How to Write a Statement of Intent

A statement of intent--also called a letter of intent, memo of agreement or memo of understanding--expresses the serious intention of the sender to act (or not act) when or if certain circumstances arise. It is especially useful in business when responding to a request for proposal or for college and graduate school applicants and job seekers (for whom a statement of intent is commonly called a cover letter). The purpose of such a letter is to make sure all involved parties understand and agree to the same terms surrounding a proposed agreement.

Instructions

How to Write a Business Statement of Intent

1. Use the company letterhead and, if available, the company's letter template. It is not unusual, when replying to a request for proposal, for the legal department to help draft a statement of intent. Do so if required, and consider doing so if optional.

2. Communicate your interest in submitting a proposal, your knowledge of the deadline and your desire to be informed of any changes made to a request for proposal and/or the project to which it is related.

3. Cover all major points of the future agreement and express your willingness to enter into the agreement with the recipient(s) of the letter in the future. Be concise, but thorough, ensuring that all parties involved have the same information and agree about the conditions and terms under which the future agreement will take place.

4. State that a legal document will be sent following the delivery of the SOI and that the SOI is not a legally binding document. This means that you (the writer and the company you represent) cannot be held liable for what the SOI says. The terms of the agreement may change, making an intent to agree to the original terms null.

5. Conclude the letter by providing current names and contact information for everyone involved to ensure communication is possible between all relevant parties.

6. Have a colleague or the person to whom you report read your SOI draft to ensure your message is clearly understood. Proofread your SOI carefully, using your word processing program's spell check, English grammar check and punctuation check.

How to Write an Employment Statement of Intent

1. Address the letter to an individual, if possible (versus the generic "Personnel Manager" or "Human Resources Director").

2. State the title of the job for which you are applying, how you heard about the opening (classified ad, word of mouth, website, etc.) and how your qualifications fit the requirements. Do this in the first paragraph.

3. Explain how your preparation and experience fit the requirements. Describe how your strengths relate to the employer's needs by showing what you can do for the company. Include personal traits like being responsible, being a team player and showing initiative. Do all of this in no more than two additional paragraphs.

4. Conclude the letter by referring to your resume, requesting an interview and providing your contact information. For example, "After reviewing the enclosed resume, please call me at xxx-xxx-xxxx or email [e-mail] to arrange an interview."

5. Proofread your letter carefully, using your word processing program's spell check, English grammar check and punctuation check. Don't forget to include other documents requested, such as your resume and references.

How to Write an Academic Statement of Intent

1. Choose a letter style, such as block, modified block or semi-block to format your SOI. Be sure to include your address, the recipient's address, the date, a salutation, a closing and your signature.

2. Outline in the body of the SOI your future area of study, why you have chosen that field, what experience you already have in the field, what you hope to accomplish while earning your degree/certificate and your post-graduation plans as well as (if necessary) boarding and stipend expectations.

3. Clearly define your research interests, communicate your personal interest about your chosen discipline (by sharing a past experience or sentiment, for example) and demonstrate your commitment to the school and the program.

4. Ask an undergraduate classmate, professor or adviser to read your SOI draft to ensure that your message is clearly understood. Then proofread your SOI carefully, using your word processing program's spell check, English grammar check and punctuation check.

Tips & Warnings

• Though a statement of intent is not a contract, a binding legal document or obliging to the writer, it can cause major legal issues if not written carefully. Use SOIs in business cautiously by heeding the advice of your legal department or by hiring a lawyer to help you.

References

• Coollawyer: The Letter of Intent

Resources

• Read this Article in Spanish
• Read this Article in Spanish
• All Business: Sample Letter of Intent to Purchase a Business
• English Plus+: Business Letter Styles