Posts tagged as:

letter etiquette

Tips to Resignation Letter Writing Etiquette

by emily on October 15, 2021

Resignation Letter Etiquette Tips
Tips to Resignation Letter Etiquette

Offering your resignation letter to the company you are working for means the end of your professional relationship with the organization. After all those years of working, your resignation becomes a sensitive issue and you must be able to play the card right. Proper resignation etiquette hence comes a long way. You may not want to cut loose any string with your current employer as you will require them at some point or the other down your career path.

No matter what the reason behind your resignation might be, your resignation letter must be able to convey your message in the most graceful and proper manner. Here is a list of resignation letter writing etiquette that will smooth the whole process.

Resignation Letter Writing Etiquette

  • Decide beforehand on your last date of work. This way the management will get enough time to fill your vacant position. The date also provides closure for both the employer and employee to terminate the tenure with get on with their future plans.
  • Never fail to express your appreciation for the company and your job profile. Your letter should carry a positive vibe. Mention about the good things you will always cherish about the organization.
  • Your letter should be typed in a professional format. Never use handwritten resignation letter as they show high level of unprofessionalism.
  • Be as brief and polite in your letter as possible. Be extra careful not to include any phrase that conveys any sort of grudge to the company.

Top Tips on what to Include in the Resignation Letter

The tone of resignation letters are normally kept formal. It includes all the basic notions such as name, address, name of employer, date and so on and so forth. Read on for the basic format:

  • The heading should include the current date, company name and address.
  • Start your letter with opening salutations such as Dear Mr. /Ms. / Mrs. and the last name of the recipient.
  • In the introductory paragraph, explain the reason of your resignation in two to three brief sentences.
  • In the following paragraph, mention about your positive experience in the company. All the fond memories, your learning experience and the accomplishments you achieved. You will need this company in your career path, therefore, speak about no grudges.
  • Add a complimentary closing and do thank the organization for providing you with a job opportunity in the first place.
  • Sign the letter with salutations such as Sincerely, Yours truly, Respectfully submitted, Warmest regards etc. followed by your first and last name.
  • Proofread your letter and print it out. Manually sign your name and sent it within the notice period set by the company.

A tip:

One of the most proper resignation etiquette is to inform your supervisor before you ring the bell in front of your co- workers. Discovering about the same through the grapevine will be the last thing you will want to happen.

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Etiquette to Writing Thank You Email after a Job Interview

by emily on October 1, 2021

Job interview etiquette thank you email
Job Interview Etiquette Thank You Email

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.

Top Sample Letters Terms:

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Right Etiquette to Follow for Requesting Recommendation Letter from Teachers

by emily on September 24, 2021

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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Requesting Letter of Recommendation: The Right Etiquette

by emily on September 8, 2021

Recommendation Request Letter Etiquette
Recommendation Letter Etiquette

Letter of recommendation mostly runs in educational institutions. Professors seem to take such letters very seriously. The reason being it endorses the quality of the student, integrity of the professor and of course the university. Recommendation letters are important because if any student goes otherwise against the vested interest of the institute, the entire university’s reputation hangs in jeopardy.

Such letters are sensitive. You will require waiving your rights to glance through the letter. But many a times what happens is you don’t get the chance to review the letter after it has been written. Therefore, if you feel the person you approach to is reluctant about writing, politely take back the proposal and approach someone else. A poor or lukewarm letter of recommendation can potentially damage your chances of being accepted.

Tips to Requesting Letter of Recommendation

Below are a few etiquette to guide you on how to proceed with your Letter of Recommendation:

  • Approach a faculty member who knows you well. It will help you avoid generic recommendation and help you get a more specific one. The better a professor know you the more specific your letter will be.
  • Explain the purpose of the recommendation and make a formal request asking if he/she would be willing to write the letter. Do not be in a hurry. Let your professor take time to consider your request.
  • Approach for the letter at least a few weeks in advance of the deadline. Professors do not sit idle; they have a tight schedule and will have to take out some amount of time to make your letter thoughtful and distinctive.

