Chapter 4

Write It Right

Your clients measure the quality of your products and services by the image you project in your personal manners, appearance, words, and actions. Your printed business materials are equally important. Building a strong identity is vital to the success of your business. Your professional identity begins with the image created by your business communications. Visually pleasing, informational communication is essential for good business.

Frequently, you will make your first impression on potential clients with your advertising materials, your promotional literature, and your business stationery. A consistent business image is critical to your success. When your clients recognize your business, your business will increase. Your professional stationery ensemble consists of business cards, letterhead, envelopes, brochures, and any other printed material. They are a reflection of you and your business. The larger or more diverse the business becomes the more extensive the stationery ensemble will become.

Your paper image is your business identity. Like your business card, the stationery on which you write your letters, memos, or any correspondence is a reflection of you and how you conduct business. Consider how others will “see” or perceive you when they cannot speak personally with you or see you. How do you want people to respond when they open the letter or even see the envelope when it is delivered? What do you consider important as a visual message?

To develop a logo choose a design that projects who you are and what you do, something that will be easily identified or remembered. A logo can be the way you sign your name, your initials formed into a design, a drawing or illustration, or a meaningful symbol. Select a color that complements the business you are in or appeals to the type of clients you wish to attract. It is best to work with a graphic designer who can interpret what you are trying to say in graphics. If you are in business for yourself or just starting out, you may struggle with just how to position yourself visually. For some of us, it is a continual process. For those who work for a corporation that has an established logo, follow corporate policy on consistent usage of the logo, corporate name, and corporate stationery. E-mail and other electronic communications will be discussed in Chapter 5, Electronic Communication.

IMAGE OF BUSINESS COMMUNICATIONS

When developing your professional business stationery you will have a number of decisions to make. Most business people consult with a graphic designer or other similar professionals for assistance with this process. Some entrepreneurs invest in software to help them do-it-yourself. There are also preprinted, coordinated business papers that can be customized using your laser printer. Many of these entrepreneurs do just fine, others have no idea how bad their designs are for their business. Many people choose the do-it-yourself route, at least in the beginning, because it is cost effective (not to mention fun). If you choose to do-it-yourself, ask some colleagues for their honest opinion of your designs before you distribute them. Among other design considerations, you will need to consider the following:

Quality, color, and texture of the paper
    The same paper will normally be used for your letterhead, envelopes, and business cards. It may also be used for other documents as well. If you plan to use the paper in your laser or ink-jet printer, be aware that heavy weight and heavy textured paper stocks may not work well. Discuss this concern with your printer and/or graphics designer in advance.

Design of the logo, symbol, or trademark of your business
    You may also have a slogan or phrase that will be used on your documents.

Types of stationery you will need to conduct your business

Ink color for printing the stationery
    Sometimes foils are used for special effects, as are different types of lettering processes (defined below).

Paper sizes for different documents
    In general, letterhead is the standard 8½ x 11 inch with standard No. 10 business envelopes. You may want different-size papers for other applications.

Typeface and size
    Decisions on appropriate typeface and size are normally made in the process of developing the logo and designing business documents.

Ink color of the printed text and your ink pen should coordinate with the paper. Conservative and traditional businesses continue to prefer blue or black ink. Some professions reflect current trends and have more latitude in their business expression. These include the fashion, communication, and public relations industries. The ink choices for these organizations may include brighter or trendier colors. It is important to consider the reader’s ability to read the print; make certain there is adequate contrast between your ink and paper colors. For instance, yellow text on white paper is difficult to read because there isn’t enough contrast between yellow and white.

Small business people may design and print their own materials using their computers and laser printers. The professional printing/lettering process can be one of the following:

Printing is most commonly used and is always appropriate for business cards, note cards, letterhead, and any other business documents.

Thermography is a heat process causing ink to rise and gives an engraved feeling. It is common for business cards because it gives a richer feel to an inexpensive document.

