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. 

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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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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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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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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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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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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 18^th 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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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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