Things to Provide for the Recommendation Letter

Here are the few things you need to consider and provide while requesting for a Letter of Recommendation:

  • A gist of the position or program you intend to apply along with the deadline of the same.
  • Provide information about any specific instructions or questions asked for in the recommendation letter.
  • Write about any pertinent information you wish to lay emphasis in the letter. For example, if you are good with your oral skills, ask your professor to provide a positive sense of your aptitude.
  • Ask him to mention about your interest in the program/position you are applying to.
  • Attach your resume for better understanding of your skills and qualification.
  • Provide a valid phone-number and email address as the writer might want to get back to your sometime.
  • If you are a graduate applicant, your letter of reference should be addressed to the program(s) you are applying to. Do not put a return address on the envelope as most professors prefer to send recommendations directly to the program. However, many programs today allow entering recommendations online. All you need is to provide the URL or email address.
  • Do not be selfish. Send a thank-you note and update the professor if the job was offered to you or you got accepted into the graduate program. Stay in touch; you never know when you will need them again.

Remember, a recommendation letter from a professor who focuses on your skills, abilities and motivation is more influential than a letter that only brags about your high grade.

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8 Most Useful Etiquette in Business Writing Letter

by emily on August 14, 2021

Etiquette Business Letters Writing etiquette rules
Etiquette Business Letter Writing

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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Most Useful Etiquette to Write Graduation Congratulations Letter

by emily on August 11, 2021

Graduation Congratulations Letter Etiquette
Graduation Congratulations Letter Etiquette Template

Graduating from high school or college is like achieving a milestone in a student’s life. Congratulating on this happy occasion matters a lot to the student and deserves a huge celebration. Proper etiquette demands to be extremely supportive and make him/her feel special. Graduation congratulations letters are a common entity used today. Be it your friends, family or loved ones, on this special occasion you come together to share happiness and pride and hence the letter you write has to be equally supportive.

Below is a list of some of the most useful etiquette expected to follow while writing a graduation congratulation letter. Read along for a better insight:

Graduation Congratulations Letter Template – Etiquette and Tips

1. The letter should convey a positive tone. It should be able to encourage the student for his/her career prospects. Make them aware of the harsh reality of life but with an optimistic approach. Remind them that bad times will follow but so will good times.

2. Add inspirational quotes in your letter if possible. Choose quotes that will help you express your feelings upon the graduation of your loved ones. Also mention from where you have taken the quote so that he/she may look for some more inspiration in the future.

3. Another good idea is to employ your creativity to your letter. Write a short inspiring poem about his/her achievement and do talk about the actions and efforts he/she had to put in for achieving the milestone.

4. Dispatch the letter as soon as possible. Do not wait for too long after the news as late congratulatory letter seem mere formality from your end. You will come off as impolite and your letter will be considered vague.

5. Graduation is a very special moment; therefore your wish should come out directly from the heart. Your letter must be able to compliment the closeness of your relationship with the graduate and inspire him with the same.

6. In the end, proofread your letter. Avoid complicated technical terms and make sure there is no grammatical and spelling error as it kills the whole essence. Read it carefully before sending it out.

Graduation messages need not be grand. A simple from-the-heart congratulation letter can simple do the trick. All you need is to choose the right phrases and words. It is a simple way of showing that you are proud of the graduate and wish him/her all the luck in the future.

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Romance Love Letter Etiquette: Love Letter Ideas, Tips

by emily on August 3, 2021

Romantic love letter etiquette, Love Letter tips, Ideas
Romantic Love Letter Etiquette

Love letters help you step out of your comfort zone and reveal your deepest feelings in front of your loved ones. Love letters have always been considered as the epitome of romance since ages. However, this classic approach seems to be rather dead today. History has witnessed several examples of 18th century romantics penning down their masterpieces from quill, sealing them in wax and wrapping them up with special ribbons before handing it over to their loved ones. It used to a trend back then. The success mantra was that it was completely from the heart.

Love letters are personal sensitive, honest, sincere, and caring. Presentation is one of the most important factors in writing love letter. Let’s revive the 18th century love today. Here is the highly rated basic love letter writing etiquette that your loved ones will cherish forever.

