If I had hundred rupees for every bad introductory letter / formal mail I have ever read, I could go out for a champagne dinner each week!
Organisations need to write such letters/ mails for several reasons. It could be to seek an appointment for a meeting, to invite a VVIP for an event, to get publicity for a cause or sponsorship for an event.
The basic objective is to get a foot into the room, and then get 10 minutes to pitch your case. Often though letter writers put the cart before the horse and start making their case before they have even got the attention of the person they seek.
Your introductory formal letter is a reiteration of your brand and you have to get all the nuances just right.
- Making your letter too long.
- Recapping your or your organisation’s pedigree in exhaustive detail.
- Exaggerated claims of superiority over every other player in your field.
A letter that will get you a hearing or least merit a reply would have to:
- Fit into one printed A4 page with enough space on top and bottom for the salutations.
- Crisply introduce yourself and your organization.
- Make valid and credible assertions.
Try it and let me know how it goes!