Engraving is expensive and requires a special steel die. It is used for very formal invitations and sometimes for upper management’s stationery.

Embossing is a bumped engraving that adds a special feeling of luxury. It is often used for invitations.

YOUR STATIONERY ENSEMBLE

Your initial professional stationery ensemble should include

Letterhead paper, second sheets, and envelopes

Business cards

Business forms necessary to conduct business, for example, invoices, order forms, price sheets

Informal or folded notes. These are not the same as note/enclosure cards but they could be used interchangeably until you have both kinds of note cards.

As you are promoted, your responsibilities increase, or your company grows, you will need additional stationery that may include social business cards (which are not the same as standard business cards), personalized memo pads, postcards or “keep-in-touch” cards (a postcard size on card stock with envelope), and perhaps small give-away items with your logo and name.

When you initially order your stationery, it is practical to print only what you are currently using or think that you will use in a reasonable period of time. You may not need as extensive a paper ensemble as listed above when you print your first materials. As you use the stationery, you will quickly learn what you really need and what you want to add in the next printing.

Letterhead and Envelopes

For letterhead, you may wish to use a design with basic information (address, phone) that can be used for different purposes. This is practical because of its versatility; you can use the same printed sheets for your letterhead, invoices, proposals, and other promotional sheets. The sheets are professionally printed. You can also use these sheets on your computer to print personalized materials for clients. The practicality of this piece is that you can save on professional printing costs. Rather than paying to print small quantities of several types of documents, you can print a larger quantity of one document that has multiple uses, and thus take advantage of quantity price breaks in printing. Your business envelopes are normally of the same paper stock as your letterhead.

Business Cards

Business cards often leave the first and most lasting impression of you and your business on the recipient. A business card is the first graphic statement we make about ourselves and our business when we hand them to others. Your business card is the handshake you leave behind. When someone looks at your card a few days or years after they met you they may not remember your face or what you said, but your card reminds them of you. Make certain it speaks with a smile and conjures good thoughts. Business cards are tools to remind a person of your connection with them, to keep in touch, to call back, or to conduct business with in the future. You never know where your cards will be five years from now.

Business cards should have essential information easily visible on the face of the card. Unless your company policy has a standardized format for corporate business cards that dictates otherwise, your name should be large and prominent. If someone calls and reminds you of a conversation a few years prior that you have forgotten, you can be assured that they liked your card and made some notes about you on it.

It is not necessary to leave the card back blank. You may use the space on the back for product listing, services offered, a map to your location, or an interesting quote. Keep the back simple and uncluttered. If you work with clients who do not speak English, you may wish to have the back of your card printed in the second language. Be sure to include your name and your title in the second language, along with your phone number.

Your business cards should include

Your name and title, if any

Company name and logo

Business address

Telephone and fax number

E-mail address and web site address, if any

Addresses of other offices in the country (if applicable)

Many people use electronic contact management programs and may scan your card into a computer database. Others may keep the cards in a box or file. Your card is the story you leave behind. If the memory is positive and meaningful, the card is often used for future contact. Your business card and how you use it are an important part of your communication. You should use your cards in such a way that the recipient will want to contact you again.

Your business cards may be used in many ways. Normally, cards are used to introduce you and your business and as a reminder of who you are and where you can be reached. Business cards may also be included as a forwarding agent when attached to a report, newspaper clipping, photograph, or something you promised to send. Some business cards are even used as an enclosure for a gift or flowers (although a social card is preferable). Include a business card in correspondence when it seems appropriate. It is nice to be remembered; make sure your business card helps you to be remembered favorably.

Your business cards should be clean, with no bent or curled edges.

All the information on your card should be current.

The card design should be interesting with effective use of white space. White space is the space where there is nothing printed. Adequate white space gives a clean, professional look rather than an amateur one. Don’t crowd your business card with text.

