For a message that lingers, try a handwritten note

Friday, May 18, 2007

This particular note was hand-printed on a card that was imprinted with his name at the top. Within the less than dozen lines of the message, the writer articulated beautifully and personally his appreciation for a recent shared event. Knowing that the writer is an extremely busy entrepreneur, I was overwhelmed that he had taken not only the time to personally pen the note, but that the message was so specific and genuine.

In this hurried world of instant messaging, mass e-mail and text messaging, it’s rare to receive something so tangible and personal — and long-lasting —as a handwritten note.

Recently I came across several similar notes that I had received years ago during my reporting days and had stashed away in a forgotten folder. Unfolding and reading them reminded me of the interviews and the time we had both invested. The experience of drawing out the individuals, listening to their perspective and retelling their story for the newspaper had become personal for both of us.

Those who read this column know from previous columns that I appreciate PR for the relationships that develop over time — efforts that are run as a marathon rather than as a sprint. That’s why I support PRISM, Public Relations Individuals of Southern Maryland. It provides an environment to meet new friends, share new perspectives and gain new vision within PR. PRISM promotes community, confidence, encouragement and imagination.

Today’s information-rich society calls for new ways to connect and build relationships with our audiences. In the midst of all that connecting, though, how do we encourage the personal touch? One way is the handwritten note.

Who among you, when confronted with all the correspondence stuffing your inbox, aren’t drawn to an envelope sporting an ink-penned cursive address? Typically such correspondence is from a friend or family member, someone with a somewhat intimate knowledge of the recipient.

Imagine the impact when you receive one in the context of your professional career.

In fact, staff members at Rep. Steny Hoyer’s (D-Md. 5th) office agree that handwritten notes stand out in the crowd. Betsy Bossart has shared that their office receives literally thousands of e-mails, postcards, form letters and the like, and the ones that grab attention are handwritten letters from constituents who voice their views and give reasons for their concerns.

There is staying power in these notes.

How many of you have notes tacked to your bulletin board? I have four in eyesight of my computer. More often than not such correspondence isn’t quickly recycled.

What exactly is the impact of a handwritten note? It builds a sense of worth as recipients relish the extra personal attention. It conveys a personal interest, and as such can break down barriers that may have existed among individuals.

A handwritten note expresses a commitment to the person, and it can demonstrate not only your appreciation of the other person’s time and efforts on your behalf but your desire to further develop your working relationship.

It’s a powerful tool that reminds us there is a personal side to business.

So how can we in the business realm produce such a personal touch in this automated world? Here are several thoughts.

First, they don’t have to be five-page masterpieces. A simple two- or three-paragraph note is sufficient; a well-phrased sentence or two can be just as effective. It’s all about what you say and how specific you are.

Second, you don’t have to invest hours. Set a goal. It may take five minutes to dash off a note, or longer to express your point. In either case, set aside time each week for personal messages.

Next, be sincere and be personal. Specify how the individual’s support or efforts create an impact for you or your business.

Consider, too, marking through the formal salutation of your business letters and pen in the first name of the recipient. Then add a postscript that personally connects you with them.

Handwritten notes are not gender-specific. Anyone appreciates attention, so be generous.

Lastly, remember that handwritten notes create value. So although it will cost a 41-cent stamp to mail first-class, the investment will make you stand out from the 150 e-mails or slew of form letters stuffing the mailboxes.

Be watching your mailbox.

PRISM’s Immediate Past President Karen Smith Hupp is the director of community relations at the College of Southern Maryland. For information, visit www.prismonline.info or contact Hupp at karens@csmd.edu or 301-934-7701.