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How to Write: Ideal Business Correspondence Notes

19 Apr

Writing thank you notes and get well soon cards are easy compared to ‘professional’ correspondence (also known as business correspondence). At least, most people would tell you this. Writing a quick thank you note to grandma is way less complex than writing to thank an interviewer for their time in interviewing you for a job you still hope to get.

Professional correspondence is different from personal correspondence in that personal correspondence refers to writing between family or friends while professional correspondence refers to writing between people who interact professionally (at least primarily). Imagine you have a colleague that works for a competitor. You both know each other and get along great and have met at a few lunch events. If you put that person on a ‘friend’ or ‘colleague’ scale, what side would weigh heavier? That is how you know where to write from; a personal zone or a professional zone.

However, written correspondence in a professional setting can be tricky. Here’s why:

  1. You may not know the person that well. For example, you don’t know if they would appreciate a more casual tone or a more formal tone.
  2. The occasion that is motivating you to write may not be a familiar one. Many of us sit through only a handful of job interviews a few times in life. Raises and promotions are also less common. What do you say in unfamiliar waters?
  3. You are writing because you know you should … and you don’t know what to say. You know you need to thank your boss for letting you leave two hours early every Friday, but what do you say beyond ‘thank you for letting me leave two hours early every Friday”?
  4. There’s pressure. You want everything to be perfect, but if you write something and it is taken the wrong way, or you spell something wrong, it’s hard not to let it gnaw at you afterward.

In professional cases, more often than not, you’ll find you need to write whether you’re looking for a job, have employment, or own a business. This means you should write after an interview; a promotion or raise; you find some potential new business and want to turn it into actual business; a client or colleague does something for you; or you gain a client or customer.

These are all examples of positive correspondence situations. Negative correspondence is another beast entirely and there are different guidelines there. An example of negative professional correspondence would be a letter of complaint.

My guidelines for positive professional correspondence:

  1. Use nice paper. No notebook paper here. You always want to make a good first impression right out of the envelope.
  2. Write as close to the ‘event’ as possible. For example, if you have a job interview in the morning on a Wednesday, your thank you note should be in the mail Thursday.
  3. Be your professional self. If you are very laid back, very relaxed, very casual and funny person, there’s no need to ‘hide’ any of that behind formal language. Be exactly who you are, but through a professional lens. For example, a colleague of mine is a complete class clown. He’s very adept at what he does for a living, too. His stationery of choice? Each beautifully engraved note card tells a classic joke. It’s his way of being himself, but professionally.
  4. It’s generally better to err on the side of more formal than casual. Imagine that you are the note’s recipient. How would you react?
  5. Better to write a little less than too much. When you write to someone you may not know very well, less is often more. Plus, the more you write, the more chance there is something can be misinterpreted or misunderstood.

Finally, how does one write what needs to be written? Your best bet is to write a few drafts on notebook paper first (save your good paper for when you know exactly what you’ll be writing). And as for what to write, the simplest formula is to start by stating why you are writing, explain what that means to you, and end on a positive, upbeat note. Once you get the words right, write them out neatly and slowly on your professional stationery.

Here’s an example of a note written to thank someone for an interview, but they don’t yet have the job:

I hope this How-To was helpful. Professional correspondence might be a new area for you or an old friend; either way, please leave your own advice and any questions in the comments!

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Meet the Writer: Cole Imperi is a business owner and a proponent of the handwritten word. When not at Doth Brands, a Branding & Identity firm catering to the health, wellness & deathcare professions where Cole works as Owner and Creative Director, you might find her on her yoga mat teaching yoga or behind a laptop writing for Simplicity Embellished, a letter-writing and lifestyle blog.

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Editor’s Note: This is the second article in the How to Write series. Read the other here:

How to Write: Sympathy Notes

 

7 Responses to “How to Write: Ideal Business Correspondence Notes”

  1. Skip Heflin May 19, 2012 at 10:32 AM #

    Great article in this series, thanks for sharing it.

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