Your card may include a company or business logo, as well as an affiliation or association logo, when appropriate. I use the NSA logo on mine to indicate that I am a member of the National Speakers Association. Corporate policy may not encourage use of this type of logo; check before you print cards.

Social Business Cards

Social business cards (also known as social cards) are the same size as standard business cards (3½ by 2 inches). Social cards are less frequently seen, but are useful. One may include them as gift or correspondence enclosures. Social business cards include only your full name in the center (generally without titles) and your telephone number at the lower right corner. Today s modern business person might print their full name in the center and their e-mail address and telephone number in the lower right corner. The design of the social business card leaves plenty of blank space for a greeting to be written on the face or on the back of the card. There may be times when you only wish to give your social business card. When you meet a colleague you wish to maintain contact with, but do not want to appear strictly business, use your social card. It serves the same purpose without the commercialism of a business card.

Special Stationery

You can be creative with some of your stationery. One size that I personally like is printed “three up” on an 8½- by 11-inch sheet of card stock, trimmed to 8½ by 3⅔ inches. Each card fits nicely into a No. 10 envelope. My full name is printed across the top of each of the three pieces. I use them as personal notes, informal notes, and enclosures. The nature of your business may dictate how creative or conservative you may be in designing and using your stationery. Be sure your documents leave the professional impression so crucial to your success.

Business Announcements

Announcements inform clients about changes in your business: a new address, a new partner, an appointment, a promotion, or the introduction of a new product or service. They have more impact than a telephone call or a statement made in conversation. Avoid crowding the visual impact of the card with too much information. The design should be attractive and should invite the recipient to read it. The recipient may call for more details, and you may be able to use the opportunity to make a new contact or sale.

A formal announcement is printed with just the facts and is sent in an envelope. The envelopes are most effective when they are handwritten because the handwriting implies a personal touch and thereby increases the likelihood the envelope will be opened rather than thrown away. Announcements should be printed on high-quality white or ecru (off-white) paper. If you wish to use some other color paper or print a postcard instead, be careful when an announcement is printed on one sheet of bright paper or as a postcard, there is some risk that it will be perceived as unimportant because it looks like a sales flyer. The typeface used for your announcement should be in an easily readable style in either black or another dark-color ink. Handwritten notes are often included to further personalize the announcement. Announcements do not require an acknowledgment from the recipient, but it is a courteous gesture to send a note of congratulation if one is in order.

LETTER WRITING

Letter writing has become a lost art. It is, nonetheless, an important part of business and personal communications. Be sure to open your correspondence promptly and respond accordingly. Your handwritten letter or thank you note may be a surprise to the recipient, will be greatly appreciated, and may even be framed for the wall! Any time that you have an opportunity to make a personal contact, it has significance and impact on building the relationship and your credibility.

Business letters are communication tools for daily business and are typed. Personal correspondence and personal business are handwritten unless, of course, your handwriting is illegible! If you prefer to type your personal letter, add a handwritten line or two at the bottom.

Your style of expressing concern and interest in others will be evident in your correspondence. Before anyone reads a word of your letter or note, you have made an impression. The information the letter contains may be lost if the visual presentation is not well received. The text of business letters must be well placed on the stationery. Avoid using whiteout to correct spelling errors and misprinting. Use correct English to communicate your ideas.

Correspondence of any form has guidelines and rules. Correct spelling and good grammar are expected. Complete sentences, accurate word choice, correct sentence structure, and punctuation are essential to conveying both your message and your professionalism. Use of proper salutations, appropriate names, and proper letterform are important.

Before you begin any written correspondence you will need the recipient’s correctly spelled name and address. A letter with the name misspelled leaves the immediate impression that the sender doesn’t know the recipient, doesn’t pay attention to details, or doesn’t care if they leave a poor impression. We draw conclusions based on what we learn from many sources, including correspondence and other business materials. Take the time and effort to spell and pronounce peoples’ names correctly. One’s name is the most precious sound in any language.

