How to Write a Letter of Intent [Tips, Examples, Templates]

Writing a letter of intent (LOI) is often necessary for our education, career, or business. But it’s not something most of us do very often.

Here is a quick summary of how to write a letter of intent:

Write a letter of intent by starting with a professional greeting, introducing yourself, and stating your purpose. Clearly outline your background, key terms, and conditions. Specify next steps, close politely, and review for clarity and professionalism.

As someone who has crafted numerous LOIs, I’ll share my tips and insights to make the process seamless and effective.

What Is a Letter of Intent?

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Woman focused on writing a letter at a desk - How to write a letter of intent — *I made this image with AI – How to write a letter of intent*

Table of Contents

A letter of intent (LOI) is a formal document expressing one party’s intentions towards another.

It outlines the key terms and conditions of a proposed agreement, serving as a precursor to a more detailed contract.

Typically used in business, education, and real estate, an LOI clarifies intentions, mitigates misunderstandings, and lays the groundwork for negotiations.

Of course, there’s a lot more to it than that, including many different types and what not to include.

Let’s talk about these ideas next.

10 Types of Letters of Intent

Letters of intent (LOIs) come in various forms, each tailored to specific situations.

Here’s a look at ten common types:

Letter of Intent for Grad School – Expresses your interest in a particular graduate program and highlights your qualifications.
Letter of Intent for Medical School – Similar to grad school LOI, but tailored to the medical field, emphasizing relevant experience and goals.
Letter of Intent for Job – Indicates your interest in a job opening, summarizing your qualifications and enthusiasm for the role.
Letter of Intent for Sales – Outlines the terms and conditions of a proposed sale, including pricing, timelines, and responsibilities.
Letter of Intent for Military – Often used for enlistment or specialized training programs, detailing your commitment and qualifications.
Letter of Intent for Commercial Lease – Specifies the terms of a potential lease agreement for commercial property, including rent, duration, and conditions.
Letter of Intent for Vacating an Apartment – Notifies your landlord of your intention to move out, detailing the move-out date and any required actions.
Letter of Intent for Partnership – Proposes a business partnership, outlining the terms, roles, and expectations of each party.
Letter of Intent for Acquisition – Details the preliminary terms of a business acquisition, including pricing, due diligence, and timelines.
Letter of Intent for Internship – Expresses your interest in an internship opportunity, highlighting your skills and what you hope to gain from the experience.

What to Include in a Letter of Intent

A well-crafted letter of intent should contain specific elements to convey your intentions clearly:

Introduction – Start with a brief introduction, stating your purpose for writing.
Recipient’s Details – Include the recipient’s name, title, and contact information.
Your Details – Provide your name, title, and contact information.
Statement of Intent – Clearly state your intention, whether it’s applying for a job, enrolling in a program, or negotiating a deal.
Background Information – Offer relevant background information about yourself or your organization, such as experience, qualifications, or past achievements.
Key Terms and Conditions – Outline the main terms and conditions of the proposed agreement or arrangement.
Next Steps – Specify what you expect to happen next, such as a follow-up meeting or further negotiations.
Closing Remarks – Conclude with a polite closing, expressing your eagerness to proceed and providing contact details for further communication.

What Not to Include in a Letter of Intent

Avoiding certain pitfalls can make your LOI more effective and professional:

Vague Language – Avoid using unclear or ambiguous terms that might lead to misunderstandings.
Excessive Details – Stick to the essential points; too much information can overwhelm the reader.
Irrelevant Information – Stay focused on the purpose of the letter; don’t include unrelated details.
Negative Tone – Maintain a positive and professional tone throughout the letter.
Unverified Claims – Avoid making claims that you cannot substantiate with evidence or documentation.
Complex Legal Jargon – Use straightforward language to ensure clarity, avoiding overly technical or legalistic terms.
Confidential Information – Do not include sensitive information that should remain confidential until a formal agreement is in place.

Structure of a Letter of Intent

A clear structure ensures your LOI is easy to read and understand.

Here’s a simple format to follow:

Section	Details
Header	Your contact information, date, recipient’s contact information.
Introduction	Briefly introduce yourself and state the purpose of the letter.
Statement of Intent	Clearly state your intention and the context of the letter.
Background Information	Provide relevant background about yourself or your organization.
Key Terms and Conditions	Outline the main terms and conditions you are proposing.
Next Steps	Specify the actions you expect to follow, such as further discussions or meetings.
Closing Remarks	End with a polite closing, expressing eagerness to proceed and providing contact information.
Signature	Sign the letter, either physically or digitally, to authenticate your intent.

LOI Structure Chart: How to Write a Letter of Intent

How to Write a Letter of Intent (Step-by-Step)

Crafting a letter of intent (LOI) can be straightforward if you break it down into manageable steps.

I’ll guide you through each stage, providing insider tips to ensure your LOI stands out.

Step 1: Research and Preparation

Before writing, gather information about the recipient and the context.

Understand the specific requirements of the LOI.

For example, if you’re applying to a grad school, know their admission criteria and values. If it’s for a job, research the company culture and job description.

Insider Tip: Connect with current or former employees/students to gain insights that aren’t publicly available.

This information can help you tailor your LOI to align with the recipient’s expectations.

Step 2: Create a Professional Header

Start with a professional header that includes your contact information, the date, and the recipient’s contact details.

This establishes a formal tone right from the beginning.

Your header should be clear and organized. Insider Tip: Use a business letter format with your information aligned to the left. This structure is universally recognized and appreciated for its clarity and professionalism.

Step 3: Write a Strong Introduction

Your introduction should be concise yet compelling.

