Presidents and handwritten letters

Today, I read a lovely piece in the Washington Post about Americans’ letters to the President. The story is a touching read, with moving narrative about Jennifer Cline, a young woman who recently wrote a handwritten letter on lined paper to the President. She wrote a few pages on her son’s spiral-bound notebook about losing her job and ballooning debt, and sent it off to 1600 Pennsylvania Avenue. I was encouraged to read that Jennifer and other Americans still believe in postal mail, sending nearly 5,000 pieces to the White House each day.

I was even more encouraged to read that the President personally reads ten pieces of mail and responds to a few each week. Cline’s letter was one of those ten letters back in January, and the President found her letter worthy of a response. The President knows how to write a good note:

After Obama read Cline’s letter, he took out one of his custom-made notecards — thick slabs of white paper cut to the size of postcards, with the presidential seal embossed at the top.

He had always preferred to write by hand, using a yellow legal pad to craft sections of his autobiography and his campaign speeches. Now he took out a black fountain pen and started to write in the top left corner.

“Jennifer,” he began.

Obama had made a habit of keeping his responses short: one sentence that expressed gratitude for the letter, and one or two more that tended toward encouragement instead of advice. “Dream big dreams,” he wrote to one teenager. “I’ll try to do better for you next week,” he wrote to a detractor.

(from “For a look outside presidential bubble, Obama reads 10 personal letters each day,” by Eli Saslow, Wednesday, March 31, 2010, Washington Post)

Clearly, written correspondence is still as significant part of our country.

Presidential correspondence is nothing new. Reading this story about Cline reminded me of a letter that President Abraham Lincoln wrote during the Civil War. When he was told that a certain American mother had lost all five of her sons to the devastating war, he wrote the below letter. His humble efforts to console are inspiring. The beauty of the aged paper and ink are beautiful and historic.

Executive Mansion,
Washington, Nov. 21, 1864.

Dear Madam,

I have been shown in the files of the War Department a statement of the Adjutant General of Massachusetts that you are the mother of five sons who have died gloriously on the field of battle. I feel how weak and fruitless must be any word of mine which should attempt to beguile you from the grief of a loss so overwhelming. But I cannot refrain from tendering you the consolation that may be found in the thanks of the Republic they died to save. I pray that our Heavenly Father may assuage the anguish of your bereavement, and leave you only the cherished memory of the loved and lost, and the solemn pride that must be yours to have laid so costly a sacrifice upon the altar of freedom.

Yours, very sincerely and respectfully,

A. Lincoln

Birthdays

Birthdays are fun. I love my special day in December, and I know a lot of people enjoy their birthday too. In the days leading up to my birthday, there is nothing I love more than a mailbox stocked with colorful birthday cards. Cards from long-lost friends, a sweet and note from gramma, maybe a package or two. Since moving away from home, mail on my birthday has become an important part of celebrating with friends and family who are far away.

For all the fun of birthdays, helping others celebrate their birthday requires a little bit of extra work and care. There is always the agony of what to send.  Does this friendship merit a gift or a card? Should I buy an expensive Hallmark card or just jot of a hand-written greeting on my own notecards?

Keep in mind how you feel when others help you celebrate your birthday and do your best to reciprocate. It is all about recognizing a birthday, even just with a card. Remember that the few moments it takes to write out a birthday card and drop it in the mail truly tells a friend what you mean to them.

Don’t be afraid to send a blank, non-birthday card from your favorite box of artsy notes. Individual cards can get expensive, and the words you write can be much more meaningful than stock poetry. Make an effort to get creative with your words or share a special memory. Birthdays are a great time to let friends know how much they mean to you. Don’t forget to add some flair to the card, like tea or confetti.

I have to say that I’m not the best at remembering others’ birthdays and helping them celebrate properly. There are so many birthdays to remember. Facebook reminders are insufficient. My Outlook calendar doesn’t tell me about the birthday until the day of. And my memory constantly fails me. I welcome reader suggestions for remembering these important days.

Subject lines

E-mail subject lines are tough. In the ol’ days, there was no need to title a letter. If Holly Hobby was writing a letter to Gramma, she began with “Dear Gramma.” There was no reason to write a title at the top like “how my dog ran away and then I found him in the barn.” Well, those days are gone. When you send an e-mail, the subject line suddenly defines the whole correspondence. And to add to the stress, the subject line defines your recipient’s reply too. Even not including a subject titles the e-mail “[no subject].” What a struggle!

For all the difficulty, we should embrace subject lines and use them well. A few words at the top of an e-mail should give the recipient a good idea of what they are about to read. People who receive many e-mails per day would certainly prefer to know if their next on in their inbox is worth opening.