When preparing to write a letter, telephone the company even if it is long distance to confirm the person’s correct name, spelling, and any appropriate title. Using the person’s name personalizes the letter. The salutation should simply be “Dear Mr. Green” or “Dear Ms. Green.” Use a colon (:) as punctuation following the salutation if you do not personally know the addressee, a comma (,) if you do. The closure may read “Sincerely,” “Cordially,” or “Regards.” A more formal closure is used for international correspondence, such as “Very truly yours,” “Very sincerely,” or “Respectfully yours.” International closures are more formal than contemporary American style and are important to use in business correspondence.

There are two generally accepted letter writing forms: block and modified block. The block form requires the date, recipient’s address, salutation, body of letter, and closure to all align on the left margin (flush left or left justified). The first lines of paragraphs are not indented in block form letters. Modified block form allows for the parts of the letter to be indented. A sample of each form follows. The sample business letters would be typed on preprinted letterhead that would already include the sender’s name, company, and corporate address and telephone.

Either block or modified block form may be used. Master one well and use it for all your correspondence. Using the same letterform for all your business correspondence helps to establish your image, just as your letterhead and logo do. The basics for letter writing are simple and consistency is important.

When using the computer you may choose to use left justification or full justification (aligning both the right and left edges of the type). Business correspondence is generally done on a computer, so the text can be left or full justified.

Some like full justification, others prefer left justified/ragged right. Although the word spacing may be irregular in full justification, some people like the overall even look. Justified text was the style for many years, however, studies on readability show that the inconsistent spacing between the words inhibit the flow of reading. Be aware that when you choose full justification, you choose that look and sacrifice the most effective word spacing. Perhaps letters are best “left justified” since they are generally short and will look less like a form letter. The subtle details are the ones that leave the lasting impression!

Letters should express your personality and style yet conform to traditional letterforms. The most common errors are in the placement of the addressee, that is, the person to whom the letter is addressed and their mailing address, the greeting or salutation, and the closure or signature.

The inside address at the top of the letter should include the addressee’s name followed by their job title, the full name of the company, the company address and postal code.

Your closure and signature should match the formality of the greeting.

Your full name and any title should always be typed after the closure with enough space between the closure and your name for your signature.

You may sign with your first name when your full name is printed. Using just your first name lends an air of informality; be sure this is your intention.

If additional material is included with the letter, the word “enclosure” under your typed name is sufficient.

An informal business letter follows the same format, except that the salutation includes the first name or the first and last name rather than the title followed only by the last name. “Dear Bob” or “Dear Bob Smith” would be used rather than “Dear Mr. Smith.”

If you have not composed letters for a while, begin now. The more practice you have, the more proficient and confident you will become. Formal language indicates a formality that may not represent who you are. The form of your letter, your word choice, and your sentence structure make your letter formal or informal. There is a distinction between informal and incorrect!

There is a big difference between conversation and writing. The purpose of writing is communication, hence it should be simple enough to be understood readily, much as conversation should be. Your writing style should reflect your conversational style in that it should be easy to understand. Conversation may be riddled with incomplete sentences and grammar you would never use in your writing. Listen to one side of a telephone conversation to hear what I mean. This is acceptable in conversation because the person you are communicating with is participating in the conversation. You both have opportunity to make or ask for clarification of what is said. Written communication must be clear from the outset, without overuse of jargon or $50 words that obscure rather than clarify your meaning. Good writing is not necessarily formal writing; it may be friendly and conversational.

 

State the purpose of your letter in the first paragraph. As you write your letter, do not use slang or expletives; keep jargon and acronyms to a minimum. Your purpose is to communicate, not confuse. Keep your writing to one page, if possible. Be concise.

Whether writing a letter, a note of acknowledgment, request, inquiry, thank you, or other business correspondence, you have the opportunity to make a lasting impression. Give a moment of thought to how the recipient may perceive you.

