Letter Writing Etiquette

Thank you is an expression of appreciation and when you express it in written, the gravity is further enhanced. Imperfect letters with heartfelt sentiments are always better than perfect ones never sent. Thank-you notes are normally sent in situations such as wedding gifts, bridal shower and baby shower gifts, holiday, birthday, bar/bat mitzvah, graduation, and housewarming gifts, sympathy letters, flowers, mass cards, after a job interview or where you are really impressed at someone’s gesture.

Time Duration needed to consider

Personalized thank you note convey a warmer tone to the recipient. As they say, it is better late than never; however, it is best if you could send away your thank you letters when the matter is still on hot platter, preferably within a week’s time. You may send such letters on informal stationery in most cases. Here are a few instances where sending a thank you note serves as a very good etiquette and bring smile to the receiver.

• After attending a dinner party
• Upon receiving a handwritten sympathy letter
• To wedding, bridal, or baby shower guests
• Upon hosting an overnight stay
• As follow-up to a job interview
• When you are indebted upon a favor

The Right Thank You Letter Etiquette: Dos and Don’ts

1. How will you address the receiver to give a personal touch? If your thank you letter is for family and close friends, you may use their first name in the salutation inside the card. In case of business associates, you may use salutations such as ‘Dear Mr. Businessman ‘and sign-off with your full name. Moreover, avoid unnecessary abbreviations on the envelope.

2. Be clear while expressing your gratitude. Speak your heart out to make your note feel more personal and less generic. If you received money as gift, do not mention cash in the letter; rather use the word ‘generosity’. The bottom line is your letter must be able to convey genuine appreciation. Recall the most interesting moment and share it in your note. It gives a better personal touch.

3. Mention how much is the gift appreciated and how much the gesture means to you. Also give a small sneak peak on how you intent to use the gift.

4. Mentioning how you are related to the giver gives a better personal touch. Acknowledge your relationship and show your excitement into meeting them again. For people you do not regularly encounter, you may uses phrases like, “You are in my thoughts, and I hope all is well”.

5. Show your gratitude over and over again. Thank the sender for the kind generosity. Make them feel good. It acts as one of the basic thank you letter writing etiquette.

6. Wrap up your letter with Regards or Sincerely. A thank-you note is all about expressing your gratitude. Your words just need to be simple and clear. Only speak your heart out in the most personal and appropriate manner. 

Top Sample Letters Terms:

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Thank you notes serve a very efficient purpose in business communication. Irrespective of the medium in which it is sent, be it email, a typed letter or a note card sent through snail mail, it holds the same importance in every medium. When you are able to take out time to thank the interviewer, he/she too will also take extra effort to review your work with a positive approach. This way you get one step closer on being appointed for the job.

Basic purpose of Thank You Email Follow up

The sole objective of writing a thank you letter is to express appreciation for the interview. Few of its basic purposes include:

• It helps you show your vested interest on the employer.
• It serves as a reminder to the employer informing about your qualifications for the position. In case you forgot to mention something during the interview process, you may do so in the email thank you follow up letter.
• It serves as a platform to restate your interest in the position and the organization.
• It also serves as a platform to demonstrate your professional manner in the most formal way.

Thank You Email Etiquette to follow

We have listed a few of the most frequent mistakes done by employees while writing thank you notes. Mistakes and their remedies:

• Do not stick to the conventional ‘Thanks in advance’ and ‘Hope to see you soon’. They seem utter useless. Instead, start with a simple ‘Hey’.
• Avoid writing a long letter. A few paragraphs will do the trick. No one has the time to read long passages. It throws a negative impact instead.
• Do not use CC in the mail. No matter how busy you may be, try to take out sometime to write separate emails for different interviewers. Copy and Paste don’t usually help much. Make the letter employer oriented and avoid repetition.
• The standard duration of sending such mail is one day after the interview. There is no point sending it after this time frame.
• Never use generic template. It shows laziness and no one will ever like to appoint lazy employees. Include the one thing that will help you stand out from the rest and the employer will make sure to keep it in mind during the recruitment process.
• Identity is the most important entity of a person that he/she takes special care of. Never make the mistake of spelling it out wrong. In case of doubt, grab a business card on the way out of the interview.