Avoid vague subjects like “hello,” “hey there,” or “hi [name]!” as these can often be mistaken for spam and offer no context.

Try to keep subject lines short and sweet, giving the reader a good summary of the e-mail they are about to open.

If you are sending an invitation, include the date and name of the event.

In casual conversation with a friend, using [no subject] is okay, but avoid using it for more professional e-mail or a cold reach-out.

It is amusing to write half of your first sentence in the subject line, and finish it in the body of the e-mail (see below example). But don’t do this in a professional setting.

In short, I think subject lines are important, even if they are often difficult to write. Try not to agonize over them too much, but know that they are an important part of e-mail correspondence.

A dentist thank you note

This is a good thank you note. I referred a friend to my dentist and received the following thank you note.

Thank You for referring Sarah to our practice. You have paid us the nicest compliment possible. We appreciate your confidence and trust.

Simple, well-worded, kind. Clearly, my dentist understands the value of a quality thank you note and how far it can take the practice. The note card was a little hokey, but I was able to ignore it because of the words. I appreciate that the dentist’s support staff takes the time and postage to thank patients and keep them coming back. I’ll gladly refer other patients to them, not just because of the quality service, but also because of their attentive customer service.  Well done Dr. Shannon!

Tea’d up

Freshen up your notes with a pretty sachet of tea. Tea is the perfect way to add a little something a note. Here’s why:

First, one bag of tea is flat and light, so it will not require extra postage.

Second, it is a nice little surprise in the envelope.

Third, they are colorful and unique.

Fourth, they smell delicious.

Fifth, they add character to any notecard, and your recipient will remember what a lovely note you sent.

Sixth, this is an opportunity to share a unique tea with a friend. May I recommend TWG tea from Dean and Deluca (a bit on the high-end, but worth the splurge), or Good Earth Sweet and Spicy tea found at Trader Joe’s. But really, any tea besides a bag of Lipton is acceptable.

A friendly reminder

How often do you hit the send button, only to regret a biting comment or long diatribe? Do you hope the smiley-face at the end of a sarcastic remark will get your point across? It is easy to start clacking on your Mac to release frustration, but I wonder if e-mail is the wisest place to air our deepest thoughts.  While grammar and spelling are always a concern, so is the content of our e-mails.

REAL SIMPLE‘s etiquette maven, Julie Rottenberg, discussed this very topic in her most recent column, “The Perils of E-mail.” She has a fairly extreme rule, that gives me pause:

Never put anything in an e-mail you wouldn’t be happy to have read on the evening news (or The Daily Show).

Well said Julie. Before you send an e-mail, not only should you check for spelling or grammatical errors, but remember that your words can be forwarded on to anyone. Also, an e-mail is a print record with no promise it will be permanently deleted. In fact, many workplaces keep all e-mails on record. Julie’s advice should be heeded:

If you are angry or upset or want to apologize for something, resist the temptation to unload it all into an e-mail. Instead, pick up the phone or speak in person.

I have to be honest, I don’t adhere to this as best as I should. E-mail is such an easy medium to hide behind when communicating with others. However, this is a kind word to you and me, dear readers. Keep the e-mails nice, or dial the phone and work it out. Some times to best e-mail you can send in frustration is “call me.”

Return address image

At the request of a few readers, here is what my return address stamp looks like on an envelope. Expressionery suggests the stamp is too large for the address side of the envelope, and should be placed on the back flap. I disagree. The crowded front of the envelope has a certain appeal, and as you may remember, the postal service asks that return addresses be on the same side as the sender address.

Here's my return address, minus the details.

The irony of the day? I received an envelope of March of Dimes return address labels in the mail yesterday. They will be going in the shredder. I’m not heartless, I just love my stamper.

Return address

Despite all my talk and research on best practices to address an envelope, I have defied the rules with my return address stamp. Writing out the same address on bills, notecards and letters can be boring and monotonous. Usually by the time I’ve written a note and neatly addressed the envelope, I’m tired, and the return address comes out messy and illegible. So, after moving to a new place last August, I decided it was time to get a real address stamp. Sure, return address stickers are fun and cute. Sure, those March of Dimes labels are free. But nothing tops a return address ink stamp.

It is surprising what a statement the stamp makes. Many people notice the pretty circle in the upper-left hand corner, and it adds a nice artsy touch. There are many options beyond a block address stamp. Companies offer designs in circles, for every holiday, for every taste.

The address stamps are easy to order too. I found my stamp at Expressionery. It just takes a little faith and trust in the company to get your address correct and that it will fit on the design. After rechecking my very long address, making sure it looked good on the online store, I hit “submit.” Just a few days later, I had the stamp at my door, and I haven’t looked back. I even use the stamp for bills because it sure beats writing out the address, and I know the ink won’t run out. What’s not to love? Address stamps are easy and give another element of design to an envelope.

