Letter Writing Etiquette

Retirements are never sweet. They bring forth mixed emotions in the office environment. So, whenever you plan on writing a retirement congratulations letter, keep this sentiment in mind. Retirees are normally dedicated elderly people for whom leaving can be rather bittersweet. However, upon flipping the coin, we find that after years of restless service a good time break is worthy of celebration.

5 Tips to Retirement Congratulations Letter Writing

Below are a few tips on how to be creative with your retirement congratulations letter for your friend or coworker with the right etiquette.

1. Learn to play with words and leave no room for misunderstandings. Words chosen should be calm as well as cheerful. Focus mainly on the achievements and if possible walk them down the memory lane. Make his/her feel special how praise about the productivity brought to the company.

2. Keep your retirementcongratulation letters short and precise. Make it one page max. Directly get to the point and state very clearly the purpose of the letter with no scope for confusion whatsoever.

3. Be sincere with your gesture. Speak everything from the heart. You never know when will be the next time you will meet this person (considering you were not too close). Bade a warm goodbye by adding a pinch of professionalism to it. End your letter by wishing him/her all the luck for a brighter future.

4. If you are not that close to the person retiring and do not know the home address, the perfect etiquette will be to congratulate them before they finish their last day on the job. Make sure the letter reaches them before they leave for good.

5. Make your letter look perfect. Proofread your letter for any spelling or grammatical errors. Sloppy letters give the impression that you wrote the letter for just the sake of writing and getting it done. Even of you have written it affectionately, such mistakes kill the whole essence of the letter.

Sensitivity with Retirement Congratulation Letters

Retirement comes with its own ups and downs. For some retirement happens due to their age and for some due to physical conditions. Before writing such letter gets to the core. Make yourself aware of the reason behind the retirement. And when you sit down to write the letter, carefully pick the words you choose to write. It is basic sense that none wants to be reminded of their age. Always be on the safe side and use phrases that hurt no sentiment. Wish happy retirement with a plain good bye and avoid the addition of additional baggage in your letter.

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Professional little writing is different from normal writing. They need to be concise, accurate, unambiguous, logical and above all easily understandable. Effective delivery of information is what counts in the business world. And when it is communicated through writing it holds a different level of significance. Hence, it is crucial to every business personnel to have a good grip in writing reports, emails, letters, faxes, policy documents or contracts that runs in the organization.

Professional Business Writing Etiquette Guideline and Tips

Here are the basic etiquette with good tips to help write some of the most influential business pieces:

1. One of the fundamental elements of business writing is to know your audience well. You must be able to speak their language to intrude further. As they say, test the water before you dive in.

2. Ask questions like who are you writing to? What exactly are you planning on writing? Is it a memo, a proposal to a business executive, or a letter to a customer? Different objectives have different style of writing.

3. Another important question you need to ask will be how well your recipient understands English.

4. Will the piece be sent to a single recipient or to many at the same time? In other words, understand your target strength. A note to a co-worker will be different form a memo to a group of executives.

5. How familiar is your recipient to the topic of discussion in written? If they are totally alien to what you intend to discuss about, they will never be able to relate and your purpose won’t be served. Your writing should have a friendly tone as sound as if you are talking to them.

6. You need not be overly formal. Plus it should not be too long or too short. Long pieces fails to grab attention while short ones across as rude as if you want to rush to the point.

7. The style or tone in which you write for professional business purposes differs from message to message and audience to audience. Hence the style you chose to write is crucial.

8. Use of standard grammar rules and proper syntax is the key to successful business writing. Remember that your writing reflects your personality which is quite crucial to any business meeting.  Hence play this card safe. Always proofread before sending it out. 

9. The information you provide should be factual and honest. You need not exaggerate or lie to bag any deal.

10. Be proactive throughout your writing. Make is provocative in such a way that your purpose is served.  Also, there are chances that your writing will not be heard. In those cases, do not lament, your plans will not be hindered. Just move on.

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With smart phones, gadgets and internet all around, the traditional method of letter writing seems to be a bygone gesture. But hang on, have it really gone extinct? Personal letters still have the beauty to bring smiles to the receiver. They are usually sent to from one individual to another to talk out issues quite informally. They normally include salutation, inquiries about a friend, news about what’s new in life and a very good closing. Some are apologies, some personal reference, congratulations, invitations and some condolences.

Here are the most important etiquette that need to be followed while writing a personal letter. Have a look at this art of Letter writing: 

Art of Personal Letter Writing Etiquette Tips and Guide

1. Mention your home address followed by the date at the upper right-hand corner of the first page. There is normally a one or two lines gap between the address and the date.

2. The body of the letter is normally a mixture of sentiments. They normally range from good or bad news, sharing of information, responds to questions asked or news shared etc. Try to keep the tone as positive as possible. Your letter must be able to bring smile to the recipient.

3. Personal letters are divided into different categories such as: Letters with news of misfortune and unhappiness that will leave the receiver worried and miserable; Letters with sharing gossips about someone’s trials and tribulations; and Letters where you pour your heart out.

