Writing a letter of intent arises from the need to present a proposal to another group or person. Letters of intent are usually written for purposes pertaining to businesses, educational proposals, grants and other types of agreements. Letters of intent are also referred to usually as a memorandum or a letter of interest. Quite simply, a letter of intent is written to express your intention of pursuing a certain project or proposal. A letter of intent should be written well so the parties involved will take interest in it. If you are planning to write a letter of intent, simply follow the steps below.
- Use a formal layout. Begin your letter of intent with a formal-themed heading. Use any of the templates provided in several word processing programs. Add the date and place it in the upper left hand corner of your letter.
- Type the address. Three spaces below the date, you should type in the recipient's address, the same way that you would input it on an envelope. Make sure that you align all lines to the left for a neat appearance. Two spaces below the address, type “Re: Letter of Intent” on the space. This indicates the purpose and subject of the letter. This is helpful for those who are scanning through a lot of letters in a day. If you put in the subject matter immediately after the recipient's name, this allows the reader to know immediately what the letter is about, and he or she can prioritize it accordingly.
- Write the body of the letter. After a respectful salutation, you can now begin writing the actual body of the letter. Your aim here is to be as clear and as concise as possible. Of course, you have to introduce yourself first, and state a summary of your intentions or interest. You should be able to accomplish this in the first few lines of the letter. After you have done the required introductions, you may then talk about the proposal in detail, stating your guidelines, and various considerations in the proposal or project. If there are specific instructions you wish to impart in terms of replying to the letter, you may also write it here.
- End with respect. Once you have stated all the details that you wish to impart, you should end your letter on a respectful note. State your gratitude for the recipient's time, and conclude with a “Sincerely” and your full name. You should also include your contact details after your name, so they can reach you easily in case they need to clarify a few points in your letter.
- Print the letter. You should have a letterhead that represents the company or group you are sending the letter in behalf of. Take a sheet of weighted paper, print your letter, and sign above your name. Make sure that you proofread your letter before sending it off to your contacts. Make sure that all names are spelled correctly.
When you write a Letter of Intent, make sure that you clearly state your objectives. Don't attempt to write flowery words and adjectives, thinking that it will impress the recipient. Simply state your intentions in a matter of fact manner, so everything will be clearly spelled out for your audience.