Top 10 Romance Love Letter Etiquette for him & for her

1. Organize your thoughts first. Reach out for exactly what you wish to let your lover to know and start with your first draft.

2. Love letters look all the more special if it is hand written with the right selection of stationary such as good pen and high quality paper.

3. Never skip on the date in love letters. It gives certain gravity to your letter.

4. Talk about special events and instances that had a huge impact on your love life. 

5. Give your lover a reason to reciprocate.  Your letter should be directly out from the heart and true in all aspect.

6. Write as if you are conversing with him/her. Your language should be normal and easily understandable. Keep it as personal as you can.

7. Another interesting idea will be to cite a song and if possible dedicate it by including in a CD along with the letter.

8. Take special care of handwriting, grammar and punctuation in your love letter.

9.  ‘Love Always’, or ‘You are my Valentine’ are a few of the complimentary closing you may use.

10. If you plan on mailing your letter instead of hand deliver, never use season holiday stamps for the same.

Love Letters is the medium that help you take your relationship to the next level of intimacy.

But of course, the most important of all, spell the name correctly! 😉

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Most Appropriate Business Letter Writing Etiquette

by emily on July 28, 2021

Appropriate Business Letters Writing Etiquette, Rules
Business Letters Writing Etiquette

Business letters are important. They convey business communication where the tone is normally kept formal. As a business professional you require a very good understanding of the kind of relationship you hold with your colleagues, clients, vendors or suppliers. However, with the influx of the new media where email and instant messaging are on hot platter, executives in many organizations still prefer to good the old style with business letters.

The Right Business Writing Perspective

Whenever you consider writing a business letter, make sure to keep the goals, situations, expectations and objective of the reader in mind. This is important because different letters are linked to different emotions and even the level of intimacy is different from one another. Organize your thoughts and include their expectations and try to get the most out of the communication so that you may use it to your advantage. No matter what the message it contains, try to make it as positive as possible. Avoid negatives such as not, refuse, unfortunately and failure as much as you can. The letter should carry information in a positive perspective.

Basic Business Letter Writing Etiquette and Rules

Here are a few of the basic business letter writing etiquette you should follow to get your deals done in the most professional manner.

1. What happens in business letter is information and ideas are shared, offers are made and accepted, new people are introduced, apologizes are made and recommendations are served. They normally rotate between company owners, executives, consumers, job seekers, employees and community members.

2. Business letters normally come under three formats: block, modified block and semi-block. Block letters are left justified and single-spaced; modified-block letter’s sender’s and recipient’s addresses are left-justified, single-spaced and the date center aligned; semi-blocks are indented, not left justified.

3. Almost every business letter starts with the date on top followed by both the sender and recipient’s mailing addresses. With the introductory salutation greet the recipient and carry on with the body where the main purpose of the letter is explained on a positive note. These letters normally end with ‘Thanks’ or ‘Sincerely’ with your name and job profile beneath it.

4. Explain the purpose of your letter in the opening letter itself. Avoid jargon or highly technical language. Make it precise and to the point. Do not beat round the bush. The objective should be to make even the secretary or assistant understand the significance of the letter without technical grounds.

5. The first paragraph should be detail specific. Your recipient must be able to fully understand the reason behind the letter received. Write it in a highly professional tone and focus more on the positives. For example, focus more on what the company can do rather than what it can’t.

6. Close your letter by asking the recipient to take action. Ask them to get in touch. Provide them with your contact address or number in which you will be available. If you have shared your email, proofread it, in case you have made in mistake. Addresses are case sensitive.

7. Business letters are normally written to potential employers, clients or business associates. It should hence be understandable, clear and to the point. Check for grammar mistakes and typographical errors. Spell the recipient’s name correctly and double-check his/her mailing address. And most importantly, proof read, before sending it out.

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Important Letter Writing Etiquette for Introductory Salutation

by emily on July 24, 2021

Introductory Salutation Letter Writing Etiquette, business letter
Introductory Salutation Letter Etiquette

Introductory salutation has a very important role to play in every kind of letter writing. It actually sets the ambiance for the rest of the letter. It can make or simply break the effectiveness linked with the sentiment of the letter. You need to consider the kind of relationship you entertain with the recipient. This is very important especially in business letters. The level of formality is always linked to the name, gender and position of the person the letter is sent to.

