Have you ever started reading a letter or email only to find the introduction feels disconnected or confusing? It’s a common frustration.
In business writing, the goal is to inform and engage your reader, and this process begins with a clear and purposeful introduction. The introduction sets the stage for the rest of the message and establishes the tone for the communication. A weak opening can confuse readers. They might not understand your message, which hurts your ability to communicate effectively.
Here’s how to craft introductions that grab attention and set the right context.
Two essential steps for strong introductions
A well-crafted introduction does more than greet the reader. It lays the groundwork for the content to follow. To create a strong introduction, answer these two questions:
1. Set the situation by answering: What prompted me to write this letter or email?
2. State the message by answering: What will the rest of the letter or email do?
For example:
Thank you for your response to our proposal. We are pleased to inform you that we have chosen your company. Here are some details you will need before we can move forward.
This introduction quickly explains the situation and shares the main message. This gives the reader a clear idea of what to expect next.
When writing your introduction, avoid bulky phrases that add unnecessary clutter, such as "I am writing this letter/email in receipt of…." Instead, get straight to the point to maintain clarity and professionalism. Additionally, keep introductions brief by limiting them to 2–3 sentences to ensure your message remains clear and focused.
Neutral introductions for negative messages
Are you delivering negative news? A neutral introduction can soften the message. It also grabs the reader's attention before discussing the negative points. Avoid using “no” or “not” right away as this can seem abrupt. Instead, open with a neutral tone that sets the stage for the more difficult news to follow.
For example:
Thank you for your application. We received inquiries from many excellent candidates, and we have made our decision.
Then, you can introduce the negative message in the second paragraph:
At this time, we can’t offer you the position of communications liaison. However, we encourage you to apply for another available role…
This approach keeps the reader informed and ensures a professional, respectful tone.
The importance of a strong introduction
By making your introductions clear, concise, and relevant, your letters and emails will be effective right from the start. A well-structured introduction sets the tone and ensures that your communication is professional. A good introduction makes a positive impact, whether you're sharing good news or setting expectations.
