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The answer to one of last week’s questions ended with only a passing mention of a topic deserving of an entire column – the handwritten note. The handwritten note has been around for hundreds of years yet it is still the most powerful tool in business. Deciding to write someone by hand is a decision to connect with a person in a unique way. The handwritten note, among the form letters, magazines, invoices and solicitations, announces to your reader that he matters to you.
Because it’s not routinely sent, it stands out and touches the reader in a way no other form of communication does. It doesn’t interrupt the reader at an inopportune time. He can decide to read it immediately or put it aside to enjoy when it’s convenient.
He can save the note, re-read it, think good thoughts about you and the other details you wrote about. Positive remarks made during a conversation or during a telephone call cannot be recalled in that way.
Each handwritten note is unique. It is private; addressed and received only to the person intended. It can be saved forever or it can be destroyed.
Most importantly, as technology grows, so does the distance between us. We are communicating via email, voice mail, fax and videoconference. A handwritten note draws the sender and receiver close to each other. It touches the reader with the writer’s personality by his choice of stationery, pen, words and handwriting.
Make note-writing part of your business day. The more you write, the more comfortable you will become with the process. You will be surprised at how easily your words will flow.
Remember when writing that your notes reflect you. Visit a good quality stationery store and ask for advice. Look around and see what appeals to you. The business note should be written on traditional and conservative stationery. Good stationery is expensive but spend as much as you can comfortably afford.
Cartridge fountain pens make the best visual impression, but there are also some wonderful roller ball and ballpoint pens available. There is no need to spend a fortune on a decent pen. You should be able to purchase one for about $20. Choose the one that feels right for you. Previous columns have stressed the importance of owning a good pen. Use blue ink when writing your notes. It is a softer and warmer color. Tests reveal readers respond more favorably to blue ink.
If you’ve made too many mistakes on a page, begin again and make absolutely sure you are spelling the receivers name correctly.
Business Occasions to Write a Note:
During a job search when making frequent contacts.
After meeting new contacts at a networking event.
To recognize a colleague’s success, anniversary, closing a deal.
In gratitude for a client’s business.
To praise a subordinate’s extra effort. (put copy in file)
Anytime someone takes more than ten minutes to do something for you.
Call us for Business Etiquette Training and Business Etiquette Training Materials 973-857-6200 etiquette@corbyoconnor.com
©Copyright 2007. CORBY O'CONNOR ETIQUETTE & PROTOCOL. ALL RIGHTS RESERVED. NO PART OF THIS MATERIAL MAY BE REPRODUCED, STORED IN INFORMATION AND/OR RETRIEVAL SYSTEMS OR TRANSMITTED IN ANY WAY OR BY ANY MEANS, INCLUDING BUT NOT LIMITED TO ELECTRONIC, MAGNETIC, DIGITAL, OPTICAL, LASER-BASED, MECHANICAL OR OTHERWISE,WITHOUT PRIOR WRITTEN PERMISSION FROM CORBY O'CONNOR ETIQUETTE & PROTOCOL.
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