Basic Introductory Salutation Letter Etiquette

Here is a list of the basic introductory salutations you need to keep in mind in the letter writing process:

  • ‘Dear’ followed by the person’s name is generally the most standard way to open a business letter. Examples may be Dear Patrick, Dear Ms. Wong, Dear Mr. and Dr. Simpson, Dear Professor Ben etc.
  • If you are not must familiar with the reader or your relationship is a bit formal, you may use ‘Dear’ followed by the title and the last name or simply use the first name. For example, Dear Ms. Herper or Dear Rose.
  • If you are uncertain if a woman uses Miss or Mrs., use Ms. just to be on the safe side.
  • Use Professor, Dean, Sister, Rabbi, Imam, Senator, Governor, Captain, Admiral, and Judge instead of Mr., Ms., Mrs., and Dr. for these designations.
  • Use both names in the introductory salutation if you are writing to two people. For example, Dear Mr. Watson and Ms. Taylor
  • If you are uncertain about a person’s gender, use the full name instead. For example, Dear M.K. Cooper.
  • If you are uncertain about a person’s name or gender use generic greetings like ‘Dear Recruiter’, ‘Dear Sir or Madam’ instead of ‘To Whom It May Concern’.

Here is a tip: If you know the recipient quite well, salutations won’t matter much, but of you are in any kind of dilemma, always choose the formal route. The bottom line is salutation can make or break the success of your communication. The more appropriate your salutation is the more is the chance of a positive response.

To sum up, what matters in salutation is to determine the level of formality you want to forecast. If you could get this part right, you won’t have much difficulty in choosing the right salutation.

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Introduction to Letter Writing Etiquette and Tips

by emily on July 20, 2021

Introductory Letter Format Etiquette, Business letter format
Introductory Letter Format Etiquette

Even letter writing is a form of art. It has to be presented in a certain format obeying certain rules. And when it comes to business communication, first impression counts. Generally business letters are written on 8.5 x 11 sheet plain paper with the company letterhead clearly visible. The address and other contact information are also mentioned distinctly. A consistent type size and style is chosen while writing letters. The layout is normally kept justified to the left margin and extra space for new paragraphs. The margin should also be kept balanced and right justification should not be entertained.

Following are the introductory steps to be following as a part of basic letter formatting etiquette.

1. Start your letter with the address of the receiver on the top left corner. It should include the following information on separate lines: Name; Title or position; Company name; Street Address; City, State, Zip Code, and Country

2. Then follows the date on which the letter is sent. Abbreviations are normally avoided. You may use any one style from March 19, 2014 or 19 March 2014. It is written after a space of two to three lines from the address.

3. The next is the subject line. Summarize the objective of the letter in a few words so that the recipient gets an idea of what the letter is about.

4. Basic letter writing protocol urges letter to begin with ‘Dear’ followed by the addressees honorific and last name. For example, ‘Dear Dr. Riddle’. First names sound informal and hence should be avoided in business letters.

5. The next in line is the body text. Mention about the main objective of your letter in not more than three paragraphs separated by two line spaces in between. In the last paragraph express your kind gratitude for the anticipated consideration. Start and conclude all correspondence with cordial sentiments.

6. End salutation normally goes by ‘Sincerely’, ‘Yours Truly’, ‘Best Regards’ etc. for different purposes followed by a comma. They are always kept cordial.

7. Signature lines follows. Mention the name of the sender and sign the letter with the first and last name. For multiple senders, you will require to include a signature line for each sender.

8. If your letter has to be sent with attached Enclosures, Postscripts, and Courtesy Copies, it is normally mentioned two line spaces below the second signature line.

What is most important in letter writing is that it should be devoid of silly mistakes. Errors kill the essence of professionalism and are subjected to high risk of being underestimated. Therefore, whenever in doubt, ask multiple people to review your letter. Plus keep the spell check and grammar check on in your system while writing.

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