4. Always end your personal letter in a positive tone. Wind up with complimentary closings such as ‘Sincerely’, ‘Sincerely yours’, ‘Very sincerely’, ‘Very sincerely yours’ etc. Other formal and more intimate closings will be ‘Kind(est) regards’, ‘Warm(est) regards’, ‘Cordially’, ‘Affectionately’, ‘Fondly’, ‘Love’ etc. If you are returning a favor, you my use ‘Gratefully’ and for the ones you are not too close, use ‘As always’ or ‘As ever’.

5. When it comes to signing your letter keep the following things in mind: Sign with your first and last name for someone you never met, Put your last name in parentheses if you have shared some talk over the phone, First name or nickname can be used if you know the recipient very well.

6. These are personal letters. Hence write everything from the heart. Sharing and complimenting help you build relationships and make it stronger. If you may, enclose memento of a shared experience for a better personal bond.

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With the heavy influx of social media all around, the need for proper written communication skills seems to be a must, especially in the professional world. Be it networking, sales talking, marketing or sharing, this skill is mandatory everywhere. These skills however, develop with time and experience. They are normally learnt with practice and cannot be acquired from any sort of bookish learning. In both professional and personal world, there is this huge section that gets intimidated by writing. Hence it can be narrowed down to the fact that ‘writing is the best way to communicate to get your message across’.

Top 10 Basic Written Communication Skills Etiquette

Here are the 10 basic etiquettes to be applied in written communication:

1. Written communication lacks in vocal inflection, gestures or shared environment hence it should be as clear and unambiguous as possible. The recipient normally does not have time to ask for clarification.
2. Strictly avoid typos mistakes in business writing. It looks completely unprofessional. Your writing reflects your personality and endorses your business. Hence take special care of your spellings, grammar, and punctuation rules.
3. Your subject line should be proper and descriptive. It should be able to narrate the basic purpose of your writing. In case your message might take long time to read, use ‘long’ in the subject field while sending email.
4. A big ‘no’ to caps lock because it seems like you are yelling at the recipient. Your message might just end up in the trash bin for that matter. However, you may use caps lock on in headings or titles in your messages or to EMPHASIZE certain words.
5. Do not beat round the bush. Learn to skim your content. Long contents are less likely to be taken seriously or for that matter even less likely to be even taken into consideration. Nothing is more frustrating than scanning through long uninterrupted paragraphs.
6. Never use sarcasm as a tool while writing. Today most people use emoticons to convey emotions but excess of it might look unprofessional at the same time. Hence keep a check.
7. Written form of communication is not a substitute of personal contact. It should be the last option to take into consideration if you are upset with someone. Rather go for face-to-face or voice-to-voice communication for that matter.
8. Never use inappropriate words or slangs and try your best to avoid abbreviations. Cliches should be a big ‘no’ too. Brackets may be used if you intent to play down words or phrases.
9. Use dashes to lay emphasis and make sure to us the right and appropriate salutations. Make no mistakes while mentioning about the names of people and companies you are addressing to.
10. Proofread your text once it is completed. Never be in a hurry to hit the ‘sent’ button. Turn on the grammar and spell check on your computer and pay close attention to the highlighted words. Mistakes look unprofessional and might hamper your written communication’s goals.

To sum up, communicating through words is more concrete than verbal communications and not much mistakes are entertained. Spelling, grammar, punctuation, writing style and actual wording etc. all needs to be taken into serious consideration.

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Your cover letter serves as a formally written introduction about yourself. It works as an elevating plane for your CV during job hunting. And if you are able to play this card right, you might easily land up on your dream job. But the same cover letter might break your career is not mended properly. The internet is full of free Disadvantages cover letters today and applicants are seen using these for their benefits. Unfortunately, in a few cases cover letters can actually harm your chances of being picked up for a job. If you are wondering how, well here is exactly how.

We have come up with the five dreaded disadvantages of using cover letters. Read on!

The Disadvantages Of Cover Letter

1. Free cover letters are generic

The generic format of your cover letter can be a huge turn down for your recruiter. The rule is every cover letter should be customized according to the job application applied for. It should highlight all your qualifications relating to the skills and experience needed for the job and exclude the unnecessary ones.

2. Addressing in free cover letters are vague

Addresses used in free cover letters normally include salutations like, ‘to whom it may concern’ or ‘sir/madam’. Not any of these are favorites to recruiters. What is expected in the salutation section is the name of the actual person who happens to be the contact person listed in the job advertisement; else your letter might end up in the trash.

3. Free cover letters promotes a wrong impression

Never over flaunt about your skills in your cover letter. Write only about those skills that are required of for the job position you applied for. Adding irrelevant skills might make you seem overqualified, create a bad impression or make your hiring managers overlook your resume on the whole. And you might end up getting disqualified for the job.

4. Wrong notion of saving time

Cover letters are only effective if they are personalized. Do not act smart by sending out the same cover letter every time in the fear of missing opportunities. Such letters might turn against you and you might just miss out on a very important job profile.

5. Focusing on the wrong issue

Before sitting down to write your cover letter you must also go for a backdrop research for the company and position you are applying for. You must have the right idea of what is expected of the employee and how well do you fit in the criteria. Then, draft your cover letter accordingly by mentioning your matching skills for the position.

No one likes to go through dull and lifeless letters. Free covers letters are generic and take away the essence of personalized letters.

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