State who you are, your purpose for writing, and a brief overview of your intent. This section should grab the reader’s attention. Insider Tip: Mention a mutual connection or a specific reason you’re interested in the recipient’s organization.

This shows you’ve done your homework and are genuinely interested.

Step 4: Articulate Your Intent

Clearly state your intent in a dedicated section.

Be direct about what you’re seeking or proposing. This could be a job position, an academic program, or a business deal.

Insider Tip: Use confident language without sounding arrogant. Phrases like “I am excited to apply for…” or “I am eager to propose…” can convey enthusiasm and professionalism.

Step 5: Provide Relevant Background Information

Detail your background, including relevant experience, skills, or achievements.

This section supports your intent by showcasing why you’re a suitable candidate.

Insider Tip: Quantify your achievements when possible. Instead of saying “I have experience in sales,” say “I increased sales by 20% in my previous role.” Numbers provide concrete evidence of your capabilities.

Step 6: Outline Key Terms and Conditions

If your LOI involves a proposal (like a business deal or lease), outline the main terms and conditions.

Be clear and concise about what you’re offering and what you expect in return.

Insider Tip: Present this information in bullet points or a table for clarity. This makes it easier for the recipient to quickly grasp the key elements of your proposal.

Step 7: Specify Next Steps

Indicate what you expect to happen next.

Whether it’s a follow-up meeting, a call, or further negotiations, make it clear. This shows you’re proactive and serious about moving forward. Insider Tip: Propose a specific time frame for the next steps. For example, “I look forward to discussing this further and will follow up next week to schedule a meeting.”

Step 8: Write a Polite Closing

End with a polite closing that reaffirms your interest and leaves a positive impression.

Thank the recipient for their time and consideration. Insider Tip: Provide your contact information again in the closing, even if it’s already in the header.

This ensures the recipient has easy access to your details.

Step 9: Review and Edit

Before sending your LOI, review it for clarity, coherence, and professionalism. Check for any grammatical errors or typos.

Insider Tip: Read your letter out loud. This can help you catch errors and awkward phrasing that you might miss when reading silently. Additionally, consider asking a trusted colleague or mentor to review your LOI for feedback.

Step 10: Format and Send

Ensure your LOI is professionally formatted, whether you’re sending it digitally or in print.

Use a clean, easy-to-read font, and ensure your document is well-spaced and aligned.

Insider Tip: Save your LOI as a PDF if you’re sending it electronically. This preserves the formatting and ensures it looks the same on any device.

How Do You Start a Letter of Intent?

Starting a letter of intent (LOI) effectively sets the tone for the rest of the document.

Here’s a detailed guide on how to begin:

1. Use a Professional Greeting

Begin with a formal salutation. Use “Dear [Recipient’s Name],” and make sure to address the correct person.

If you’re unsure of the recipient’s name, “Dear Hiring Manager” or “Dear Admissions Committee” is acceptable. Take the time to find out the recipient’s name. It adds a personal touch and shows you’ve done your research.

2. Introduce Yourself

In the first paragraph, briefly introduce yourself.

Mention your current role or situation and the purpose of your letter. This sets the context for why you’re writing. Keep it concise. A brief introduction allows you to get to the main points quickly.

3. State the Purpose

Clearly state the purpose of your letter.

Whether you’re applying for a job, seeking admission to a program, or proposing a business deal, make your intention clear from the start.

Use direct language. For example, “I am writing to express my interest in [specific position/program].”

4. Hook the Reader

Include a hook to capture the reader’s attention.

This could be a notable achievement, a strong recommendation, or a personal connection to the recipient’s organization.

Mentioning a mutual connection or a specific reason you’re interested in the recipient’s organization can make your letter stand out.

Example Opening Paragraph

Here’s an example of an effective opening paragraph for a job application:

Dear [Hiring Manager’s Name],

My name is [Your Name], and I am writing to express my interest in the [Job Title] position at [Company Name]. With [Number] years of experience in [Industry/Field] and a proven track record of [Key Achievement], I am excited about the opportunity to contribute to your team. I was particularly drawn to [Company Name] because of [specific reason related to the company].

Letter of Intent Template

Sometimes you just need a good template to inspire and guide you.

I put together this Mad Lib’s style template to help you learn how to write a letter of intent that pops:

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Recipient’s Name]
[Recipient’s Title]
[Company/Organization Name]
[Address]
[City, State, ZIP Code]

Dear [Recipient’s Name],

My name is [Your Name], and I am writing to express my interest in [specific position/program/deal]. With [number] years of experience in [industry/field] and a proven track record of [key achievement], I am excited about the opportunity to contribute to [Company/Organization Name].

I have [relevant background/experience/skills] that align well with the requirements of [specific position/program/deal]. For example, in my previous role as [previous position], I [specific accomplishment or responsibility].

I propose [key terms and conditions, if applicable]. I believe this will benefit both parties by [specific benefit].

I look forward to discussing this further and will follow up next week to schedule a meeting. Thank you for considering my application/proposal.

Sincerely,

[Your Name]

Additional Letter of Intent Examples & Templates

Here are ten full examples of different types of letters of intent to guide you through various scenarios.

Each example is tailored to a specific context, demonstrating how to effectively communicate your intentions.

Please note that, after the first example, I will not include the addresses at the top. However, you still need to include them if you are writing an official letter.

1. Letter of Intent for Grad School

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Admissions Committee]
[Graduate Program Name]
[University Name]
[Address]
[City, State, ZIP Code]

YouTube Video by EHow – How to Write a Letter of Intent

Final Thoughts: How to Write a Letter of Intent

Writing a letter of intent doesn’t have to be intimidating.

By following structured steps and tailoring your message to your audience, you can create a powerful document that clearly communicates your intentions and stands out.

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