Letters of recommendation is one of the most important documents you require to gather during your college admissions procedure. Your teachers are normally the most reliable figures you need to approach to for persuasive letter of recommendation writing to get admitted to the desired institute. Such letters should include the course you are applying to and your active participation in classroom discussions. Good grade in a course alone cannot be sufficient for your teacher to pen down your recommendation letter Etiquette.

Here is the mandatory information you require to provide to your teachers while requesting for your recommendation letter.

1. Basic description about the program you are applying for. Also mention about the application deadline.

2. Mention about specific instructions requested by the program in the letter.

3. Mention about your special skills and areas you want to emphasize in the letter. For example, if your position requires excellent oral skills, ask your teacher to focus on the same.  Refresh his/her memory about how good you were in his class.

4. Ask your teacher to provide a statement of your interest in the applied program.

5. Provide your resume, contact number and email address in which you can be reached to.

6. Provide copies of the course material that was graded and returned to you.

7. It is a good etiquette to offer a stamped, addressed envelope for your reference letter. However, in many cases, the teacher prefers to send the letter of recommendation directly to the institute for the sake of confidentiality. Hence, you need not put a return address on the envelope.

8. Recommendations can also be posted online today. Hence do not miss on providing the URL or email address for submission of the letter.

What next for the Most Appropriate Recommendation Letters

Now or never

Ask for your letter of reference at the earliest. You are not the one person asking for a letter. There are many in the line. Some teachers prefer writing them during holidays. Hence the earlier you ask, the earlier your letter will get completed.

Gratitude goes a long way

Cultivate a habit of thanking the person who writes your letter of recommendation. This is something you will need in every major turn of your life. Hence, by sending a thank you letter you will be in good terms with your teacher. This etiquette will prove to be fruitful in the long run.

Refresh your teacher’s memory

Write a short cover letter mentioning your outstanding traits in the classroom. Also mention about any great memorable moments and the details mentioned above. Highlight your grade point average (gpa) in the subject applied for along with the cumulative gpa. The better information you provide, the better the chances to get what you want to be written.

Following are a few tips you require to keep in mind while requesting for recommendation letter from your teacher.

• Never demand on what needs to be written. Least you may do is to request for your desired input.
• Be friendly, polite and update your teacher about yourself and your work
• Do provide postage for letters or the URL in case of electronic messaging
• Never depend on email. Get it in person.
• Learn the art of saying ‘thank you’. It goes a long way.

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Resignation letters are written to formally announce about you leaving the organization/workplace for a certain reason. It symbolizes the end of your professional relationship through mutual respect. Such letters are very crucial as they will play a very important role in your future prospects. Hence, they should be written with great consideration and with the same enthusiasm as writing a resume.

Remember that this document will become part of your employment file and you definitely won’t like to burn any bridges that might give you hiccups in your career. 

Resignation Letter: What should it include?

Most organization set a time period for handling over the resignation letter, since they are not taken back by surprise. They should carry at least the minimal information mentioned below:

• The name of the receiver
• A brief reason for your resignation
• Date the resignation will be effective from
• Sender’s name and signature   

Resignation Letter Etiquette Tips and Advice

Below are the basic tips and etiquette that will help you write the most professional resignation letter:

1. Provide a reasonable amount of notice period so that your position can be filled. Most companies in the offer letter itself mentions about the notice period to be served before resigning from the position.
2. Keep your resignation letter as brief as possible. You need not add unnecessary explanations in the letter and make it sound unprofessional.
3. Express your gratitude for been given a chance to work with the company. Write about the positive memories you will cherish and give a note about how the company has influenced your career.
4. Include the reason of leaving the company only if you are resigning under positive circumstances like relocating or resuming studies. In case, you are resigning for another job, keep the reason to yourself.
5. Your letter should convey a professional, respectful and courteous tone. Do not get swayed by emotions rather keep it formal and keep a safe distance from controversial language.
6. Offer help to train your substitute during the notice period. You may also include your phone number and email address for future reference.
7. Go through your company termination policy before handing over the resignation letter. It should serve all the points better, least the same letter can be used against you to hold you for law suit.

As long as you are living in a society you are bound to hurt and be hurt by others. It is a universal phenomenon. But you may always get out of it by apologizing. Apologize in person. And if it does not work, go down the other route of sending apology letters as follow-up. Admitting your mistakes with words directly from the heart can never go unnoticed. Such letters are a way of showing how you regret over your mistakes and your effort to amend them. Learning how to write an apology letter hence comes a good way.