If you cannot spell well, use a spell checker, dictionary, thesaurus, and business correspondence guidebook to make your letters and correspondence look professional and credible. Computer spell checkers and grammar checkers can save you endless amounts of time and help you to be concise, professional, and make a positive impression.

The Date Form

In the United States, the date is routinely written with the month first, followed by the day and year, that is, Month DD, YYYY or MM/DD/YY (where M is month, D is day, and Y is year). We are accustomed to seeing dates in the form July 4, 2009.

In Europe, the accepted form for the date places the day first, as the most important part of the date, followed by the month and year, that is, DD Month YYYY or DD/MM/YY. This is the accepted international date form. Imagine the confusion if the date, July 4, 2009, was written 7/4/09 to a European colleague who would read the date as 7 April 2009. If you do any international business, consider using the international form of the date, where the day is written before the month and year. The international form of the date is used in the examples in this book.

WRITING A NOTE

Frequently, it will be more appropriate to send a note than a letter. In general, notes are much briefer and less formal than letters and may be written for a variety of different purposes and occasions. An informal handwritten note may use first names in the salutation, have indented paragraphs, and have the date, closure, and signature on the right. A note may be written

As an informal invitation.

As a reply to a written invitation.

To thank someone for a gift.

To offer condolences to a friend or associate.

As a thoughtful and gracious gesture after lunch, dinner, or meeting.

To congratulate a colleague on an honor, promotion, award, or job well done.

To acknowledge the marriage, birth, graduation, or other milestone of a business associate or a member of his family.

To follow-up after an appointment.

To follow-up and thank the interviewer after a job interview.

To offer an apology.

As an acknowledgment or thank you after sharing a business lunch or tea.

For personal notes, only the first and last names are necessary. For professional appearance, avoid abbreviations, such as Dir. of PR (Director of Public Relations).

Writing a Thank You Note

In our fast-paced world, people often think that a verbal thank you is enough. It is not. A written note of thanks is an expression of courtesy whether written to a friend or a business associate. Follow-up with a written note; it will set you apart from others. You can never be assured that the voice message, fax, or even e-mail was received and read by the intended individual.

A written note is a gentle gesture of kindness. When you write a thank you note, you need only write three sentences. One, to express thanks for a specific event or occasion, second, to acknowledge the event, and third, to make a statement about a future meeting or comment about the other person’s success. If possible, avoid beginning your note with “I” or “Thank you.” The sample below is done in modified block form. It takes only a few minutes to write and has a big impact on the receiver.

Thank you notes can be as simple or elaborate as you choose. They should express your personal style, and they should be handwritten, not typed. Keep note cards, matching envelopes, and postage stamps on hand (see Your Stationery Ensemble, earlier in this chapter) so that you will be able to write the cards within five days of the event.

A letter or note expressing gratitude for company hospitality should be sent on your company stationery. It should be handwritten and signed by you rather than by your secretary or assistant.

To prevent my own writing procrastination, I address the envelope and stamp it. When I see it on my desk, I do not want to waste a stamp and an envelope. It encourages me to write and mail the note.

Writing a Note of Condolence

A condolence note is an expression of sympathy on the death of someone. You need only express your personal concern in a few sentences in a handwritten note. If you prefer, you may add a handwritten note to a condolence card. Remember that it is the thought that’s important.

The proceeding examples simulate handwritten notes and illustrate how your message might look. Writing your notes by hand is always the first choice. A number of readily available computer typefaces (fonts) simulate handwriting. You might consider using a “handwriting” typeface for informal notes to appropriate contacts you meet. In this manner, you could continually and efficiently expand your circle of contacts. With a change of salutation and a bit of personalization, this “handwritten” note is ready to mail. You might “mail merge” a letter or note to multiple clients.

Instead of typing and sending “canned” letters to family, friends, and business associates, a friend of mine uses a handwriting typeface when she composes a basic letter. She adds a personal salutation, writes a unique beginning and ending, and another personal “handwritten” letter is ready to make someone feel special. Seasonal greetings are perfect for this approach.

