Tag Archives: handwritten notes

The Handwritten Note of Gratitude

Posted on November 30, 2021 by Lydia Ramsey

As I write this article, we have just celebrated one of our favorite and most meaningful holidays. Thanksgiving is in the rear-view mirror, but surely we maintain the attitude of gratitude from that day. Even in this difficult time of Covid, we have much to be thankful for. As we approach Christmas, Hannukah and Kwanza, we look forward to sharing meals, parties and gifts with our friends, families and coworkers.

Now is the time to consider how and when you will express your thanks to those who have brought joy to your life. Maybe it was something special that you received during the year—a gift, a favor, a shoulder to cry on, a listening ear or an encouraging word when you needed it most. Let those people who matter to you know how much you appreciate them.

How do you do this? By a simple act. You send them a handwritten note with words that come from your heart. Not surprisingly this is challenging for many of us. As a result, we don’t do it or we put it off for an embarrassingly long time.

Let me suggest a few things that will help you write those notes.

Start with a list of those whom you want to thank.
Keep your list close by so it stays not only on your desk but on your mind.
Purchase your stationery, either fold over notes or correspondence cards.
Buy several pens that write easily.
You’ll need to have stamps at the ready.
Keep all your supplies where they are easily accessible.
Set aside a time every day to write a few notes.
Then do it.

Thank you notes need not be lengthy. A few sentences are enough if you are feeling challenged.

Mention specifically what you are grateful for.
If you have received a gift, say what you will do with it.
If someone has been kind or thoughtful, let them know what their kindness meant to you.
Perhaps look to the future as you close. Mention how you want to connect with or stay in touch with that person.
Select a closing that you are comfortable with. It could be “Gratefully”, “With sincere gratitude” or even “Thank you again”.
Sign your name and you’re done.

I want to leave you with a quote from my dear friend and colleague, Elizabeth Herbert Cottrell, whose book HEARTSPOKEN: How to Write Notes that Connect, Comfort, Encourage, and Inspire is soon to be published.

“Some say the handwritten note is a dying art, yet in both professional and personal life, it is still one of the most powerful tools we have for connecting meaningfully with others. A well-written note can give voice to the stirrings of your most heartfelt sentiments and can be read, saved, and treasured forever.”

1 Reply

The Holiday Card – A Victim of Procrastination

Posted on August 30, 2021 by Lydia Ramsey

Do you tend to leave things until the last minute? Sadly, most of us do. There is always more time, right? One of the victims of procrastination is the holiday card. It is almost September, and I am already talking about the holidays. It’s not too early, believe me.

In your business and your personal life, if you wait too long to start the process—like after Thanksgiving—sending your cards may become more of a chore than a pleasure. If you delay, your clients and colleagues may already have left the office for the holidays and your friends may be too swamped at that point to notice your thoughtfulness.

Here are some tips to ease the chore and to make your best impression:

Purchase a quality card. It is not necessary to spend a fortune, but good quality says you value your clients, colleagues and friends enough to “send the very best.”
Order your cards while there is time to have your name or the company printed on them. You want them to have a professional look.
Send your greetings early. Have them in the mail the first week in December if you want them to be noticed and appreciated.
Plan to sign your name and write a brief message. The holiday card that comes without a personal signature and a note seems more obligatory than celebratory. It does not matter that your name is already printed on the card. Give it that handwritten touch.
Address the envelopes by hand. While it is easier and faster to print address labels, you lose the personal touch. Consider hiring someone to do this if you do not have the time to do it yourself.
Use titles when addressing your cards. The envelope should be addressed to “Mr. John Smith” not “John Smith” or “Ms. Mary Brown” not “Mary Brown.” By the way, “Ms.” is the correct title to use in business.
Invest in holiday stamps and avoid the postage meter. That is just one more personal touch—and a festive one at that.
Email greeting cards may be tempting because they require less time and trouble. It is not totally in bad taste these days to e-mail your holiday wishes, but it is impersonal and not the most impressive way to do it. Your clever electronic message with singing Santas and dancing trees is a fleeting greeting. The recipient will click on the URL, download the card, open it, read it, smile, close it, and, in all probability, hit “delete”. Chances are good that your physical card will have a longer lifespan. Most people save greeting cards throughout the holiday season, and many display them around their office or home.
One final tip: Address your envelopes as soon as you receive your cards. Once you get that step out of the way, you can sit back and relax while you write your personal message on each greeting card.

The New Year is Thank You Note Season

Posted on January 6, 2020 by Lydia Ramsey

Now that the holidays are almost over, and we find ourselves in the new year, it’s time to start sending out thank you notes for the thoughtful gifts and tasty treats you received during the season. Yes, I know, those are not the words you want to hear—especially since you know that I am talking about those handwritten notes that I continue to harp on. It would be so much easier and more convenient to text or email your gratitude. A few clicks of the keyboard, and you’re done.