Apology letters are usually personal and does not require following standard rules of writing. As long as it is true and from the heart, you are ready to go. However, if you do use a format, your thoughts will get organized better. Today, we are up to help you out on the standard etiquette to the art of writing apology letters.

• Start by stating the reason of apologizing. In the opening paragraph state what happened, where did you go wrong and how you had offended the recipient. You letter should have a feeling of deep remorse and guilt in it.
• You letter should not be only about reminding about your mistakes but should be able to burst out that you too acknowledge those mistakes. Do not give excuses rather explain what caused you to get out of control.
• In the second paragraph, propose how you plan on making up to your mistakes. Propose them a way of doing so with every minute detail. This will show that you are actually sorry and are trying your best to set right those faults.
• Do not wait for too long to apologize after committing the mistake. Fresh wounds heal faster. Therefore, if you really care about the person you have hurt and want to savior your relationship, do it fast. Pick a gear before it is too long.
• Your apology will get accepted only if the recipient feels it is genuine. You have hurt the person; he/she deserves a good apology. If it is not whole hearted, you need not apologize at all. Say only if you mean it.
• Take responsibility upon admitting your mistakes. Keep the tone of the letter casual as if you are talking to in person. The conversation should be sincere and from the heart.
• Send the letter as soon as possible. This can often repair damage and even save relationships before the damage becomes too great.
• The perfect apology etiquette is to rebuilding the lost trust is to promising sincerely and making sure not to repeat it again.

A tip:

Hand written apology letters are still in. They have a very personal feel attached and help in getting your apology accepted faster.

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Writing Thank You Note

Top Sample Letters Terms:

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With technology all around, handwritten letters have become quite rare. If you hand over such letters to someone, it will be a lifetime treasure to the recipient. Well, in such letters too there are a few proper Handwritten Letter etiquette that need to be taken into consideration. Here is a list of the 5 basic tips to help you guide through the writing process. Sit down with your pen and paper and allow your thoughts and emotions to take the shape of words.

Etiquette and Tips for Writing Handwritten Letter

1. Decide on your pen first. It should have a good grip, fun to write and with good quality ink. Even the paper should be blot free. However, it doesn’t have to be fancy or expensive. Also date the letter as it is very important to help recollect memories later on.
2. Find a quite place, grab a cup of coffee and try to organize your thoughts. The plane on which you intent to write should be smooth and at a very good level. Do not let anything distract you or your letter might bring disappointment.
3. The ending salutation should be able to bring out the right sentiment. Use ‘My best’ or ‘Fondly’ for regular friends and ‘Love’ for close ones. In case your relationship is professional, ‘Sincerely’ is just perfect.
4. Your letter should look presentable. Hence, select the envelope bearing the letter wisely. Abbreviate with care and watch out for misspelling of address or name. Do not forget to include your return address, in case it does not reach the sender.
5. Stamps compliment your letter. Different stamps deliver different sentiments and look good on different occasion. Hence, choose wisely.

You may use your hand written letter as a magic note or letter of impulse to let the recipient know that he/she can never be forgotten. They are fun, personal and provide opportunity to the writer to express his/her thoughts, emotions and help walk down memory lane.

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Top Sample Letters Terms:

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Thank you note is about expressing gratitude. This simple concept is used to express appreciation in lieu of something good done to you or for a certain gift received. However, these notes can be intimidating at times. They are a way of saying how you feel about the gift and how was it helpful to you. They are normally sent in situations such as for wedding gifts, flowers, bridal or baby shower gifts, after being entertained by boss, after being hosted as a houseguest, for notes or gifts of congratulations etc.

Basic Thank You Note Writing Etiquette

Here are the basic etiquettes you may apply while writingthank you notes to friends, families, colleagues or associates.

• Use introductory salutations like Dear Mr. / Mrs. Harper or Dear Rose to give a personal touch to your thank you note.
• Express your heartfelt gratitude for the gift received. Mention about the gift and how much you loved it. Also mention about how and when you plan on using the gift. Use complimentary compliments.
• Never mention anything related to money in your note. Focus on thanking the giver for his/her sweet generosity. Use phrases such as ‘Thank you very much for your generous’ or ‘Thank you for your generosity’.
• Mention how you are connected to the giver. Acknowledge your relationship by penning down some fun filled past instances and hope for something similar in the future. If your relationship to the sender is formal, use a formal and standard tone.
• Most importantly shower your gratitude. Use phrases such as,’ Thank you again for your kind gift.’