Fancy and cursive style type fonts are useful for some purposes. They tend to be casual, friendly, and fun. Beware: these typefaces can undermine your professional message! Some choices are too abstract or difficult to read to be used for text. Save these for “fun” projects rather than business.

Writing Seasonal Notes and Greeting Cards

During the winter solstice most cultures have a celebration. It is an appropriate time to send holiday greetings. The selection of a card with a warm greeting of the season without religious messages are always appropriate. The sending of the card is an expression of consideration and serves to keep in touch. If you send any religious cards, be sure they complement the recipient’s beliefs. Your sensitivity to personal beliefs shows your consideration and respect of others.

Frequently, seasonal cards are preprinted with your full name or the name of the business. If the first names of husband and wife are printed on the inside card, the wife’s should be first. “Cindy West and Jerry Night” is correct if the wife uses a different surname, “Cindy and Jerry Night” if the wife uses her husband’s name.

Corporate cards are normally printed with the name of the firm, not the president or owner. This practice facilitates use of the cards by different individuals in the firm or by the firm in general. To these cards, add a personal note or greeting signed with your first name.

Holiday greetings are a thoughtful way to keep in touch with business contacts, to express your appreciation for their business, and to remind them of your services. Any season of the year is appropriate to keep in touch. In fact, using the four seasons as a time to keep in touch is not only creative, but also thoughtful and appreciated. Winter is the most common season to send greetings, but the other three should not be overlooked. Seasonal greetings are a perfect time to personalize a basic letter and send to all those you wish to contact.

Addressing Envelopes

Business and social correspondence should include the titles Mr., Mrs., Ms., or Dr. A social invitation or correspondence would be directed to Mr. and Mrs. Jerry Night even if the woman used a surname other than her husband’s or a hyphenated name. When the correspondence is a business one and both husband and wife are partners in the same business, the address form for the inside letter should read:

 

Follow the letter form for addressing envelopes. The lines are directly under one another. Most word processing programs can print a postal bar code that speeds the sorting process.

The address on the envelope should appear as follows:

 

Note that there is no punctuation in the address. The postal service prefers all capital letters and standard abbreviations, hand printed or typed using a standard typeface rather than a fancy one like script. The envelope address should be typed in all capital letters. Omit punctuation in the address: omit the periods on Ms. and Mr. and abbreviate Suite to STE or use the number (#) symbol. There should be no commas after the city and no period after the state. Use only the standard two capital letter abbreviation for the state. The post office reads the address from the bottom up so the most critical parts of the address should be ordered accordingly. The address won’t look as elegant as on the letter itself, but it will speed through the post office’s automated sorting equipment and may reach its destination sooner. The post office offers a free publication with addressing information.

 

In Addressing Envelopes

Use full names and titles.

Remember that handwritten envelopes are more personal even if the card has a preprinted name inside.

Avoid using labels when possible, as they may be perceived as impersonal and your envelope may be left unopened.

Be sure to include a return address in the upper left corner or on the back flap of the envelope. The recipient may not have your address or the post office may need the return address if the envelope is misaddressed.

In addressing correspondence, as in making introductions, knowing which individual to mention first and how to address husband and wife correctly is an important aspect of proper etiquette. When addressing correspondence to a business remember the following:

If there are two business partners, list the one with greater seniority first, without consideration of gender.

Correspondence should only be addressed to the person associated with the business, not to Mr. and Mrs. when Mrs. does not work at the office.

When addressing social correspondence from a business to a residence:

Correspondence sent to the residence should be addressed to both Mr. and Mrs., even if you only know one.

If the couple have separate names, use two lines to list both, with titles. List the man’s name first.

If the envelope is directed to two people of the same gender, list the person you know first.

