Letter writing, in particular, continues to be one of the best means there is for communicating with someone, whether for business or personal purposes. Letters and cards are also the tools of our democracy. They help form opinions and influence our government processes. They also preserve memories and brighten our lives. I can tell you that, personally, there's nothing I look forward to more than a letter from one of my daughters.
Letters and cards will always be a means of both communicating and preserving your thoughts, your feelings, your personality -yourself.
Why Write?
As we mentioned before, if the average person didn't receive any advertising circulars or bills in the daily mail, they probably wouldn't get much mail. It is estimated that only one out of every eight pieces of mail is a personal letter. With more reliance on other methods of communication, fewer and fewer personal letters are being written.
Let us remind you that this is good news for networkers. If there is less and less letter writing, then those who do write letters command much more attention and appreciation.
Networking letters serve the purpose of keeping in touch with those in your network. The important point is that the letter contact will usually be unexpected, appreciated and long remembered. In spite of the fact that as business people, we get lots of mail, the unexpected personal letter or note from a friend always stands out as something special.
When To Write
The late Thomas B. Constantino, former president of the Noteworthy Company of Amsterdam, New York, scanned newspapers and trade magazines for the names of friends who have made some special contribution to, or achievement in community service. He then sent them a letter to express gratitude and to encourage them to continue their good work. Tom was always pleased at the reaction his letters generated. It was his hope that his small gesture helped motivate those involved to do even more for their community or industry.
There are many occasions when we are provided ready opportunities to send goodwill letters. When a friend or a colleague gets a promotion or is elected to a new post, on company anniversaries and birthdays and weddings, when a person buys a new house or a car or even when he has just recovered from an illness. It is not only moments of happiness that warrant a letter of goodwill, even sad and unfortunate moments can be even more appropriate times to write the letter, to tell them that someone is for them in their time of bereavement, illness, pain and sorrow. Letters of sympathy are rarely forgotten and leave an unforgettable imprint in the receiver's hearts and minds.
Types Of Letters
Letters don't really have to be very long and cumbersome. Your letters might be as short as one sentence. As long as they manage to convey the feelings and thoughts, they are all right. However, a typical networking letter will probably not be longer than a page. The important part about the networking letter is that it is both personal and informal. Handwritten messages work the best, but typed letters are far better than no letters.
Other Ways To Use The Mail
In addition to the letter there are other opportunities to use the mail to stay in touch with those in your network or those you want to get into your network. You can also use the mail to send clippings, articles from magazines, or photos along with a short note. Just send them with a short note informing them why you have sent it and appreciating their interest. Once you get known for sending items of interest to friends and acquaintances, you'll be surprised at how many of the recipients start returning the favor.
Photos Are Special
There is something magical about photographs. How often have you had your picture taken by friends and relatives but never get to see the results. For most of us it is a frequent experience. Here again is a great opportunity to capitalize on fulfilling a desire - that of seeing oneself in a photograph. Think about it. How often do you throw away photographs? How nice it is to receive a photo or two included in a letter or greeting card.
Buck Slips, Notes And Memos
Other alternatives to the letter are buck slips, notes and memos. These differ from letters in that they are smaller and usually on note-sized paper. Frequently the sender designs his or her own personalized note paper. Instead of "From the desk of" stationery, use distinctive note or letter paper that can be identified immediately as coming from you. Use colored paper, a cartoon, a logo, or even a particular style of pen to individualize your notes.
Greeting Cards Are Great
Most people are used to receiving greeting cards for Valentine's Day, birthdays, anniversaries and Christmas. How about other occasions and holidays? Let's not forget the possibilities of Thanksgiving, Independence Day, St. Patrick's Day, the first day of spring, even Bastille Day. In fact, there's a special reason to celebrate for every day of the year.
Most libraries have Chase's Annual Events, a book which lists events, observances, anniversaries, birthdays and celebrations throughout the year. It might not be easy to find greeting cards for some of these celebrations, but blank greeting cards are available with a wide variety of designs. If you really want to be creative you can design your own card from stock paste up art and your photocopier; or you can use your computer and its graphic capabilities to design cards. The surprise and joy of receiving a greeting card at an unexpected time is not soon forgotten.
Getting Started With Your Letters
Not unlike professional writers, most people have a little trouble getting their letters started. Once started, however the rest of the letter seems to flow rather easily. The simple policy to follow is to start by saying something on the lines of, I have some good news for you or It is a real pleasure t-say that... or if are enclosing something you can begin with, I thought you might like to see the enclosed. If you are seeking a favor, a simple, I wonder if you would mind doing me a favor or will you lend us a helping hand, should enable you to pen the rest of the letter.
Letter Writing Tips
Here are some guidelines to help make your letters easier to read and more interesting.
- Plan your letter. Think about what you want to say and get your thoughts in logical sequence. If you are going to send the same letter to more than one per son in your network, a written outline of what you want to say will be helpful.
- Use short words, short sentences and short paragraphs. It is suggested that for every 100 words you write, double-check to ensure that at least 70 of those words are 5 letters or less.
- Sentences should be short and should not contain more than one idea. Keep sentences to an average of 14 words, 25 syllables.
- Paragraphs should be short, with no more than seven lines of copy before you break for a new one. There is no rule that says the same thought can't carry over in two or three more paragraphs, just limit paragraphs to seven lines.
- Write in a conversational style. Don't use stilted phrases. Picture the reader(s) in your mind as you write.
- Avoid words that might not be readily understood.
- Where possible, use the active voice rather than the passive voice. It makes your letters sparkle.
- Avoid overuse of the word that.
- Watch out for too many personal pronouns. People want to hear what's important to them, not what's important t-you.
- Where possible use colorful words. H. Phelps Gates told readers of the Christian Science Monitor about the effect of words on readers. He listed the strength and force in short words: blast, boom, throb, thump, clank, chime, hiss and buzz. He then mentioned words you can "hear" like the swish of silk, and words that convey a sense of smell like musk and cheese and mint and rose.
- Look for opportunities to substitute verbs for nouns. This will give greater clarity and force to your writing.
- Edit your letters. Reread them carefully to make sure you have said what you wanted to say. Your letter should be friendly and easy to read. Check your spelling and punctuation too. Careless mistakes reduce the letters worth and quality.
- Write neatly. Sloppily written letters give the letters an untidy and shabby appearance.
