and contact number where the client can contact you.
Things to remember:
- Although you are a replacement for someone, you should not talk about the person you have replaced. Even if the company had some solid grounds to replace him such as poor performance, don’t need to talk about anything.
- Before you start writing this letter, you should go through the profile of the client also. Then, you can be in a better position to introduce yourself.
- Practice giving your introduction briefly. For this purpose, know what your client wants to read. Remember that you cannot write the one-fit-for-all introduction letter and clients also don’t like reading such letters in which they have not been considered well. Furthermore, you can find a template also.
Sample Letter
[Your Name]
[Your Address]
[Contact Number]
Date
Recipient’s Name
Recipient’s Address
Contact Number
Subject: Introducing myself as a replacement to my client
Dear (Mr. Mrs. Ms. Last Name),
I would like to inform you that I had referred you to (name of client) to work in your company (name of company). I am now taking their place.
The client will not be able to commence work with your company because of (list reasons here). I apologize for any inconvenience caused by this and hope everything goes smoothly. I am fit for this position due to my qualifications and experience (list your qualifications here).
Yours Sincerely,
[Your name]
File: Word (.docx) 2007+ and iPad
Size 18 KB