Structure of Standard Thank You Notes

The format of a standard thank you note looks something like this:

Salutation: Introductory salutations begin with Dear followed by the first or last name at the top.

Body: The body should not be more than 4-5 sentences long.

Signature: For informal notes, use salutation such as,’ love’ ‘fondly’ etc. For not so close recipient, use ‘sincerely’ or ‘best regards’. Your signature should follow.

Date: Cite the date on the left corner.

Return address: In case the letter does not reach its destination, it is sent back to the return address which is generally mentioned on the flap of the envelope.

Saying thank you does not consume much time. But it means a lot to the recipient. Hence respect their emotions and keep it in mind while writing such notes.

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Etiquette to Writing Thank You Email after a Job Interview

The hiring process has always been a tedious job. Recruiters find it most difficult to notify applicants about their rejection for the position applied for. No one enjoys rejection but since recruiting everyone is not possible you need to send such a letter to inform the application about their interview status. However, it has to be written in a way that the candidate that the candidate does not feel deprived of talent and is able to face other interviews with confidence.

Importance of Follow-up Call

A follow up call to the rejected candidates is the first formal approach that requires taking into account. Most organizations follow this etiquette. The hiring team expresses their gratitude for applying for the position and thanks them for their interview time. They also state that the position has been or will be filled by another candidate.

After the call comes the need of sending an official candidate rejection letter with the same information content as discussed in the call. The letter should be sent immediately after the desirable candidate has been hired or selected for the job.

Etiquette used in Rejection Letter Writing

1. Applicant rejection letter should always be written in the company’s letterhead. And in case you do not have one, create your own letterhead using the company logo and name on it.

2. The candidate should be introduced by name. You may also include a positive trait noticed about him/her in the interview. Make no kind of spelling mistake and clearly mention about the position for which he or she applied.

3. Keep the letter short and precise. Thank them for their time and for showing interest in the firm. Now state the reason of rejection clearly which probably is you settled for someone better qualified and more experienced.

4. Wish the candidate all the luck in the future and keep them open for other potential job openings due in the future that might match their qualification. Always include a statement of goodwill by promoting the optimistic approach. The tone should be professional yet consoling.

5. Write about the good qualities you observed during the interview. Liven their spirit by discussing about their able qualification. Do not let them down rather explain the fact that the person hired was better qualified for the position and not that he/she was rejected for poor qualification..

6. Wish the candidate all the luck in the job hunting process at the end and conclude the letter with a pinch of personal touch.

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Etiquette to Writing Thank You Email after a Job Interview

Etiquettes in the business world are quite different from normal lifestyle. Your presentation matters a lot as it directly indicates your strength in business. Your first impression is hence very crucial.  In the same way, writing in business also depicts a lot about your personality. However, in writing, since it is impossible to express your tone, let the reader know your intentions by focusing on clarity and professionalism.

Here are 8 basic etiquette you need to consider in business writing letters to make your personality look professional.

1. Never use slangs while writing to business associates. They are highly informal and unprofessional. Jargons too should be avoided. Using it might result in misunderstandings. They offend readers and hence might not be a very good idea.
2. Make the written text conversational. You do not have to be overly formal. It is okay to be liberal and sound as though you are talking to a friend or colleague.
3. Understand cultural differences and respect sentiments. Consider the differences in attitudes and beliefs of the person you are writing to. Understand their expectations and the level of formality you may approach to without offending the reader.
4. Respect the receiver’s tactics of doing business and reflect it in your writing. It shows proper writing etiquette.
5. Try to organize your thoughts by keeping business sentiments in mind. Your sentences should be able to get hold your readers’ attention.
6. Highlight important information and re-edit it again and again till you are satisfied. Proofread and try to avoid archaic expressions and common grammar, punctuation and usage errors as much as possible.
7. Tally your writing style in accordance to the present business environment. No one has the time to go through unnecessary words, phrases and repetition.
8. Use a very simple language and avoid using of heavy and confusing phrases. Also masked and passive verbs should be out of question.

Keep these proper etiquette in mind to help avoid awkward situations or misunderstandings. Above all learn to respect the sentiments of your business associates. If you can play the card right, you don’t have to worry about the rest.

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