The bread and butter letter

I’ve been looking forward to writing this article. My motivation is the lesson I learned from my mother about the bread and butter letter. This short, preferably handwritten thank you note is sent, she insisted, within 24 hours of visiting, or receiving a gift from a relative or friend.

At the time, I was not happy about this seemingly tedious task. Now, the bread and butter letter is a valued part of my daily life.

I believe the handwritten thank you note has a place in the office. While email is best when instant follow-up is needed or for attaching a promised article or other document, a handwritten note conveys an entirely different level of commitment.

It’s also useful for other purposes, for example to deliver such greetings as: congratulations on getting the grant, or I hope your talk goes well, or I heard you interviewed on the radio. What’s significant is that you noticed, and further, that you took the time to say so during a busy work day.

Here are some tips for writing the bread and butter letter:

• Maintain the 24 hour rule whenever possible. Your note will get attention.
• Handwrite your note. Your recipient will notice the attention you gave it.
• Keep it short. The reader will recognize the time you took to write your note, and how little time it takes to read it.
• Be genuine. Your recipient will know if you consider this an obligatory task.
• Be specific. Avoid generalities that may imply you’re not truly engaged. Refer to a shared interest, or something new you learned about the recipient.
• Take an extra minute to select words that accurately and creatively state your meaning. Consult a thesaurus if it’s helpful. Your reader will appreciate the effort.
• Be creative. Venture beyond business stationery and write your notes on appealing notecards that reflect your and your organization’s values and priorities.

Handwritten notes can have other benefits. These compact missives can further your relationships with donors and volunteers. They allow you to pause and consider their contributions and possible further involvement. And, it’s a terrific way to polish your writing skills.

Bread and butter letters can also be excellent management tools. As a young program coordinator I once received a nine-word, thoughtful, handwritten note of congratulations from my executive director. Her brief encouragement was so meaningful to me that I still have this valued document.

So, thank you for reading this article; I hope it’s helpful. And as we conclude 2018, my very best wishes for an outstanding year ahead.