However, when it comes to delighting those special gift-givers with the perfect sentiment at the perfect time, here are two things to consider:

Ink trumps email. Why? Ink implies effort.
Handwritten notes connect people in a way that simply isn’t possible via text or email. How? Your unique handwriting makes your message and therefore your relationship more personal.

Now that you understand the power of the handwritten note, what’s holding you back?

Is it the time? We all have the same number of hours and days.
Are you too busy? Everybody feels life is too demanding.
Do you lack the supplies you need? If you haven’t heeded my earlier advice and purchased appropriate cards or notes before the holiday rush, those items are still available. They do not sell out during the holidays.
Did you forget to buy stamps? If so, no problem. The rush is over at the post office so pick up stamps while you’re out shopping for your stationary. Then write a note to self on your calendar for next fall that reminds you to buy your correspondence cards or notes and stamps early.

Finally, the greatest obstacle for most people is knowing what to say and how to say it? Those two things should be the least of your worries if you establish a process for writing your thank you notes and follow these steps:

Step 1. Decide how to address the recipient. Do you need to formal salutation or one that is casual? Are you going to call the person by first name or use their title and last name?

Step 2. Begin with “Thank you”. There’s no need to attempt anything more exotic than those two words.

Step 3. Name the gift specifically. Saying “Thank you for the gift’ is cold, off-putting and will make your recipients wonder if you value their gift or even know what it was. You might as well say, “Thank you for the thing.”

Step 4. Say something about the gift. What made it special? How will you use it? If someone sent your food items, tell them how much you either enjoyed the treats or how much you are looking forward to having them. Even if you are not thrilled with what you received, the giver need not know.

Step 5. Say how much you appreciate the thoughtfulness. This is really simple and always sincere. Who doesn’t appreciate being thought of?

Step 6. Choose your closing. Again…are you being formal or casual in your approach? Your salutation will determine your closing.

Think of your thank you note as a sandwich.

The opening and closing are the like the two slices of bread. Your thank you for the specific gift is the lettuce; the sentence about why you like the gift or how you will use it is the meat; the statement saying you appreciate their thinking of you is the cheese. Now wrap that in an envelope; garnish it with a stamp; and you have it. Just don’t forget to drop your handwritten thank you notes in the mail.

Lydia Ramsey is a Savannah-based business etiquette expert, keynote speaker, trainer and author. Visit her website: LydiaRamsey.com. Find out how her presentations, workshops and resources can help you and your employees add the polish that builds profits.

Business Etiquette: The Power of the Apology

Posted on September 23, 2016 by Lydia Ramsey

We all make mistakes, but often it’s hard to admit them and more difficult yet to say the words, “I’m sorry.” When you have offended a business associate or client, a sincere apology is essential if you wish to continue the relationship and move forward. Just as importantly, it is a clear demonstration of good business etiquette and workplace manners.

Sometimes the spoken words are enough; sometimes they’re not. You may need to send a handwritten note. Depending on the offense and the relationship, a gift may be in order.

The most important thing is to apologize immediately. If you are with the person at the time of the offense—perhaps you have made an ill-chosen remark—say you are sorry right away.

If you find out after the fact that you have wronged someone, call or visit the person as soon as possible. Don’t let any time elapse before you apologize.

The longer you wait the more difficult it will become and the less sincere you will seem. The harm you may have done will solidify with the passage of time unless you react with speed.

The spoken word is rarely enough. After you have said, “I’m sorry,” go on record with a note that offers lasting proof of your sincerity. The extra effort will serve you well.

There are times when a small gift accompanying your apology is appropriate. Flowers and candy are the most traditional way to show regret. However, when you can personalize your gift and tailor it to the recipient, it will have a greater impact.

It is never too late to ask forgiveness. Chances are the person you offended still remembers and will appreciate your effort to set things right.

No matter what the circumstances that caused the problem, no one wants or needs to hear a list of excuses. Maybe you had just had a root canal when you uttered that thoughtless comment—it doesn’t matter and should not be part of your apology.

If you are tempted to send an e-mail to express your regret, don’t. E-mail communication may be speedy, but it is too impersonal and lacks sincerity when you are begging forgiveness.

No matter how you decide to make amends, keep in mind the three basics of business etiquette: courtesy, kindness and respect for others. A sincere apology will carry you further than a speeding BMW.

Hire Lydia to work with your staff to improve customer service and employee relations through the use of those priceless and often over-looked soft skills called manners. Lydia is the “unstuffy” business etiquette expert who helps individuals and organizations add the polish that builds profits. We’re talking about your bottom line here.

Since 1996, countless people have benefited from her wisdom through keynotes, seminars and conference breakout sessions. Her Southern charm and sense of humor have made her a sought-after speaker and consultant.

Based in Savannah, Georgia, Lydia is available for national, regional and local speaking and training engagements. She has suitcase; will travel.

Contact her via email at lydia@lydiaramsey.com or call 912-604-0080. Sign up for her free monthly newsletter and visit her website, lydiaramsey.com.