PERSONAL AND PROFESSIONAL TITLES

The proper use of titles is an important part of social and business etiquette. Always use a title such as Mr., Mrs., or Ms. when addressing mail unless the individual has another title such as Dr. Professional titles are used after the individual’s name. If a person has written a title after the name, use it in your correspondence to them. Use the professional title and omit the Ms. or Mr.

Herb Brosbe, M.D.	not	Dr. Herb Brosbe, M.D.
Marion Jones, R.S.C.J.	not	Sister Marion Jones, R.S.C.J.
Patricia Steel, R.N.	not	Ms. Patricia Steel, R.N.
Lynn Smith, Ph.D.	not	Dr. Lynn Smith, Ph.D.

In business there is no marital distinction for women; the preferred title is Ms. If a woman signs her letters with Mrs. she has indicated she wants to be addressed as Mrs. In general, Ms. is the accepted title for a woman in business. For business correspondence, a woman is Ms. Jennifer Smith, not Mrs. Jennifer Smith (unless she has indicted she wants to be addressed as Mrs. or is an elderly widow). She should be addressed as Mrs. John Smith for social purposes.

Use the title for business correspondence when you know it:

 

The title, Dr., refers to an MD (Medical Doctor), Ph.D. (Doctor of Philosophy), DVM (Doctor of Veterinary Medicine), DDS (Doctor of Dental Science), and honorary doctor. Use either the title (never spelled out) or degree letters but not both.

Dr. Linda Jones or
Linda Jones, Ph.D.,	not	Dr. Linda Jones, Ph.D.
Linda Jones, Ph.D. [Company Name Mailing address City State Zip]

The title that follows the name designates a generational title such as Jr., Sr., or III. Jr. indicates the son has the same name as his father; the father may use Sr. when his son has the same name. When the father dies, the son may drop the Jr. from his name. If the Jr. gives his son the same name, the son uses the generational title III (the 3rd), that is, Matthew Newman III. A son given the exact name of a grandfather or uncle becomes II (the 2nd). Use these titles only when using the full name; follow the name with a comma before the title except for II, III, and IV and a period after the title except for II, III and IV: Mr. John H. Smith, Jr., and Mr. William B. Jones III.

Esquire (Esq.) is a chosen title reserved for attorneys. J.D., Doctor of Jurisprudence, is also used. Esq. is used only in professional or business correspondence.

Holly Rickett, J.D. or
Holly Rickett, Esq.	not	Ms. Holly Rickett, Esq.
Holly Rickett, Esq. [Company Name Mailing address]

Avoid abbreviating business titles as much as possible; Director of Public Relations looks much more professional (and respectful) than Dir. of PR.

Invitations are considered social so require a slightly different etiquette protocol.

 

In Europe much more importance is attached to titles than here in the United States. Europeans take great pride in receiving and in using their titles. When addressing foreign business persons, be certain you know their titles and use them in correspondence and when speaking.

WRITING AIDS

At the place where you write your letters, you will need a dictionary and thesaurus. These aids exist in word processing but there are times when a more extensive reference is needed. It adds to your efficiency to have reference books that you can scan for more precise information.

Having your supplies easily accessible makes the task of letter writing easier. Supplies need to be visible on your desk. Invest in good writing materials. Purchase fine quality paper for your stationery, a well-designed letterhead, and envelopes that match and are the appropriate size. Your pen should be a good-quality fountain pen (keep a supply of ink refills or ink bottle handy), a rollerball style pen, or a ballpoint pen.

Proofread your letters: spell check and grammar check them. If your letter is composed on the computer this can be done using the spell check function, though you should still proofread it. The spell check function will not catch words that are used incorrectly or spelled correctly. For instance, “Merry hat hey lid tell lam, ids fleas woes wide has know” is spelled perfectly but the message is totally missing: Mary had a little lamb, its fleece was white as snow. Only proofreading will catch these kinds of spelling and word errors. If you have difficulty correcting your correspondence, consider taking either a writing course at the local college or adult education program or a short business seminar on grammar and writing skills.