The job interview: thank you notes

It seems like a simple concept, but writing a thank you note after a job interview can set you apart among throngs of job candidates. Before the interview, you picked out the right suit, researched the company, polished your resume and went through all the possible questions. During the interview, you showed your best to the interviewer down to a firm handshake and confidently answered questions. After the interview, all you can do is wait, right? Well, there is one last thing you can do to make a good impression: write a thank you note.

Benefits

Writing thank you note following an interview gives you one last chance to demonstrate your interest in a job. By just writing a few lines, you can show the company that you are truly qualified for the position. Keep in mind that the interviewer(s) have probably seen a number of people in a short amount of time, and may have trouble remembering individual candidates. Sending a note after the interview is a great chance to remind them who you are and set yourself apart or tell the interviewer something about yourself that you were unable to mention during the interview. In a competitive job market, sending a note can give you just enough edge to get the “you’re hired” phone call.

Recipients

Send the note to anyone who interviewed you. Often, you may go through several rounds of interviews, or answer questions to a panel of interviewers. Be sure to send a note to each person individually.

Timing/delivery

If possible, write the thank you note immediately following the interview and hand-deliver to the company reception desk. It doesn’t take long to run to a coffee shop down the street, debrief yourself a bit, and write a few lines. Hand-delivery allows you to get the note to the interviewer before hiring decisions are made. If it seems strange to bring the note back to the company, if you can’t return because of tight security or if there is no place to deliver the note, using postal mail is fine. Just be sure to mail the note the same day as the interview. Also, postal mail is not always very timely. Keep in mind that in some government agencies and on Capitol Hill, a single piece of mail can take up to two weeks to arrive. In this case, a hand-delivered note is best.

E-mail

We live in the digital age that often doesn’t often allow for the glacial pace of postal mail. While hand-written notes add a thoughtful touch, e-mail is often necessary to set yourself apart quickly. If you cannot hand-deliver a note, send a follow-up e-mail a few hours after the interview. Ask a question that demonstrates your interest in the position. To aggressively set yourself apart, send an e-mail and mail a card. Also, to follow-up on a phone interview, a thank you e-mail is also appropriate.

Stationery

For professional thank you notes, think simple, and don’t be afraid to spend a little extra on quality. Cards or folded notecards should be white or off-white with few colors or designs. Consider getting cards embossed with your name. I use cream cards with my full name embossed across the top from Embossed Graphics. Use a dark pen and write the note and envelope neatly. Avoid cheap cards with puppies or flowers on the front. The only thing you want your potential employer to see is what you’ve written; a simple, quality card will make an impression.

What to say

For all the agonizing over timing and style, the last hurdle is what to write. There’s no need to be long-winded with an interview thank you note. Three sentences is plenty. Be sure to make the note personal and specific to demonstrate that you were engaged in the interview. Here is an example:

Dear Joe,

Thank you for taking the time to interview me for the marketing analyst position today. It was exciting to hear about the recent strides your company is making in the advertising world, and I know that my experience in advertising will make me an asset to the department. I’m looking forward to hearing from you.

Sincerely,

Tanya

I’m pleased to cross-post this entry to Capitol Spill, a blog written for and by students at the American Studies Program in Washington D.C. I am an alumna of ASP and wish all the current students the best as they assess their career and calling. I hope this entry on a small part of the job search is helpful.

How to make a wax seal

Wax seals are a beautiful way to add personality to your envelopes. Here is an easy step-by-step, in photos!

Here’s what you’ll need:

• Wax and a metal stamp. You can find them in museum gift shops, specialty stationery stores, or online.
• Lighter or matches.
• A fresh envelope, with a hand-written note tucked inside.

Stamps come in all shapes, designs and sizes.

Initials or monograms are popular, but this one is my favorite. Its size requires a bit more wax, making the seal more dramatic.

Melt the wax. If the it doesn’t have a wick, hold the lighter close to the wax and allow it to drip slowly onto the paper.

Be patient, it takes time to get enough wax onto the envelope.

Be careful not to set the wax or envelope on fire.

If melting the stick of wax doesn’t work, try cutting off a small chunk of wax, and melt directly onto the envelope.

The melted wax should be about the size of a nickel.

Immediately after the wax is melted, press the stamp onto the warm wax.

Hold for a few seconds until it has cooled.  It won’t take long.

Gently pull the stamp off the wax and inspect the final product.

The seal needn’t be a perfect circle. In fact, an irregular shape gives it great personality.

That is a nice looking envelope! Drop it in the mail (if you can part with your handiwork) and put the supplies away.