By Jack Perry
When you reach in your mailbox and take out your stack of “stuff,” what do you find? Bills, catalogs, credit card offers, bank statements, penny savers, and magazines; nothing very interesting. But the day you reach in and find a small pale blue envelope, personally hand-addressed to you with a real stamp, you get excited and tear into it immediately to see what’s inside.
Years ago, communicating with friends and colleagues through the mail was the norm. Today, a handwritten letter is cause for excitement. Instead, we prefer e-mail, phone calls, and instant messaging for the speed and convenience. Though quick and effective for specific types of communication, these high-tech communication venues don’t have the high-touch factor of a personal hand-written letter or note.
Why is that so important? Think back to when you took that hand-addressed envelope out of your mailbox. Didn’t you feel special? Think how special you could make friends, clients and people who have helped you feel if you sent them a personal hand-written card. A personal note from you communicates a powerful message that you think enough about that person to take time out of your busy day to write to them.
These bits of correspondence have your handwriting, your stationary, and your words—personal touches that brief e-mails in 10 point Times New Roman will never have. With a personal note, you give people something to keep, something they can reference over and over again if they need a lift. They can’t do the same thing with the positive words from a phone call. When your clients receive a personal note from you, you will burn a positive impression onto their mind, and they will most likely think of you first when deciding who to give their business to….separates you from the crowd.
But where do you begin? Most of us are out of the habit of writing letters—if we were ever in it at all. Don’t be intimidated. With a little practice and a few simple tools, you will be able to create thoughtful and meaningful correspondence that will stay in your clients’ minds long after they read the last word.
Just remember to start slowly. When you put each of the following tips into practice, you will soon be writing letters with grace and ease.
Tip #1: Use notes appropriately.
A note on a card should not be your primary form of communication. Make a phone call or send off an e-mail if you need to give or receive information quickly. Use personal notes for topics that aren’t time sensitive.
Tip #2: Find opportunities to write.
Practice makes perfect. Don’t just limit your writing to “thank you” notes. Think about other occasions you can acknowledge: congratulations, expressing sympathy, and holiday wishes. Commit to writing a minimum of five personal notes per week and build from there. Before long, you will discover unique ways to incorporate this task into your business practices.
Tip #3: Choose the right paper.
The logical choice would be to reach for your company letterhead. Though letterhead is okay in a pinch, personal stationery has a greater impact. Wouldn’t you rather get a handwritten note on beautiful stationery than a typed one on letterhead?
Possibly typed by your assistant. Stationery is a more personal medium and you have almost limitless choices. You can spend a little or a lot, and pick something staunchly conservative or flowery and ornate. You can choose the texture and weight of the paper. If you have trouble making a decision, try a heavy paper with coordinating, lined envelopes. Whatever you pick, make sure it reflects you—your occupation and your personality. For example, if you are an banker, cards with yellow rubber duckies wouldn’t match your professional image, just as white cards with gray block letters wouldn’t be appropriate for an artist.
Tip #4: Choose the right instrument.
Now that you have the right paper, you need the right ink. Don’t ruin the effect with a gloppy, smudging pen. Select a pen that is comfortable in your hand and writes in blue or black ink. Try a few out and pick one that has a nice, even ink flow. Once you find one you like, buy several of them. Now you won’t run out of ink mid-note.
Tip #5 Listen to your inner voice.
The next ingredient is the most important—the words. Imagine the person you are writing to is standing in front of you. What would you say? Make sure the words you write sound natural—not too stiff or formal. If you’re afraid you won’t get the tone right, practice first on scratch paper. Keep at it. In time, you will be able to master a natural sounding tone. Realize that you don’t need to write a book; three or four sentences should suffice.
Tip#6: Be particularly careful with notes of condolence.
Whether the deceased was young or old, sick for years or died suddenly, it doesn’t change the fact that the person you are writing to is experiencing a significant loss. Mention how deeply you care. Don’t use tired, overworked phrases like, “our thoughts and prayers are with you.” Instead, think of a better way to say something similar. You could try, “I think about your family every day and remember you in my prayers.” Mention one unique quality you enjoyed about that person or a special event the two of you shared. You will likely bring a smile to the recipient’s face in this time of sorrow.
Tip #7: Don’t limit your letter writing to clients.
Do you have a mentor or business coach, past or present? Take some time to write them a note and tell them the positive impact they made in your life. Write notes to a friend who gave you a great referral. Make a habit of writing notes anytime you want to express an emotion.
A Little Note Goes a Long Way
Be old-fashioned. Take the time to learn the art of letter-writing. While not the path of least resistance, it is the one that will get you noticed. Start writing. Go out and select your stationery and your pen and pick the lucky recipient. When your note arrives in your friend or client’s mailbox, it will bring surprise, joy, and warmth with it. And just think what that will do for your relationships.
Notes from The Respect Factor® Series
THE RESPECT FACTOR® is a trademark of Jack Perry in the United States and other countries. Used with permission. ©2009 Jack Perry. All rights reserved.
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